Q: What about creating reports? Is there a loss of efficiency there as well for non-DMS using employees? A: Yes, offices without a dedicated DMS definitely suffer a loss of efficiency. Our survey calculated that roughly eight hours per week are spent creating reports which many DMSs could complete, or at least partially complete, automatically.
Q: Employees without tools like DMS are clearly losing a lot of time, did you find evidence that the software actually helps with those inefficiencies?A: We did. There’s a very convincing body of evidence showing that many hours a week can be lost when employees manage documents without this kind of software. It is challenging to make direct comparisons between DMS and non-DMS offices, partly because workers in DMS offices all know they save a ton of time, but it’s tough to accurately quantify. Meanwhile, in non-DMS offices, the bulk o f the time i s waste d in many small chunks over the course of a day: a few minutes looking for this report, a few more minutes looking for that one. Nevertheless, we were careful in our analysis to not overstate the findings.
Q: DMS is clearly a boost for businesses, so why are some companies still hesitant to get started? A: Most just don’t know how to begin. Remember that documents are the lifeblood of many organizations. They exist as part of a complex ecosystem of employees, offices, customers and are often in a constant state of flux. Stepping back and looking at the big-picture overview of an ecosystem like this, you can imagine the challenge of trying to integrate a DMS while keeping everything flowing the way it needs to. We find, however, that the integration challenges are often exaggerated and once begun they’re generally more painless than expected.