Automatic Workflow with Digitized ECM

By Makarand Sawant, Senior General Manager - IT, Deepak Fertilisers and Petrochemicals Corporation

Paper, by way of applications, resumes, receipts, work orders, invoices, bills, etc, consumes time across the organization because of the ways the company interacts with it. Human resources, accounts payable and receivable, facilities management, customer service, etc. are affected by the way paper is handled. Slow processing, difficulty retrieving files, incomplete information, duplicated work, the physical space it consumes, the employees’ time it consumes, these are all reasons to implement an ECM solution. A digitized content management solution can eliminate wasteful, unproductive steps from operational and administrative processes.

After all, most of us would prefer to eliminate paper if we had the chance to. Information on the other hand is the lifeblood of a competitive company. The more information you have, the better. If your information is disorganized, misfiled, or plainly lost, you can’t use the information you worked so hard to obtain. An ECM solution can reduce the time to retrieve files and complete system audits. Documents are centralized, searchable, and with the right solution, automatically linked to appropriate accounts/customers/ patients/employees/etc. An ECM solution can bring clarity to all of your data (electronic and otherwise) and allow for easy tracking of critical documents.

Too many versions of documents create headaches. An ECM solution that allows for document management and version/revision control will leave you stress free. Businesses can centralize the management of changing business documents and provide offline synchronization for remote users, ensuring that everyone is accessing the most up-to-date version of the document in question. You will be able to manage the creation, revision, and distribution of critical business documents and therefore, no longer need to worry about those “old version” mishaps.

Placing a request for file retrieval, the actual act of retrieving the file, then sending it, and finally reviewing it takes time out of your day that could be spent on higher-quality items. An ECM solution can help eliminate low-value tasks such as this. Workflow tools automatically process work and can be easily configured to meet rapidly changing business conditions. Only the right people will be able to access documents and information; this improves customer service with faster file review turnaround times, reduces costs by freeing staff from manual tasks, and helps enforce consistent business practices that ensure accountability and compliance.

With the increasing levels of compliance regulations and required audits (both internal and external), keeping track of necessary documents is more critical now than ever before. A well thought out ECM solution can ease minds and facilitate audits and other compliance requirements with ease. You can provide remote, secure, access to critical documentation when needed, as well as manage the length of retention and final disposition of documents. You set the date and the system will automatically purge that document for you.

You need to have a plan in place that will help you keep your business secure no matter what. A solid enterprise content management (ECM) system can help you do just that.

Paper documents are extremely vulnerable to common disasters such as floods and fires, and once they're gone, there's no getting them back. With the right ECM in place, your documents are impervious to natural disasters. That's because ECM allows you to digitize your documents and then back them up and store them in secure, redundant locations, protecting them from harm in the event of a catastrophe.

With ECM, you can automate certain aspects of your workflow, which means if tragedy strikes, you don't have to worry about your business grinding to a halt because certain employees become unavailable, or a disaster prevents you from performing certain processes that would otherwise be handled manually.

ECM can enable remote access to the required documents and workflows to perform a business process by using mobile devices

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