Document management 101 may 2013

© Copyright John Cachat

Document Management 101:

What You Need to Know

John M. [email protected]


Housekeeping

Phones are muted

Use the question block for questions Copy of presentation

available upon request


About John M. Cachat

• Driving Business Performance

– Helping companies align their business and technology

– Focus on people, process, and then the technology

– Subject matter expert on business process management

– On-going research into next generation of technology for enterprise

systems

• 28 years experience in enterprise systems

– USAF Research Project (1985)

– Founder of enterprise quality software company (1988)

– Chair of ASQ technical committee on computerizing quality (1992)

• Trusted advisor to global organizations, government agencies,

and professional groups

http://www.linkedin.com/in/johncachat

4 © Copyright John Cachat

Today’s Discussion

� What is a Document Management System (DMS)?

� The most popular DMS – the K:> drive

� DMS model and related processes

� Common reasons for NOT doing DMS and how to

overcome them

� ROI, cost justification, benefits

� How do I get started?


Struggling With Documents?

Are your files

unorganized to the

point where it has

become an

unmanageable and

out of control chore

to locate and save

documents?


Who Cares?

� 80% of companies’ strategic information is NOT in

enterprise computer systems (ERP, CRM, etc)

� Information is scattered across multiple sources

� Knowledge workers spend 40% of their time on

document related tasks

� Can’t find documents

� Can’t find the right version

� If and when I find a document, it is too late


A Day In The Life of a Document

� Starts with an email and attachment

� It gets forward to 5 people

� Everyone comments, maybe make changes, possibly stores a copy on their c:> drive and keeps a copy of the original email and maybe prints out a few copies

� Another email, to everyone, and maybe more, of comments / thoughts – process repeats

� Then – do you have a copy of this? Is it the most current version?


Expectations

� Why can’t I Google my internal information?

� I can find information on my competitors faster than internal

information

� How do I rapidly enable more people in my company to

find what they are looking for?


Expectations

� I want to work as a team (collaborate)

� Draft and provide input

� Review and approve

� Electronic signature

� Reuse – publish in other places (including interaction with

customers and suppliers)


The Most Popular DMS - K:> - The Shared Drive

� Familiar to most – it’s on the K:> drive

� Difficult to find

� Context difficult to capture

�K:>customers>acme>project>rfq_081010_jmc.doc

� Poor version control

� Security mostly “yes” or “no”

� Same problems as physical file cabinets, but now on a

computer drive


Original Concept of Document Management

� The Public Library

o A bunch of books

o Subject, author, title cards

o Librarian is the security guard

o Check out a book

o Check in a book


Definition of DMS

A document

management system

is a computer system

that lets you do this,

regardless of the

document format

Store

Organize

RetrieveTrack

Distribute


DMS – Four Technology Components

DMS

Storage

Location

Database

Workflow

Web

Access

And scanner technology for

moving paper copies to

electronic format


DMS Database Technology


DMS Model and Related Processes

(Workflow)

� Request a new

document

� Draft, review,

approve

� Process change

requests

� Audits and audit

trails

Store

Organize

RetrieveTrack

Distribute


Workflow Technology

• “Drag-and-drop” interface

with role based workflow

• Smart workflows based on

document types

• Ability to actually modify,

and update documents

• Create PDF and move files

to appropriate storage

location

• Leverage email for

notifications, approvals, etc


Common Excuses for not Doing DMS

and How To Overcome Them

• If we need it, we can usually find it

• We’ve got to pick our battles

• It’s good for staff to be busy

• It’s easier to just get everyone together in person

• Change is expensive

• Our business isn’t located on a flood plain or anything

• Information security just isn’t at the top of our list

• No one is ever going to sue us


DMS Financial Impact

� Automation improves turnaround time

� Reduces the potential for processing errors

� A document management also helps organizations to

comply with industry regulations

� The ability to automate document retention / destruction

schedules helps with record management strategies

� Do more with less


Example DMS ROI Calculator


Lessons Learned from EPA

• Inefficient Workflow Processes

• Difficulty locating documents & recordsChallenges

• Focused on developing a process to evaluate software

• Sought out a technical solution before analyzing and streamlining business processes

What They Did

• Emphasized the users’ ability to access information

• Conceptualized the full process as it exists

• Grasped an understanding of workflow and content management

What They Should Have

Done


How Do I Get Started?

• Where Am I?

• Costs / Risks

• People / Process IssuesPoint A

• Where Do I Want to Go?

• Savings / Benefits

• Technology RequiredPoint B


DMS Priorities

3.

Software

2.

Process

1.

People


About Us

John Cachat

[email protected]

Contact

Proven expertise in business

information systems

Rapid Solution

Development™ process

ServicesAssess Current Status

Develop Short and Long

Term Plans

Develop Specific Solutions

to Your Problems

Assist in ROI Analysis


FREE Proof of Concept

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