The rate of information creation is increasing exponentially with the democratization of business tools such as marketing automation, Salesforce, customer relationship management, contract management, eSigning, and many others. As a result, we’ve seen three trends emerge as the core drivers of major initiatives to address how content, specifically at the document level, is being managed and processed at companies around the globe: Content Growth, Content Sprawl, and Divergent Workflows. In this presentation, we examine three of the challenges these trends have created, and what businesses must do to address them.

1. Thriving in the new world of
Content and Documents

2. • Content Growth
• Content Sprawl
• Divergent Workflows
Three trends are driving the need to
address content and document
management:

3. Content Growth
– New content is being created at a crazy
rate!
– From sales, to finance, to HR, to legal,
and especially marketing teams

4. Content Sprawl
– Content is being stored in an ever-
widening set of locations!
– Company networks, business
applications, personal computers, cloud
file-sharing services, mobile devices,
SaaS applications, paper

5. Divergent Workflows
– Professionals are creating new
specialized workflow processes
– New processes are facilitated by the
adoption of collaboration technology,
specialized SaaS applications, and
business velocity

6. • Productivity is declining
• Security is compromised
• Sustainability is eroding
These content and workflow trends
are creating significant challenges:

7. PRODUCTIVITY

8. The Bottom Line:
“Document challenges are robbing organizations
of 21.3% of their overall productivity.”
Melissa Webster, “Bridging the Information Worker Productivity Gap: New
Challenges and Opportunities for IT" IDC, September 2012, pp. 4-5

9. Lack of Access to the Right Tools
In orgs with < 100 employees,
57% are not equipped with a PDF editor.
74%
In orgs with 100+ employees,
74% are not equipped with a PDF editor.
57%
“The State of Document Productivity in the Workplace.” Nitro, 2014

10. Editing 30%
Signing 17%
Reviewing 15%
Collaborating 14%
Sharing 14%
None 5%
0% 5% 10% 15% 20% 25% 30% 35%
All forms of interactivity & collaboration
are seen as equal challenges.
PDF editing is far and away the
most common challenge.
End users face many challenges when working with PDF.
“The State of Document Productivity in the Workplace.” Nitro, 2014
Document Challenges

11. How Productivity Is Being Lost: The “Old” Way
Disparate, inefficient, unsecured document processes and workflows.
SCAN
a
Ab cAb c
PRINT
COLLABORATETRANSFORM
SIGN EDIT
CREATE
PRINTPRINT
SCAN

12. Printing is a Common Habit
Among Users
Legend: 1 = Never; 5 = Very Frequently
2
2
3
3
3
3
3
4
4
0 0.5 1 1.5 2 2.5 3 3.5 4 4.5 5
password
e_signing
review_marking_up
converting
edit_text_image
forms
sharing
printing
reading
Average Frequency
Frequency of Actions Involving PDF Documents
33% of knowledge workers use
a printer, scanner or copier 10+
times/day.
“The State of Document Productivity in the Workplace.” Nitro, 2014

13. Barriers to Effective Collaboration
Have emailed the wrong
version of a file to a boss,
client, or co-worker
Have found themselves
working on the wrong
version of a file
48% 6.9
hrs/wk
81%
Spent collecting,
consolidating, and
deciphering feedback
Harris Interactive Knowledge Worker Survey, 2013; IDC InfoBrief: The Document Disconnect, 2015

14. Provide the Tool, and It Will Be Used
Average Nitro User engages with
Nitro at least once per day:
• Edit a document 5 times/week
• Combine/merge documents into a
single document 4 times/week
• Request collaborators to a document
1 time/week
• Request a signature 2 times/week
• Sign a document 6 times/week
• Add a note to a document 3 times
per week

15. Businesses See Upside in Tackling
Document Productivity
Execs and managers in sales, HR, procurement, legal,
and other departments estimate that improving
document processes could lead to:
IDC InfoBrief: The Document Disconnect, 2015
36% Increase in Revenue 30% Cost Reduction

16. SECURITY

17. Ponemon Institute, 2015 Security Breaches Study; Ponemon Institute, 2013 Confidential Documents at Risk Study
Security is a Top Initiative to Protect
from External Attacks
Top data security breaches:
• 39% business information
• 27% customer information
• 14% intellectual property
• 10% employee information
0% 10% 20% 30% 40% 50%
Cloud Computing
Business Intelligence
Security
Mobility
% of respondents
75%
Number of Companies Reporting a
Data Security Breach
Top Areas of Focus for
IT Professionals in 2015

18. Security is a Top Initiative to Protect
from Internal Risks
Feel that their organization
is exposed to considerable
risk due to stored content
that is not correctly
identified
Of U.S. organizations
experienced leakage or loss
of sensitive or confidential
documents
AIIM Industry Watch Content Analytics , July 2015; IDC InfoBrief: The Document Disconnect, 2015
54% 90%
.
76%
Say document process
issues impact revenue
recognition or create
auditor issues

19. Are Your Document Workflows
Creating Risk for Your Company?
• Paper creates risk
• Free conversion sites create risk
• Ad-hoc sharing creates risk
• Lack of visibility and traceability creates risk

20. Old Paper Habits Die Hard—Or Not at All
58%
Default to printing
and signing a
document received
via email
27%
Print PDF documents
in order to review
them
“The State of Document Productivity in the Workplace.” Nitro, 2014

21. Old Paper Habits Create Risk
• Paper is at the heart of a
significant percentage of
security breaches
• Paper is too easy to destroy.
• Paper is impossible to track,
version, or protect.
23%
61%
Of major breaches (affecting
more than 500 individuals)
involve paper records
61% of small breaches involve
paper records
Ponemon Institute, 2013 Confidential Documents at Risk Study

22. Unvetted PDF Conversion Sites
Create Risk
• Are your employees searching
for Free PDF Conversion tools
and loading their documents
onto the internet?
• How much can you trust these
sites with your sensitive and
confidential company,
customer, and employee
information?
Vilnius, Lithuania?

