lanai sniffy: Electronic Data Management Systems For Your Business

Electronic Data Management Systems For Your Business Part Two

The invisible cost of finding and managing information

Our last blog post covered Electronic Data Management Systems (EDMS) and the importance of making sure that business information is stored and managed securely because of the importance to your business and your clients.Your business documents are more than just a stream of indiviaul documents because they are the lifeblood of your business. Your business documents are constantly generating value and your business needs continual access to the documents that drive value for your business.

Here is a major question that you need to consider - ?How much does finding and managing information or content cost your business??

Storing documents in PC Microsoft Windows folders is a good starting point for better document management but there are still weaknesses in Windows folders as a secure location to store your business documents. Here are some examples:

Documents can easily be deleted, with limited controls in place to stop this happening
You can accidentally move folders into the wrong location or even delete them
You can?t see what versions of documents have been created.
Staff can be working on different versions of documents.
Storing emails can be difficult and time-consuming.
Emails are not stored in the original format.
Difficult to enforce a structure if users have the ability to create ad hoc file locations.
You can?t take documents off site without the risk about which version is up to date.
And more?..

This is an illustrative list and is not meant to be an exhaustive list of all that can go wrong with a Windows folder based system for managing business documents.

Why Your business incurs higher costs

The?Gartner Research Goup has estimated that one paper document can cost up to ?15 to file. We can assume ?that this is going to be higher for certain types of document-centric businesses, like accountancy or legal companies. ?In 2009, a?YouGov survey asked a cross-section of businesses to estimate how much of the information they manage is based on paper. This survey revealed that accountancy practices deal with an above-average percentage of paper at 54%. The same survey showed ?that accountants carry an overhead of 26% on their document-searching,. The total ?wasted time? is put at a cost of ?2.7m every day across the UK.

Can you navigate the digital maze?

Storing more documents electronically is a major step forward, with or without an Electronic Data Management System (EDMS) system in place. Whilst a simple folder structure may be a big step forward, storing information electronically using a Windows based filing system is not the complete solution. Even if your business already stores some documents electronically, these can be scattered on network drives or across laptops or other devices. Finding documents and data quickly will depend on sticking to naming & filing conventions and, very often, your own memory. How often do you think you know where an important document is stored and then struggle to find that key document? Once again, the time adds up and slows down your workflow or task.

How JMR Consulting UK Ltd Can Help Your Business

JMR Consulting UK Ltd has core software development and project management expertise based on its Financial Services heritage and 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR?s business operation. We provide high calibre solutions and professionals that you would expect from the ?Big Five? but at rates that are commensurate with smaller IT consultancies or agencies.

This post was written by Anthony Burke. Anthony is an experienced digital marketing professional passionate about technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Connect with Anthony on LinkedIn.

Source: http://www.jmruk.com/electronic-data-management-systems-for-your-business-part-two

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