Mastering your business content flows

| 28 februari 2020

Across business fields, companies’ workflows and opportunities are becoming ever more dependent on information management. Managing this information will be an increasingly demanding task: by 2025, global data volumes are expected to rise by tenfold – from 16.1 zettabytes to 163 zettabytes.[1] Without efficient tools to manage and organise this flood of data, business potential is lost and management efforts as well as costs for internal processes increase exponentially. Knowledge workers are facing various challenges with the management of this data flood. Without efficient content managemen t, it takes them up to 18 minutes on average to search for a document.[2] And data process complexity can have even more severe consequences: 7.5 per cent of the documents get lost completely in organisational processes.[3] At best, this loss only decreases department productivity, as the work has to be redone. At worst, depending on the importance of the documents, it can additionally lead to financial disadvantages or legal issues.These challenges are one reason why 56 per cent of the companies see the importance of managing their information and are therefore looking to automate manual processes with document classification to improve searchability.[4] This kind of workflow automation and increase in productivity can help to cut the expenses related to information by 50 per cent.[5]An Information strategy supported by Enterprise Content Management (ECM) solutions should therefore be a vital element in almost every comp any’s IT strategy. According to Statista the market for this kind of digital content management will therefore more than double from today’s market size to a volume of USD 66.27 billion by the year 2021.[6]Konica Minolta’s customer-centric Information Management approachAs in all of its business branches, Konica Minolta’s ECM solutions follow a strict customer-centric approach: rather than “one size fits all” solutions, Konica Minolta strives to provide individualised solutions that integrate seamlessly into the existing IT infrastructure – by analysing and determining the exact expectations.The broad range of tools Konica Minolta has in its portfolio includes, amongst others, solutions to optimise invoice processing, contract management, mailroom, personnel files as well as solutions for archiving or enterprise search.With these solutions, Konica Minolta supports the customers with software components to digitally manage content and information in a very efficient way. As both a strategy and management concept, ECM is an important platform for information exchange, communication and collaboration – freeing resources, making it possible to seize new business opportunities and bringing better service to your customers.Arcasa Arkitekter – speeding up work with document digitalisationA crucial function of an Information Management strategy is to support the transition from physical to digital work documents. For the Norwegian architecture bureau Arcasa Arkitekter, Konica Minolta tailored a solution that helped them speed up this process. Their business relies heavily on digit al tools and printing processes for visualisation. For them, finding an information management partner, who understands their needs and is able to react quickly when it comes to on-going maintenance and performance monitoring, was essential.In their daily business, the architects need access to a variety of different blueprints in a short amount of time. Since all these documents are only available in physical form, this slows down the work processes significantly. With the implemented solution it is now possible – thanks to the integration of MFP systems – to scan documents and make them available at a glance through an intuitive Enterprise Search solution.Through the innovative link of printing machinery and database management, Konica Minolta provides the basis for streamlining work processes. Relevant information is marked with a universal index, helping users quickly search for and find all files and documents needed, independent of their type.The Enterprise Search solutions connect all relevant information into one single database and therefore allow the office staff – without a change in user interface or applications – to quickly access company data, significantly saving time.Linking Garmo’s departments and providing access to all documentsThe connection and synchronisation of document-handling tools and programs can also be achieved through ECM solutions. At Garmo, a multi-brand manufacturer of dairy products, Konica Minolta demonstrates how ECM solutions can connect existing and new systems in order to digitalise standard business procedures such as the sales process. The system is designed to simplify document handling across different applications and connect IT solutions throughout different company branches.Through this integration, all IT resources can be used in a holistic and interlocking way. With Konica Minolta’s ECM solution, the existing Microsoft SharePoint platform was enhanced by a revision-proof archive function. Additionally, the system now allows for automatic allocation of incoming documents to the right customer files. This helps all commercial business processes across departments. The solution implemented has various advantages for the sales department, particularly since the team simply scans orders, receipts or contracts, which are then immediately saved in the right customer file. With this new future-ready solution, Konica Minolta was able to fulfil customer needs for enhanced speed and accessibility of data and documents, while delivering a holistic IT platform with the integration of existing systems.Finding the documents you look for at SSP AGSSP AG was established in 1977. The company consists of over 120 architects, engineers and industry experts at its offices in Bochum and Karlsruhe who all share the common goal of integrated planning. This is why they formed a successful partnership with Konica Minolta in the area of application programs – more specifically on enterprise search. The company handles a broad variety of documents in different formats on a daily basis, so keeping them organised, easy to access and find is central to the business success of the company.Taking on invoice processing at WerkPRODigital invoice processing is another crucial task ECM systems can take over. In the case of the charitable organisation WerkPRO, Konica Minolta was able to set up a very cost-effective system, fully integrating into the existing hard- and software environment. The web-based system significantly speeds up invoice management.Invoices are gathered centrally at the organisation’s headquarters and scanned on site. Konica Minolta’s Invoice Processing Solution sorts the invoice datasheets automatically and ties them directly to the respective cost accounts. The responsible person for the specific account is then notified that an invoice is ready to be signed. After the signature, the documents are automatically transferred into the existing ERP system Exact Globe. This increases operational efficiency by getting the right documents to the right person; time is saved and processes become more transparent.Partnering with Konica Minolta for future-proof ECM solutionsTo seize the true potential of Intelligent Information Management, customers need individually tailored solutions for the management of their content. Konica Minolta provides these solutions, prioritising customers and their needs. Konica Minolta strives to serve as a reliable partner and single point of contact for all Information Management and overall IT service needs.These efforts do not go unnoticed: IDC MarketScape named Konica Minolta a “Major Player in Workflow Services in the Western European market”.Konica Minolta was especially commended for the growing ECM focus within its customer base and channels.[7][1] Statista; Prognosis on volumes of digital data generated on a yearly basis 2016 and 2025; 2017[2] Square 9; Enterprise Content Management; 2016[3] Ecopapyrus; Document Management; 2017[4] AIIM; Paper free –are we there yet?; 2016[5] Square 9; Enterprise Content Management; 2016[6] Statista; Size of the enterprise content management (ECM) market worldwide from 2016 to 2021; 2017[7] IDC MarketScape: Western European Document Workflow Services 2016 Vendor Assessment