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Issue Date: April 2007

Reduce costs with document management

1 April 2007

More hard-copy documents will be scanned over the next three to five years, helping to save money and increase security through digital document archiving and storage.
Eighty percent of IT professionals say that while document management is part of an effective strategy, they have not found the right mix of technology and services to capitalise on potential savings or boost worker productivity.
These are the results of a recent survey released by US-based International Communications Research and Xerox. International Communications Research conducted 250 telephone interviews with senior-level IT staff across the US between July and August 2006.
Top challenges include cutting costs and maintaining information security. Nearly 75% of respondents indicated that their organisations are still shuffling stacks of paper, and they do not take advantage of digital storage to help manage the information locked inside paper documents.
"Content and document management is now in the headlights of IT professionals as departments are asked to find new ways to tap valuable information, cut costs and contribute to the overall growth of the organisation," says Grant Long, XGS document management and software manager at Bytes Document Solutions, authorised distributor of Xerox products and solutions to 24 sub-Saharan countries. "The right mix of document technology, software and services improves efficiency and helps businesses reap the benefits of their IT investments and staff."
Grant Long, XGS document management and software manager at Bytes Document Solutions
Grant Long, XGS document management and software manager at Bytes Document Solutions
With most IT departments spending as much as 40% of their time and budget administering document technology, 83% see it as an area ripe for improvement, according to the survey. One-third of those surveyed feel their organisations do not have a handle on the hard and soft costs associated with document technology and services and lack the tools to maximise spending while meeting the needs of end-users.
More than 60% of respondents believe their confidential documents are safe from both internal and external threats. Yet information security was stated as a top challenge by more than 75% of IT staff. In addition, 23% claim they have not connected personal devices such as inkjet and personal printers to company networks due to security concerns.
"Implementing content management software for organising information and helping office workers collaborate online has been highlighted as a top priority," Long says. "50% of those surveyed predict that more hard-copy documents will be scanned over the next three to five years, helping to save money and increase security through digital document archiving and storage."
Document management, electronic records management, imaging capabilities and digital document archiving and storage in secure repositories are all cited as ways organisations can save time and money. More than half of the respondents from large businesses believe out-sourcing the management of document technology could help make their IT staff more efficient and reduce costs.
For more information contact Glenda Kraemer, Bytes Document Solutions, +27 (0)11 928 9111, glenda.kraemer@bdsol.co.za


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