This document discusses document management systems (DMS) and provides an overview of how they work. It notes that most companies' strategic information is not stored digitally and is scattered across various sources, making it difficult to locate documents. It then defines a DMS, describing the four main technology components: storage, database, workflow, and web access. It addresses common excuses for not implementing a DMS and how to overcome them. Finally, it provides guidance on getting started with a DMS, emphasizing assessing current processes before selecting software.

1. © Copyright John Cachat
Document Management 101:
What You Need to Know
John M. Cachat
jmc@peproso.com

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Housekeeping
Phones are muted
Use the question
block for questions Copy of presentation
available upon request

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About John M. Cachat
• Driving Business Performance
– Helping companies align their business and technology
– Focus on people, process, and then the technology
– Subject matter expert on business process management
– On-going research into next generation of technology for enterprise
systems
• 28 years experience in enterprise systems
– USAF Research Project (1985)
– Founder of enterprise quality software company (1988)
– Chair of ASQ technical committee on computerizing quality (1992)
• Trusted advisor to global organizations, government agencies,
and professional groups
http://www.linkedin.com/in/johncachat

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Today’s Discussion
What is a Document Management System (DMS)?
The most popular DMS – the K:> drive
DMS model and related processes
Common reasons for NOT doing DMS and how to
overcome them
ROI, cost justification, benefits
How do I get started?

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Struggling With Documents?
Are your files
unorganized to the
point where it has
become an
unmanageable and
out of control chore
to locate and save
documents?

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Who Cares?
80% of companies’ strategic information is NOT in
enterprise computer systems (ERP, CRM, etc)
Information is scattered across multiple sources
Knowledge workers spend 40% of their time on
document related tasks
Can’t find documents
Can’t find the right version
If and when I find a document, it is too late

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A Day In The Life of a Document
Starts with an email and attachment
It gets forward to 5 people
Everyone comments, maybe make changes, possibly
stores a copy on their c:> drive and keeps a copy of
the original email and maybe prints out a few copies
Another email, to everyone, and maybe more, of
comments / thoughts – process repeats
Then – do you have a copy of this? Is it the most
current version?

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Expectations
Why can’t I Google my internal information?
I can find information on my competitors faster than internal
information
How do I rapidly enable more people in my company to
find what they are looking for?

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Expectations
I want to work as a team (collaborate)
Draft and provide input
Review and approve
Electronic signature
Reuse – publish in other places (including interaction with
customers and suppliers)

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The Most Popular DMS - K:> - The Shared Drive
Familiar to most – it’s on the K:> drive
Difficult to find
Context difficult to capture
K:>customers>acme>project>rfq_081010_jmc.doc
Poor version control
Security mostly “yes” or “no”
Same problems as physical file cabinets, but now on a
computer drive

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Original Concept of Document Management
The Public Library
o A bunch of books
o Subject, author, title cards
o Librarian is the security guard
o Check out a book
o Check in a book

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Definition of DMS
A document
management system
is a computer system
that lets you do this,
regardless of the
document format
Store
Organize
RetrieveTrack
Distribute

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DMS – Four Technology Components
DMS
Storage
Location
Database
Workflow
Web
Access
And scanner technology for
moving paper copies to
electronic format

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DMS Database Technology

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DMS Model and Related Processes
(Workflow)
Request a new
document
Draft, review,
approve
Process change
requests
Audits and audit
trails
Store
Organize
RetrieveTrack
Distribute

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Workflow Technology
• “Drag-and-drop” interface
with role based workflow
• Smart workflows based on
document types
• Ability to actually modify,
and update documents
• Create PDF and move files
to appropriate storage
location
• Leverage email for
notifications, approvals, etc

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Common Excuses for not Doing DMS
and How To Overcome Them
• If we need it, we can usually find it
• We’ve got to pick our battles
• It’s good for staff to be busy
• It’s easier to just get everyone together in person
• Change is expensive
• Our business isn’t located on a flood plain or anything
• Information security just isn’t at the top of our list
• No one is ever going to sue us

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DMS Financial Impact
Automation improves turnaround time
Reduces the potential for processing errors
A document management also helps organizations to
comply with industry regulations
The ability to automate document retention / destruction
schedules helps with record management strategies
Do more with less

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Example DMS ROI Calculator

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Lessons Learned from EPA
• Inefficient Workflow Processes
• Difficulty locating documents & recordsChallenges
• Focused on developing a process to evaluate software
• Sought out a technical solution before analyzing and
streamlining business processes
What They Did
• Emphasized the users’ ability to access information
• Conceptualized the full process as it exists
• Grasped an understanding of workflow and content
management
What They
Should Have
Done

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How Do I Get Started?
• Where Am I?
• Costs / Risks
• People / Process Issues
Point A
• Where Do I Want to Go?
• Savings / Benefits
• Technology Required
Point B

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DMS Priorities
3.
Software
2.
Process
1.
People

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About Us
John Cachat
jmc@peproso.com
Contact
Proven expertise in business
information systems
Rapid Solution
Development™ process
Services
Assess Current Status
Develop Short and Long
Term Plans
Develop Specific Solutions
to Your Problems
Assist in ROI Analysis

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FREE Proof of Concept
We
We

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