Digital document optimisation has become something of a buzzword within the print and document management sector. But what does it mean for individual organisations, and what practical steps should a business take to drive the efficiencies that the approach promises?
This article takes a look at the key elements, providing a guide as to the steps that organisations should consider in optimising their document-driven operations. At its core, the premise of Digital Document Optimisation is to actively reduce print – rather than simply manage it. It often represents a departure from traditional volume-based contracts that have become the mainstay of the industry, which no longer make sense where the primary objective shifts to controlling and removing print.
The approach involves the systematic digitisation of processes, enabling organisations to improve the efficiency of their operations and reduce print expenditure, as well as ultimately reducing storage costs. Depending on the business focus, ways of working and requirements of an individual organisation, the solutions employed may differ. For instance, hybrid mail may prove a suitable starting point for organisations that send out vast quantities of mail, whereas full business process re-engineering might be the appropriate route for another.
Whatever the final solution, it all starts with a detailed assessment of the workplace. Amongst other things, this should include identifying opportunities for mobile print, system interoperability and improved security, as well as process improvement and digitisation.
Following on from the workplace assessment, a full review of existing print and imaging devices should take place, as well as the mapping of devices and document-driven processes. Interviewing users enables the assessor to gather a good understanding of print needs, behaviours and daily operations, ensuring they are not compromised in the final recommended solution.
The output from these activities should be a recommendation on the appropriate approach and schedule for digital document management. The enablement of cross-departmental efficiencies and mobile print should be addressed within the recommendations, ensuring maximum value and impact from the exercise. Further practical considerations, such as optimal floor plans, are often incorporated, providing a tangible route to deployment.
Particular consideration is focused on departments such as HR, Accounts, Legal and Mailroom, as they are especially document-heavy, therefore representing both the biggest risks as well as the biggest opportunities to make paper, cost and efficiency savings.
Finally, a proof of concept is often undertaken at one site or office prior to full rollout. This enables organisations to really test the new way of working, ironing out any potential problems or identifying further improvements. It also serves to create a quantified business case to roll out across all sites. To learn more about different approaches to taking your organisation’s print and document management to the next level – including digital document optimisation – contact us today.