Document Technologies
It is essential that the goal is not forgotten when entertaining the thought of implementing new technologies, and it is likewise important to begin thinking in terms of enterprise document management because this title fully describes the concept of what was intended originally when the first computer was purchased. The concept of email, however, did not exist when that computer was initially bought, and as a result, it seems that the business world still forgets to include it today as an actual component of their document management systems. Yet each email message is, in itself, a document. A document is an instrument of communication. This instrument of communication requires a conduit or distribution mechanism, i.e., email system, just like other documents require fax, mail or an email system. Does it not make sense that the entire document creation, distribution and storage process be consolidated and managed simultaneously for maximum streamlining effect?
Because business document management needs have grown due to increased productivity following the advent of the computer, businesses have subsequently become reliant upon the computer. Most mid- and large-scale companies now employ their own IT staff, while the smaller companies outsource for their computer needs. The industry is enormous, and it is incredibly complicated and confusing to most business professionals born before 1970. Consequently, the prospect of analyzing the computer and document-related options for operational streamlining can cause most to suffer paralysis when it comes time to make a choice.
Meanwhile, even when a company is equipped with its own IT department, the staff is already working frantically just to keep up with the accelerating pace of business and the currently existing technology to deliver it. In essence, all businesses must attempt to balance their first line of business with the second and third lines: documents and technology. Upon coming to grips with this reality, three serious questions should be considered:
- How much do Lines #2 and 3 cost just to maintain the first line of business?
- How much more will be spent as all IT and document management costs rise?
- How much more will it cost to increase profits and business with our present system, or with a better system?
