Addressing Content Chaos

Historically, many organizations have not optimized the management of their documents. Content generated by users is typically stored in local data repositories and hard drives, limiting the capacity of other users in the organization to search and re-use this content.  This creates duplication, inefficiency, and waste. Furthermore, the lack of an effective document management system or process may result in users creating official documents which are not using the correct or most current company templates, and may lack certain mandatory information.

With these issues inhibiting corporate growth and increasing organizational risks, it is important to treat “content chaos” as a major issue, especially given that management of today’s sheer volume and variety of information is critical to an organization’s ongoing business success.

Automation of content creation

Organizations need to move away from the manual production of content. Not only is this process time consuming and inefficient, it also increases the risks of human error.

Enterprises commit time and resources to the manual generation of documents and incur significant costs to avoid compliance risk. It is therefore important to ensure that the documents produced meet the required quality standards. Best practice content creation systems - such as Intelledox -address the quality of documents generated by centrally controlling corporate content from a single point of administration, thus ensuring that all documents generated are using approved content and templates and are efficiently delivered, classified, and archived . This ensures corporate documents are accurate and compliant, significantly reducing organizational compliance risk.

A company can have the best document management systems in place, but if the documents stored in the Electronic Records and Document Management System (ERDMS) lack granular classification data due to manual processes, the value of the ERDMS is severely limited. An intelligent document creation solution that automates the capture of document-centric metadata significantly increases the value of ERDMS by ensuring that documents are indexed correctly and can be found and recovered for reuse.

Investing in a functional document management system

Organizations face the risk of suffering a significant loss of productivity due to lost or incorrectly stored documents. AIIM reports that companies spend $20 in labor to file a document, another $120 to find a misfiled document, and a further $220 to reproduce a lost document. Furthermore, employees will spend between 5 to 15 per cent of their time reading information, and 50 per cent actually looking for it.¹

These are facts that cannot be ignored. Content chaos severely impacts an organization’s productivity and significantly impacts the bottom line. In a fast-paced business environment, the lack of efficiency in allocating monetary and human resources highly increases the odds of lost business opportunities.

There are a range of document management systems in the market that will address an organization’s needs. Their benefits range from increasing efficiency and productivity to limiting security risks in an organization.

Intelledox and ECM/ERDMS – the perfect solution

While most organizations employ an ERDMS and use it to varying degrees, a fully functional ERDMS alone is not enough to eliminate content chaos. It is equally important to ensure that the quality of produced documents meet corporate and legal standards. The Intelledox document creation solution addresses this crucial area of dealing with content chaos. With the Intelledox solution, the quality of the data is maintained prior to the document being stored in an ECM or ERDMS.

Intelledox document generation seamlessly integrates with any ECM or ERDMS systems. This native functionality allows the business user to call up Intelledox at any point in the document lifecycle – whether to generate new documents or to call up existing documents for amendments and updates. Once a document has been successfully generated or amended, Intelledox can store the document in its appropriate location, including all the associated metadata. This centralized control of document creation ensures the high quality of documents generated and maintained by an organization – quality in means quality always – and thus severely reducing the problem of content chaos.

With Intelledox, content chaos is eliminated, document quality is guaranteed, and organizations are able to utilize their current ECM and ERDMS at optimum levels.

¹ http://aiim.typepad.com/aiim_blog/2008/10/10-fast-facts-a.html