Large Enterprise Forum
Managing your information
Managing documentation goes beyond retrieving digitised information
to encompass managing time and resources, says Shivani Shinde
L V Sastry
Xerox Global Services
Managing documents is a major concern for CIOs. Documents
comprise material such as invoices, contracts and regulatory-related data. According
to research findings, about 610 billion e-mail are sent every year. 20 to 25
percent of e-mail messages are printed, 30 percent have attachments. This translates
to every person receiving three attachments per day, and over 900 pages being
generated by each person every month. The question is: how can organisations
control costs in managing documents, and are there any best practices that they
Every year paper output increases by at least 20 percent.
Document costs comprise not less than 20 percent of the IT expenditure
of any organisation
Says L V Sastry, Associate Director, Xerox Global Services
(XGS), Every year paper output increases by at least 20 percent. Document
costs comprise not less than 20 percent of the IT expenditure of any organisation.
Even though so much money is being spent on documents, many organisations have
no system to control or manage these costs.
Handing over the task of document management to a third party is becoming a
trend, with the objective being to reduces costs. These external services cover
segments such as production, business processes and managing services, and help
an organisation to intelligently handle documents and optimise official resources.
Narasimhan says that the need for a document management
strategy arises due to the need for process-centric procedures,a single-source-of-knowledge
bank, a virtual team, easy and powerful search facilities, and transparency
With companies having an increasing number of offices across
different locations, communicating and accessing information can be a problem.
Sharing her experiences, Janaki Narasimhan, Vice-president, Hexaware Technologies,
says that prior to her companys document management implementation, there
was the issue of information not being available across locations. She explains:
We had documents in different notebook PCs at different geographical locations.
Thats when we decided to apply a document strategy. During implementation
they went in for a departmental approach for their electronic document archiving.
Xerox Global Services
Balwinder Singh, Sales Manager, XGS, explains that paper use
is increasing day by day, its uncontrollable, and so are the costs of
managing it. He says that photocopying is considered by an organisation to be
a paper cost, and is handled by the administration section, while the cost of
printing on the same machine comes under the IT department. Whatever the classification,
the paper being used is contributing to rising budgets.
Narasimhan says that the need for a document management strategy arises due
to the need for process-centric procedures, a single-source-of-knowledge bank,
a virtual team, easy and powerful search facilities, and transparency and collaboration.
Business Process Services
Xerox Global Services
Comments Manish Soota, GM, Business Process Services, XGS,
Though there is digital documentation, the use of paper continues to rise.
Developing and optimising solutions that would look at the paperwork in organisations
is the need of the hour. According to the CIOs of a few multinationals,
their top two priorities are managing and structuring data, followed by wireless
In any organisation, the time spent searching for information constitutes anything
between 10 to 15 percent of the working day. Managing information thus becomes
important. But change management is crucial. It is easy to create a strategy
but difficult to execute it, points out Soota. Xerox makes use of the
Xerox Document Assessment (ODA), an enterprise-wide, in-depth analysis using
lean Six Sigma methodologies and technology. By analysing uses, processes and
the environment, the ODA defines the actual costs, and results in an actionable,
documented strategy to achieve measurable cost reductions of around 30 percent
Since the information is digitally archived in a document management system,
documents can be retrieved through a single window and one need not run about
tracking documents. With increasing workflows and regulatory frameworks in the
coming years, managing documents intelligently is becoming crucial. It is just
not about saving time and effort, but cutting costs too.