Document management

Nowadays, companies pay a high price for overload and disorganization of business’ information.
According to IDC (International Data Corporation) our employees waste more than 30% of their time looking for information, this may have a cost of upwards of 18.000€ per year and employee in lost productivity.

In the present economic situation companies, and specially the small and midsize businesses (SMB) have to look for methods and tools that will increase their employees’ productivity (do more with less) at the lowest possible cost.

The document management solutions and corporate portal are a real necessity not only for large companies but also for many SMBs.

What should we understand by Portal solution?

A Portal solution (corporate/departmental portal) is a tool developed with web technology that resembles to the nervous system of the human body and provides important information to the users through a single access point, so that “all” business or departmental information is accessed from a single url, reducing uncertainty and the time looking for it.

Depending on the user, the Portal can show only the information related to the user’s functions within the company. This helps considerably to focus on actions and improve productivity, while guaranteeing the best use of it for decision making.

The disorganization and massive accumulation of documents, the difficulty of finding and retrieving the documents when needed, the lack of space for archiving or the chaos of electronic documentation are some of the obstacles faced by businesses every day if they do not have a document management system.

Benefits of the implementation of a Document Management and Portal Solution

• Improvement of information and documentation integration in all business areas, facilitating collaboration, reducing management costs and times.
• Reduction of information loss.
• Improvement of management administration and decision making.
• Reduction of process costs.
• Important improvement of business information and document security and protection
• Better management of new application developments.
• Better management and greater protection of business knowledge.
• Better use of the technical infrastructure and also, reduction of network traffic (avoiding the use of e-mail as document repository)

For companies, benefits are greater productivity, security and costs savings related to their employees. The companies’ divisions work individually, in many cases with no connection between them and their ERP or CRM, which in most cases, results in inefficient processes.

For employees, a Portal is a basic internal communication tool providing them with a single point of access to all business applications and making collaboration within or between departments easier. To open a window to internal communication also constitutes a strategic task for building employee loyalty.

Service companies and those that sell products constitute good examples for assessing the implementation success of a Portal solution. In these companies the employees do their work mostly outside the offices, the portal is a key point of access to business information of value. The technology constitutes the key for managing people and their knowledge.