Information & Document Management

Information & Document Management

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  • Dr. Ulrich Kampffmeyer
    Dr. Ulrich Kampffmeyer    Premium Member   Group moderator   Xpert Ambassador
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    AIIM has published a new market study together with OpenText about "Capitalizing on Content | A Compelling ROI for Change". This marekt study on ROI issues can be downloaded for free (after registration/login)


    In all businesses, content is growing rapidly. Many businesses are being overwhelmed by the sheer volume
    of documents and content accumulating on shared drives, in email systems, on mobile devices and in paper
    files. Most managers would accept that productivity, compliance and business responsiveness will steadily
    decline if nothing is done to manage this content deluge, but do not have comparative measures to make a
    business case for improvement. Meanwhile, many forward-thinking organizations are taking bigger strides to
    conquer the rapid growth of content and capitalize on the positive business benefits from knowledgesharing,
    collaboration and business process improvement.

    In this report, we set out to measure these return on investment (ROI) factors more closely, quantifying the
    efficiency and operational improvements that a well-implemented ECM (Enterprise Content Management)
    system can provide, and indicating the potential costs of compliance and security lapses. Given that over
    two thirds of respondents have some document management (DM) and/or imaging systems in place and
    that nearly a third have some degree of integrated content management, we also set out to compare the
    expectations of potential improvement from those yet to invest in ECM with the actual experiences of those
    who have such systems in use.

    Key Findings

    1. “Organizational knowledge is not leveraged to maximum effect” is given as the biggest long-term
    danger from unmanaged content by 61% of the survey respondents. Over 40% consider the stifling of
    innovation to be an additional long-term issue for business effectiveness.

    2. Respondents report that the time they spend per day filing and maintaining existing information, or
    searching for new information, averages out at around 37 minutes, ie, 8% of the working day. “Search
    fatigue” is also considered a significant long-term problem.

    3. Accounting for the follow-on benefits of making better decisions and not re-inventing content, the view
    of respondents is that the productivity of professional staff would be improved by 30% if they could
    find internal information and documents as quickly and as easily as they find information on the web.

    4. By work-flowing processes using scanned forms and automated data capture, the productivity of
    administrative staff can be increased on average by 33%. Those reporting actual improvements show
    higher returns than those predicting what could be achieved.

    5. Respondents estimate that on average, changing to a culture of electronic-only filing would reduce the
    office space allocated to filing storage from 14.5% to 5.9% - a 60% reduction.

    6. Most organizations could reduce the size of server farms dedicated to unstructured content and
    emails by between a third and a half if each document or email attachment was stored only once. 46%
    of respondents consider that storage media and IT infrastructures will be swamped with uncontrolled
    content if no actions are taken.

    7. Customer service levels and response times can generally be improved by 33% if all customer-facing
    staff can immediately access and share all of the customer-related and case-related information held.

    8. Over a third of organizations would have no way of finding out who was responsible if sensitive data
    was “leaked” to a competitor or to the press by a trusted employee. Only a quarter could readily point
    to a specific employee based on activity logs. For 60% of the largest organizations, the potential
    impact of such a leak would be high, and for 13% it would be “disastrous”.

    9. 40% of organizations would take a financial hit from a compliance breach. 66% would suffer bad

    10. A collaborative, widely accessible team-site environment is likely to improve project delivery by 23%
    on average in terms of timescales and project costs.

    11. Although hard to assess, the improved efficiency from providing office staff with sufficient remote or
    mobile access to company information that they are able to work efficiently from home or on the road,
    is likely to be between 20 and 25%.

    12. Although the technologies are immature as yet, respondents consider that Social Business Systems
    or Enterprise 2.0 applications can improve staff productivity and engagement by around 18%.

    13. 57% of organizations are spending 10% or less of next year’s IT budget for infrastructure projects and
    enterprise applications on content management projects.

    Read the full report with impressive research results!

    Dr. Ulrich Kampffmeyer
    AIIM Ambassador in Germany
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