SMBs and Document Management: It's Time to Digitize


What sorry state is your company's document management in these days?

How does work get done?


Every business process relies on documents – invoices, order forms, product brochures, contracts, brainstorming presentations, . . . you get the idea.

Many businesses continue to manage those documents no differently than 60, 70, or 100 years ago. Paper files move around the office until the business process(es) attached to those document is completed.

Processes based on paper are slow, inefficient, and often cause missed opportunities.

Xerox surveyed 1,000 SMBs for The State of SMB Document Management. One result is crystal clear:

It's time to get serious about document management.

Before diving into the results, I want to say a few things about the result.

The most important one is this – you don't care about document management. Nor should you.

You care about finding the information you need quickly.

You care about fast and effective business processes.

You care about productivity and making the most out of your limited resources.

Document management IS a way for businesses of any size to achieve those goals. It provides the ability to control, find, and then use your business information painlessly.

Here's how forward-thinking SMBs are using digitization, document workflows, and managed print services to leap ahead of their competitors.

Here at Advanced Systems, we talk about how managing your print environment can save you money, increase security, AND boost productivity. You can read about the advantages of managed print services here.

Digitization: A Top Priority?

81% of survey respondents want to improve their document processes. Digitization (replacing paper with electronic processes) is a key piece of improving document processes.

Three departments were identified as low-hanging fruit and easily attainable ROI for digitization:

  • IT
  • Finance
  • Operations

IT has a cross-functional role managing documents in a print environment, on the network, and in the cloud as well as ensuring the organization's security (including documents). Finance and operations are both low-hanging fruit for automation and a quick ROI win.

The survey ranked seven business priorities in order of importance:

  1. Growing the business
  2. Increased productivity through improved workflow business processes
  3. Reduce printing costs
  4. Increase cash flow
  5. Improve customer service/response time
  6. Improve security/disaster recovery
  7. People management
  8. Making mobile computing easier/bring your own device (BYOD)

Digitization – and document management – plays a key role in achieving all of these objectives.

What are some of the paper-intensive documents and processes to automate?

  • Billing/Invoices
  • Business and financial reporting
  • HR forms, employee files
  • Legal signatures on documents
  • Employees printing emails
  • Purchasing approvals
  • Marketing materials
  • Customer quotations
  • Presentations

I'm going to go out on a limb and guess you've directly experienced poor document and process management relative to at least ONE of those paper-intensive processes this month (if not today!).

What does document management actually look like? Watch this free demo to find  out.

Research from Xerox, The State of SMB Document Management

About The Author

Lane focuses on fixing businesses broken business processes. He is Advanced Systems Document Management Director. What does document management actually look like? Watch this free demo to find  out.