In a world increasingly driven by mobile technology, organisations need to adapt their business processes and systems to cope with changing document management needs and take advantage of the benefits smart mobile devices can bring.
The widespread use of smart mobile devices and Bring Your Own Device (BYOD) policies has introduced the challenge of a 24-hour work cycle, where people need to access their work from various devices at home, in the office and on the move.
There has been an explosion in the amount and type of information organisations need to capture from traditional letters and email to tweets, photos, audio, videos, websites and more.
Employees have with more storage in their pockets than their workplace would have allocated them five years ago. Ubiquitous access via the cloud and smart devices now provides many more options to capture and store organisational information in the wrong place.
Inefficiencies of legacy content management systems
Already, organisations are experiencing considerable costs associated with an employee's inability to find information when needed. A June 2014 study by IDC found knowledge workers spend 16 per cent of their time searching for information, and a further 10 per cent consolidating and analysing information from one or more sources - adding up to 10 hours per worker per week.
These inefficiencies are caused by workers needing to access increased amounts of information stored across multiple sources, and using cumbersome filing systems that were built for paper storage, do not support mobile devices and offer poor search capabilities.
Many legacy content management systems were built for records management in a paper-based world being originally modelled on, and designed for, physical documents. These systems typically only allow documents to be filed in the same way as a physical document - in one file and one folder structure - preventing a file or document from being easily tagged for different business contexts.
In attempts to remain relevant, these legacy systems have moved forward into the digital world using the same model, without adapting to the pace of technological change. Many systems are also tightly integrated to a single platform such as Microsoft, limiting the ability to access, edit and capture information on alternate systems such as Apple and Android. This dependency also restricts the ability to adapt to new technology as it becomes available.
Taking advantage of mobile technology
The widespread and increasing adoption of mobile technology presents both a challenge and a huge opportunity to harness the power of information capture and access.
Content management systems that are built for the digital age and support the use of smart mobile devices allow for centralised document capture from anywhere, anytime and from any device.
With immediate and easy access to all the right information, businesses will make more informed decisions without spending hours finding the information they need. A system that offers both native smart mobile device and traditional PC/Laptop capabilities provides a convenient and familiar user experience, allowing employees to easily use and capture information at the source.
As we experience the power and simplicity of web search engines such as Google in our personal lives, the consumerisation of IT sees the expectation of the same power and simplicity to be available in the workplace. A powerful content management system that is built for the latest technology can achieve this by supporting multiple taxonomies and broad search capabilities, from a simple user interface.
The world is changing and moving towards digital-first and mobile solutions. When organisations and their systems embrace these technologies, they will reduce inefficiencies by simplifying their IT and being able to focus on their core business.
Geoff is currently General Manager for TechnologyOne Enterprise Content Management (ECM). He has extensive knowledge and experience in the document and records management sector.
Geoff worked for Tower Software (TRIM) for almost 20 years in Australia, Asia Pacific and the United States, including all areas of EDRMS development, from sales and consulting to product development, training and support. While in the United States he was instrumental in working with the Gartner group in creating their definition of records management. He has been involved with RMAA for many years and has also spoken at a number of Australian and international conferences, including AMA and FOSE.