Document management 201

Document Management 201The Technology Demo

JOHN M. [email protected]

© Copyright John Cachat

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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



Are your files….

Unorganized?

Out of control?

Unmanageable?

4© Copyright John Cachat

Who Cares?

� Information is scattered across multiple sources

� Knowledge workers spend 40% of their time on

document related tasks (96 days a year)

� Can’t find documents

� Can’t find the right version

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

� 80% of companies’ strategic information is NOT in

enterprise computer systems (ERP, CRM, etc).


Document Management 101 Recap

� What is a Document Management System (DMS)?

� The most popular DMS – the K:> drive

� DMS model and related processes

� ROI, cost justification, benefits

� How do I get started?


Document Management 201

�Today’s Discussion� Demonstrate how a DMS works in real

life situations

� Show how technology can reduce cycle times and reduce non-value added labor costs


What is a DMS?


Store

Organize

RetrieveTrack

Distribute What is a DMS?


Store

Organize

RetrieveTrack



Store

Organize

RetrieveTrack



Store

Organize

RetrieveTrack



Store

Organize

RetrieveTrack



DMS

Storage Location

Database

Workflow

Web

Access

DMSTechnology Components


THE DEMO

Document Management 201:


• 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

Lessons Learned from EPA





• 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


Done





• 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


Done


DMS Priorities

3

Software

2

Process

1

People


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

� Recover 96 days per year capacity


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


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


WeWe

Document Management 201 Answers

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Contact:John Cachat

[email protected]

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