23. Ad-hoc Sharing Creates Risk
Ponemon Institute, 2012 Security Breaches Study
77% do not provide secure
document sharing/mobile access
solutions for their employees
85% use insecure file sharing tools
such as DropBox, Box.net, USB
drives, email attachments
Public Drives USB Drives Email Attachments
62% 68% 71%
Most Common Methods of Theft or Loss

24. Lack of Visibility and Traceability
Create Risk
IDC InfoBrief: The Document Disconnect, 2015
55%
Can’t tell whether a document has been
viewed/reviewed/signed by appropriate
people and cite difficulty getting status
and visibility into the process
38%
Cite difficulty relating documents or
versions of documents into important
context

25. Business Leaders See Upside Potential
in Improving Document Security
IDC InfoBrief: The Document Disconnect, 2015
Execs and managers in sales, HR, procurement, legal,
and other departments estimate that fixing the
‘document disconnect’ will significantly reduce risk.
23%
Risk Reduction

26. SUSTAINABILITY

27. Corporate Sustainability: An Integral
Part of 21st Century Business Strategy
• Sustainability is at the top of the list
for CEOs
• In a competitive global marketplace a
strong reputation for sustainability will
distinguish a company from its
competitors.
McKinsey Global Survey 2014
49%
13%
CEO’s see Sustainability as a
TOP 3 Initiative
CEO’s see Sustainability as a
#1 Initiative

28. Top Three Reasons Organizations
Address Sustainability
Alignment
With company’s goals,
mission or values
Reputation
Build, maintain or improve
corporate reputation
McKinsey Global Survey 2014
.
Cost Cutting
Improve operational
efficiency and lower costs
The reasons why organizations are addressing sustainability has changed in the last few
years. Cost cutting was a primary factor in 2012 but this has changed to the desire to
integrate sustainability with overall company culture and targets.
43% 36% 26%

29. Document Management Plays a Role
in Two Core Sustainability Initiatives
Reduce energy use:
Reduce waste created:
McKinsey Global Survey 2014
List the top sustainability initiatives of your company:
64%
63%

30. Paperless Initiatives Have Much Upside
Save Trees
Save Energy
Save Space
Reduce Waste
Bonus! Save Money
The Paperless Project, Facts about paper: The impact of consumption

31. Save Trees
What it takes to make 1 ton of
paper? (400 reams or 200,000
sheets)
Fighting Deforestation
• If the current rate of
deforestation continues, it will
takes less than 100 years to
destroy all the rainforests on the
earth
• Loss of forests contributes
between 12 and 17% of annual
global greenhouse gas emissions.
The Paperless Project, Facts about paper: The impact of consumption; Conservatree, Trees into Paper, Pennsylvania Department of
Environmental Protection
19K
24
2.2K
Trees
Pounds of
solid waste
Gallons of
water

32. Save Energy
Copiers/printers are the top
office energy users
Energy is used in printing, standby,
and sleep mode
Production of 1 ton of copy
paper uses 11,134 kWhs
Amount of energy used by an
average household in 10 months
Kefron, Paper Waste Content; The Paperless Project, Facts About Paper: The impact of consumption. Reduce.org

33. Save Space
Kefron, Paper Waste Content; The Paperless Project, Facts About Paper: The impact of consumption. Reduce.org
1 DVD holds as much as
28 File Cabinets
28
1
1Ton
200k sheets
1
16GB USB Stick holds
1 ton of paper

34. Reduce Waste
45%
70%
1.5
lbs
30%
of the paper printed in offices ends up in the bin by the
end of the day
of office waste is paper
amount of paper waste each employee in a business office
generates per day (2 lbs in financial companies)
of print jobs are never picked up by the user
Kefron, Paper Waste Content; The Paperless Project, Facts About Paper: The impact of consumption. Reduce.org, Xerox: 3 Steps to a Greener Office 2014

35. Bonus! Save Money
$20 $120 $250
To print a piece of
paper
(paper, electricity for printer, ink)
To file a document To search for a
misfiled document
To recreate a lost
document
AIIM Study 2014
$1.12
Avoid Costs:
Realize Savings:
$30M
Manufacturing company Owens Corning saved $30m in
filing cabinet lease costs by going paperless

36. Document Management Impacts
Sustainability Initiatives
• Sustainability is a top priority for CEOs
• Reducing paper waste is a powerful step
towards a more sustainable organization

37. CONCLUSION

38. Document Management Trends:
Impacting Company Performance
Content Growth
Content Sprawl
Divergent Workflows
Decreased Productivity
Compromised Security
Eroded Sustainability

39. 4 Things You Can Start Doing Today
Provide workers access to the right tools
Eliminate paper wherever possible
Prescribe standardized collaboration practices
Investigate a Smart Documents Platform

40. Thank you!
Please contact us for further information, or to
learn how Nitro can help your organization.
Visit our Website: www.GoNitro.com
Visit our Blog: blog.gonitro.com
Follow us on Twitter: @NitroHQ