Document lifecycle compliance, task management and workflow solutions
The Lifecycle of Business Content
Managing the lifecycle of documents is a critical business for business.
The lifecycle may include how documents are created, stored, organised or categorised, searched for, shared, collaborated and archived. Being able to follow the change audit and control the permissions is key (view, add, edit, share out, delete). Collaboration is the action of working with someone to produce something. With regards to document collaboration, this is the effort of staff and the evolution of a document to deliver some business benefit.
At the enterprise level, if documents cannot be found, managed, get damaged or lost, then the collaborative benefit is stunted.
Effective collaboration requires centralisation and control, which then leads to efficiency.
Step 1: Move to Centralisation
Documents tend to get scattered over desktops, laptops, mobiles, tablets and other various devices, trapped in emails, and even lost or outdated. Scatter can also lead to using out of date information which may mislead staff and customers (e.g. price lists, product information, policies and procedures, etc).
Scattered content may also be inadvertently excluded from some form of backup process.
It has been calculated that globally approximately 7.5% of all documents are badly categorised and/or lost in business.
That number might sound a bit low, but even for a small organisation with 10,000 documents, this equates to approximately 750 documents. To track down or rebuild those documents at an average cost of about $100.00 per document costs the business approximately $75,000.
Decentralisation means business owners do not any controls over their business knowledge.
Step 2: Take Control
In an unsecured network configuration, staff can freely create, lose, delete or even deliberately deface and destroy your business documents without owner knowledge. Documents could even be taken to competitors. These complexities are increased in the era of Bring Your Own Device (BYOD).
Our solutions deliver a robust scalable framework, enterprise-wide centralisation, permission driven access, support for any document format, full audit compliance, versioning control and rollback, APIs for integration, and even document deletion protections.
When staff move on, their access can be simply cut off.
When combined with a compliant archival email solution, all organisational content (documents and emails) can be locked into an audit trail which cannot be tampered with. This provides a level of assurance to business owners.
Step 3: Improve Efficiency
Once your business has centralised its content and gains control, it can scale to take advantage of work flowing tasks and automation.
A workflow consists of an orchestrated and repeatable pattern of business activity enabled by the systematic organisation of resources into processes that transform materials, provide services, or process information. It can be depicted as a sequence of operations, declared as work of a person or group, an organisation of staff, or one or more simple or complex mechanisms.
The workflow is the process wrapped around a document, service or a product that is being transferred from one step to another. As such, from a more abstract or higher-level perspective, it may be considered a view or representation of real-world work.