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Why a Document Control System Makes Good Business Sense IBS America T H E P R O D U C T I V I T Y A D V A N T A G E

Why a Document Control System Makes Good Business Sense

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In the newest webinar presented by IBS America, see how you can improve business efficiency by deploying an efficient Document Control System. In these slides, we covered how to: -Mitigate risks -Reduce operational costs -Improve customer satisfaction -Improve audits

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Page 1: Why a Document Control System Makes Good Business Sense

Why a Document Control System Makes Good Business Sense

IBS AmericaT H E P R O D U C T I V I T Y A D V A N T A G E

Page 2: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Agenda and Introduction

Agenda and Introduction

“The Good, The Bad and The Ugly” of Document Control and Document ManagementMary McAtee, IBS VP of Training & Implementation

Document Control Solution DemonstrationMary McAtee, IBS VP of Implementation

Q&A – 10 minutes

Document Control: What to Think About Julie Arensman, IBS Account Manager

Page 3: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Document Control…What to Think About

Risk Mitigation

Reduce Operational Costs

Improve Customer Satisfaction

Improve Audits

Page 4: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Risk Mitigation (Definition)

Definition: Risk Mitigation covers efforts taken to reduce either the probability or consequences of a threat.

These may range from physical measures (protective fences) to financial measures (stockpiling cash, insurance).

Storage

Access

Security

Page 5: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Operational Costs

Manual System

Time-Consuming

Labor Intensive

Difficult to track:

Change, Accountability, Audit Trail

SharePoint Costs

Architect/Programming Costs

Burden on IT

Maintenance

Training

Page 6: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Customer Satisfaction

Customer Satisfaction is defined as "the number of customers, or percentage of total customers, whose reported experience with a firm, its products, or its services (ratings) exceeds specified satisfaction goals."

Communication with Clients

Documentation of Issues

Fast Follow Up

Page 7: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Are you Audit Ready?

Audits: The general definition of an audit is an evaluation of a person, organization, system, process, enterprise, project or product. The term most commonly refers to audits in accounting, but similar concepts also exist in project management, quality management, and energy conservation.

Page 8: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Before

© OCEG

Page 9: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

After

© OCEG

Page 10: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Agenda and Introduction

Agenda and Introduction

“The Good, The Bad and The Ugly” of Document Control and Document ManagementMary McAtee, IBS VP of Training & Implementation

Document Control Solution DemonstrationMary McAtee, IBS VP of Implementation

Q&A – 10 minutes

Document Control: What to Think About Julie Arensman, IBS Account Manager

Page 11: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview© IBS, 2006 Page 11

Document Control & Document Management

Managing Documentation

Content Managemen

t

Document Management

Document Control

Page 12: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Content Management

© IBS, 2006 Page 12

Documents &

Data

• All the many types of enterprise documentation & data

• Financials, PO records, emails, contracts, service manuals, documentation

Security &

Navigation

• Administrating security for large data volumes daunting and subject to enterprise controls.

• Site level access for basic users is challenging.

Agility

• Developing navigation aids specific to local needs daunting. Competition with enterprise needs.

• Change management ponderous

Page 13: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Document Management

© IBS, 2006 Page 13

Storage &

Preservation

• Provides a common storage location• Incorporated in IT disaster recovery & back-

up strategy.

Methodology

• Shared public drives• IT developed web portals

Issues

• Assuring revision & archive management• Controlling access & security

Page 14: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Document Control

© IBS, 2006 Page 14

Control

• Emphasis on revision control• Compliant review & approval authority

Access & Training

• Revision management assuring currency of access

• Training tied to revisions and changes

Change

Manage

ment

• History of change management• Archive and access to document life cycle

Page 15: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

SharePoint as a Document Management/Control Mechanism: Positives

© IBS, 2006 Page 15

Supports Collaborative Work

Part of Microsoft Product Strategy

Plenty of Consultants and App Developers

Page 16: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

SharePoint as a Document Management/Control Mechanism: Negatives

© IBS, 2006 Page 16

Locks you into a particular technology

Does not support compliant signatures and approvals

Requires significant development to address specifics and may have addition license costs.

Page 17: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Integrated Functionality

© IBS, 2006 Page 17

Page 18: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Document Control Workflow

© IBS, 2006 Page 18

Page 19: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Agenda and Introduction

Agenda and Introduction

“The Good, The Bad and The Ugly” of Document Control and Document ManagementMary McAtee, IBS VP of Training & Implementation

Document Control Solution DemonstrationMary McAtee, IBS VP of Implementation

Q&A – 15 minutes

Document Control: What to Think About Julie Arensman, IBS Account Manager

Page 20: Why a Document Control System Makes Good Business Sense

THE PRODUCTIVITY ADVANTAGEIBS Overview

Thank You! Questions?

IBS America, Inc. www.ibs-us.com

(781) 862-9002

PRESENTER: Julie ArensmanE: [email protected]

P: 239-579-0113

Quality Management 2.0http://info.ibs-us.com

@IBSAmerica