Since the first Labor Day celebrations in 1882, we've been reminded annually that the productivity of American workers fuels our country's economic growth. As our economic base continues to shift to information-based industries, electronic content management tools, such as document scanning and eforms, are helping the American worker become even more productive.
Before we discuss the ways document management systems improve efficiency, let's take a look at one facet that hampers productivity in the workplace. Efficiency studies1reveal that office workers spend 40-50 percent of their time looking for information and 18 minutes searching for a document. That translates into $14,000 worth of productivity lost per worker per year due to an employee's inability to find the data they require to do their job!2
Key business processes requiring rapid and accurate transfer of information, i.e. accounts payable, customer service and credit approvals, can sap the American worker of the ability to produce if locked into paper-based systems. On the other hand, workers become less stressed, more efficient and more productive when given such tools as workflow automation, eforms and robust document scanning and document management systems to maximize their efforts.
What Form Should the Future Take?
Here's another interesting fact: eighty-five percent of business processes depend on forms1, which means there's no better way to improve productivity than to reduce the time it takes to create, distribute, complete and integrate forms into a company's operations.Streamlining key business processes with electronic forms allows workers to capture data automatically, initiate an automated workflow, upload data to line-of-business applications, such as human resources or accounting, and store the eform for easy future retrieval.
Doesn't that sound like a more productive way to work, compared to filling out forms by hand, keying the data into business applications and then storing paper forms in file cabinets, where someone will have to search for them in the future? Eforms are just one more way electronic content management is transforming America's workplaces.
How Document Scanning & Document Management Promote Productivity
By implementing document scanning services and a document management system with online access, companies are simplifying the creation, use and storage of information. AIIM, an electronic content management industry trade group, reported in their State of the ECM Industry 2010 that "Improving efficiency and optimizing business processes are currently the biggest drivers for ECM (electronic content management) in most organizations." In other words, businesses in all sectors are looking for ways to cut costs and improve productivity, and document scanning and on-line document management repositories are proving to be of great assistance.
Here are five ways workers become more productive when electronic document management is implemented:
* Online document repositories mean instant access 24x7 to critical data from any computer.
* Communication and decision making is accelerated with immediate access to crucial information.
* Document scanning and digital data storage eliminate lost or misplaced files.
* Employees are freed to focus on core business activities instead of searching for information.
* Customer service improves dramatically with instant computer-based access to data.
As we celebrate the contributions of American workers on Labor Day, we must also look to the future of American productivity. Putting document management tools into the hands of talented, innovative employees is the smart way to improve productivity and ensure future profitability.
1. Source: Gartner Research
2. Source: IDC Canada
Mitchell J. Taube, CDIA Certified
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