In the digital age, pace and efficiency are synonymous with productivity, so why are we still managing chaotic paper documents that are unstructured, ultimately slowing businesses down?
All too often, managers and employees spend their time and energy focusing on resolving ‘big’ company challenges without realising, until it’s too late, that their seemingly small, but consistent pains that deemed to be unimportant, have turned into a colossal problem.
That’s what happens when unstructured data piles up and you ultimately lose control of your documents. You know your business is amid document chaos when your Human Resources team can no longer locate employee contracts and job applications, or when your Finance team fails to get invoices paid on time because approval processes take too long. Trouble is definitely coming when your remote employees can’t access important files from home or collaborate effectively with others.
But all these issues can be easily solved or prevented from ever happening with one simple solution: Enterprise Content Management (ECM). It is a core business solution that helps organisations centrally store, manage, organise and share all content effectively, saving time and money.
In healthcare, doctors, nurses, surgeons, and various other medical staff require access to huge amounts of data and information quickly, efficiently and securely. Patient information, medical reports, prescriptions, lab results, to name but a few, all need to be at the fingertips of dozens of people to provide the best possible care for their patients. Losing such vital documents, taking too long to find them, or making errors could have disastrous consequences.
A web-based information management system such as Kyocera Smart Information Manager (KSIM) offers various functions that could help healthcare employees streamline their document processes. Firstly, Kyocera’s ECM system allows paper documents such as prescriptions or medical forms to be integrated easily into digital workflows which then can be centrally managed and shared by employees. With all documents organised in one place, the risk of lost files is eliminated, and staff can also perform full text searches to easily locate the document they need.
An article from The Independent revealed that 3,557 personal data breaches were reported across the health sector in the UK in the two years leading up to 31 March 2021. In some cases, medical data was wrongly shared, leading to personal information disclosed to strangers and thousands of pounds paid to patients as compensation.
In healthcare, poorly managed documents could cost lives – a late diagnosis because of information being lost or stolen could prevent a patient receiving their treatment on time. Luckily, Kyocera’s ECM not only organises patient data, but also ensures information security by managing access by users and groups, in addition to storing workflow history logs and securely archiving documents. It’s an incredibly efficient way of handling and managing patient data responsibly to make the life of healthcare professionals easier and avoid disasters from occurring.
From finance to healthcare, ECM can optimise processes for any industry.
Like the healthcare industry, banking and financial service companies operate with mountains stacks of paper and information – reports, audits, case management files and much more. The ability to manage this huge volume of information while abiding by legal requirements and keeping costs in check is becoming an increasing challenge for companies in the finance sector.
What makes matters even more complicated, is that in today’s digital world, financial institutions must also worry about managing different types of content in a variety of formats – it’s not just about storing and managing check images. Once again, Kyocera’s ECM solution can ease the every-day pressure of finance teams by using document capture to allow files to be captured, processed and stored in a variety of formats such as PDF, docx, JPG and PNG. All this data can be uploaded or retrieved from any location which also expands the capabilities of a remote workforce that is becoming an increasingly popular way of working in the industry.
By reducing the need for content-intensive and time-consuming manual document workflows through automation and digitisation, with ECM, finance companies can direct their energy and resources to increase productivity and profits. Once it’s integrated within their document workflows, they’ll question why they hadn’t done it sooner.
No matter the size or industry of an organisation, every company can benefit from bringing structure to disorganised and unstructured content.
No employee wants to waste their time looking through filing cabinets for an urgent document they need, in the same way that nobody wants to take the blame for losing a file or worse, causing a data breach. Even the most hard-working and loyal employee can make an accidental human error leading to delays and issues.
But that’s why technological systems such as ECM have been developed - to make our working life easier. It’s a practical solution for real-world problems that all businesses face.