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Merit Event - The LESS-Paper Office and IT systems for the 21st century


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Some argue that the paperless office is unachievable – “the technology has made it possible, but human nature prevents it.”

Organisations have spent a fortune on mainframes and servers and everybody has a networked PC yet we still have more paper than ever! WHY?

Data is stored on many different media and platforms (databases, application software, etc.). Organisations need to control the creation and distribution of information and documents, streamlining business processes along the way. This information needs to be completely traceable (who did what, when, etc). Implementing this philosophy yields tremendous financial and productivity benefits.

There are major benefits to be derived from converting and storing paper based documents into electronic formats. If done well, scanning processes produce major cost savings and make the archiving and retrieval process far easier to manage.

MERIT in association with UK-Online, have invited Bob Goodwin – Chairman GMS Ltd – to come and present an overview as to how organisations can benefit from document management technologies.

This presentation will show how you can apply: imaging/scanning systems, document and knowledge management, and enterprise information portals to your structured and unstructured information systems and show examples of implementations that have yielded significant productivity and efficiency gains.

Published in: Business, Technology
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Merit Event - The LESS-Paper Office and IT systems for the 21st century

  1. 1. the LESSpaper Office & IT systems for the 21 st Century GMS – Digital Vision Bob Goodwin Ian Hopkins David Gavin
  2. 2. White Collar Holocaust ‘ living with inefficiency’
  3. 3. Tom Peters says - <ul><li>“ Unless you realise that white-collar jobs are going the same way as those people who used to load ships, you’ll be replaced by a chip”! </li></ul>
  4. 4. Dennis says... <ul><li>&quot;We believe that the era of direct cost compression is coming to an end and the prolonged period of “white-collar” productivity improvement is the way forward for all major enterprises.“ </li></ul><ul><ul><li>Dennis Wright MD of GMS </li></ul></ul><ul><li>… and who needs Tom Peters? </li></ul>
  5. 5. Rate of change <ul><li>Moores law and the awesome power ahead </li></ul><ul><li>“ in 25 years the sum of all human knowledge will fit on a personal device” (G Blonder) </li></ul><ul><li>Is IT under control? </li></ul><ul><li>Do we harness what we have now properly? </li></ul><ul><li>NO! </li></ul>
  6. 6. Reality Check <ul><li>too many people in indirect processes - the UK business disorder? </li></ul><ul><li>people use email to ‘spray’ files round networks </li></ul><ul><li>people drop files into the nearest convenient save-point </li></ul><ul><li>Networked PCs have created new problems that few recognise they need to deal with </li></ul><ul><li>data anarchy and entropy </li></ul>
  7. 7. Symptoms <ul><li>in state of change or conversely, administrative inertia </li></ul><ul><li>can’t find information while customer is on the phone </li></ul><ul><li>bogged down with paper </li></ul><ul><li>indirect overhead is too high </li></ul><ul><li>have no controls or KPI's for indirect function </li></ul><ul><li>employ people and don't know what they do all day </li></ul><ul><li>trivial tasks take too much useful time </li></ul><ul><li>critical tasks are high cost and take too long </li></ul><ul><li>not sure document versions are correct </li></ul><ul><li>people swamped by sheer volume of information </li></ul><ul><li>low conversion rate for new business quotes </li></ul><ul><li>rework, claims and complaints are too high and getting higher </li></ul><ul><li>increasing regulatory compliance pressures </li></ul><ul><li>too many credit notes </li></ul>
  8. 8. > 80%! < 20%! ‘ Office PC’s’ Corporate systems DB Structured Data Unstructured information Unstructured information “ the PAPERBOUND Office”
  9. 9. Semi-structured information Semi-structured information the “LESSpaper office” WWW Corporate systems DB Structured Data GRAB DB INTERCEPT Scan ‘ Office/ PC’s’
  10. 10. ROI Copyright GMS Forms Processing Document Management DM with Integration Knowledge Management Integrated DM/KM system Corporate DM/KM system ASP “the higher you aim, the greater the return and the more difficult it is for your competitors to follow” The Digital Business Curve Scanning email web-site e-commerce e-business ecosystem CRM EIP
  11. 11. Fully integrated systems, engineered for auto completion of documents and paper elimination www The Digital Business Vision Knowledge Management Business Management Document Management Data Documents ‘ Office/ PC’s’ >90%+ of information is structured