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DOCUMENT MANAGEMENT - Efficiency
 Efficiency
in Document management is tightly interwoven with organizational
efficiency and represents a considerable percentage of the overall
efficiency factor.
Paper based documents still represent
more than 70% of total information used in business thus creating
major bottlenecks in sharing of information, retrieval speeds
and search capabilities.
To improve the overall efficiency of an organization it is important
to breakdown the bigger business processes in to smaller understandable
simple business processes. If one analyzes these smaller processes
it is easy to identify there are three stages in each process.
They are Preprocessing, Processing and Post Processing.
Pre-processing collect and furnishes all relevant information,
required for making the decision. For an example a loan application
approval process has a preprocessing action; that checks the validity
of data, completeness of the form etc. This requires referencing
to information, which may come from a computer system, or paper
based archives. As an example in the same loan application referring
to a customer database can validate customer account number and
contract status by referring to an existing paper based contract
document. If you carefully analyze this process it becomes evident
that whenever a business process requires referencing to physical
documents it needs larger amount of physical resources as well
as considerable amount of time.
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The
processing or the decision-making is most of the time is carried
out by a knowledge worker and thus requires human intelligence.
By improving the knowledge worker can improve the efficiency
of the process.
Then at post-processing stage, again there will be other actions
such as updating the customer database, updating and signing
the appropriate document for approval or routing the whole
case to a higher authority for next action etc.
This concludes that if process efficiency has to be increased
then it is important to improve the efficiency of Referencing
(at pre-processing stage) required for the process and the
Knowledge (at Processing stage) of the process handler and
the Routing or Delivery (at Post-Processing stage) efficiency.
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