A Document Management Consultant Can Help Improve Content Workflow
There’s just got to be a more efficient way to do things, right? Effectively managing content workflow processes, configuration control procedures, and maintaining compliance requirements is a challenge for many organizations. Document management consulting firms assess the process bottlenecks and redundancies. Following, they create a roadmap for document management protocols. At RTG Solutions Group, improving process efficiencies is at the heart of what we do well. We apply our process improvement practices to help you better manage information across the organization.
A sound document management strategy is essential for businesses to manage their information lifecycle. This includes from document creation, to revision, and eventually disposal. A document management consultant can incorporate streamlined processes to capture data, search, sort, and network all content. This creates an efficient workflow across the entire organization. The result is reduction in cost, frustration, and staff time.
As part of our document management services, we provide a needs assessment, process strategy, and technology analysis. As project managers, we outline the approach and guide the technology implementation.
Organizational culture can differ from business to business. We account for your organization’s culture and current workplace processes. We believe that understanding how a business functions is essential to implement a successful document management solution. Other document management consulting firms may not address the impact of these changes on your organizational culture. We do. We believe employee engagement plays an integral role in every corner of running a business. Moreover, this includes how you manage information.
Problems with ineffective document control methods
The inefficiency of document control management can be extensive in many organizations. Complex issues can be woven across work streams and functions. Problems can extend across the enterprise. This often impacts security, quality, and consistency in storage.
How is your organization meeting the rigorous requirements of compliance regulations? Are unauthorized changes made to crucial documents? Is it difficult to track revisions? As well, this includes the struggle to locate the most recent version of the document.
Do staff spend excessive time manually distributing documents, correcting errors, and chasing approvals? Further, for leaders, it can be overwhelming to manage the details and accuracy of documents.
How accessible are your documents to those who need access? Is the process workflow including retrieval, creation, updates, approval, and storage clearly followed by everyone? All things considered, do any of these scenarios sound familiar? If so, partnering with a team who specialize in document management workflows can significantly improve efficiency across the organization.
Benefits of improving your document management system
Has your organization been managing its content workflow the same way for so long as you can remember? For this reason, maybe you’re not sure how to improve it. There are numerous pluses to revamping your document management approach and workflow. Document management consulting firms can assist your organization with these benefits.
- Version Control
Manage accuracy of documents from creation, reviews, and approvals. Ensure everyone utilizes the most recent and approved content.
- Meet regulatory compliance standards and audits
Are you meeting compliance standards? Many government and industry standards dictate regulatory adherence. Automatic tracking creates digital paper trails to monitor information updates and help make audits easier and faster to perform. Maintaining efficient procedures of document control management will ensure internal and external audits reviews are met.
- Manage standard operating procedures (SOP)
SOPs are required within many industries and provide accuracy and efficiency of repeatable work. A document management system will ensure all SOPs are accessible and up to date.
- Centralized document storage
Do various departments and business units maintain their individual storage drives? Is there consistency in information management to maintain security and accuracy? A central electronic document management system with protocols will benefit the organization.
- Convenient document retrieval
A digital-based, anytime-anywhere access to documents helps staff to create, capture, review, and update documents remotely and on any digital devise or platform.
- Simultaneous document updating
A document management system increases information accuracy whereby an update in one document will update in each corresponding document.
- Document security
Maintaining information storage, document history, and credentialed access is imperative to safeguard against cyber security threats and maintain information integrity.
- Increase collaboration and communication
Managing the flow of content across an organization can be complex. As a result, it often involves multiple layers of employees and leaders to create, capture, review, update, and store information. Subsequently, document management system provides a seamless and cross-functional integration for the organization.
- Improve efficiency and process workflow
Electronic document management systems used across an enterprise will improve efficiency and accuracy, save time, and reduce costs.
Path to Implement document management technology
Setting up a document management system involves more than implementing new technology in your organization. Additionally, it involves new processes to create, manage, and store content. Unfortunately, when an organization implements new technology on poor processes it negatively compounds the situation. As a result, just adding new technology does not address all inefficient processes that currently manage content workflow.
This change and “new way of doing things” can impact everyone in the organization. We are unique from other document management consulting firms. We are committed to helping manage the change that is bound to impact everyone in the organization. We strive to ensure that the document management solutions are integrated with streamlined processes.
Other document management consulting firms may sell or align with a specific technology solution. RTG Solutions Group is a vendor neutral consulting partner. We can impartially help identify the right technology vendor to meet your organization’s document management needs. We assist with developing a requirements document based on the current state of your organization’s document management processes. We believe this step is critical to ensure the right technology vendor is selected. As well, the requirements document makes sure the project team meets timelines and budget parameters.
Sometimes, an organization’s current document management technology is still useful. Often, it may not be utilized to its fullest capacity. We can map and streamline document management process with your current technology.
In addition, some organizations may have a learning management system currently part of their learning and development efforts. The LMS can also serve as an effective document management and storage tool.
Importance of Employee training and adoption
Implementing new technology into a business unit, or across an organization, can cause chaos, confusion, and employee resistance. RTG Solutions Group’s instructional design team can develop employee training and standard operating procedures (SOPs). Overall, these materials provide clarity and consistency in the new document management approach and technology use. We provide employee training curriculum on the document management system and the new processes. Our goal is to maximize employee adoption.
Among document management consulting firms, why choose to partner with RTG Solutions Group? We are unique in our holistic approach to solve the problems that impact your business. We are committed to deliver results with a measurable ROI. We outline the scope of work, manage the project, identify workflow bottlenecks, and streamline processes. We develop training needs and SOPs to ensure new content workflow processes are utilized.
At RTG Solutions Group, we strive to be your document management consultant of choice. Contact us today to take the step towards improving your document management efficiencies!