Content management can improve operational efficiencies, says Gartner

Mark Gilbert, research vice president at Gartner says the organisation examined six areas in which organisations can develop strategies to become more agile and efficient while reducing environmental impact. “The 1980’s notion of a paperless office was about how technology could bring efficiency and change work styles,” he says. “Organisations are realising that process improvements and the move away from paper to electronic processes can also bring green benefits.” Gilbert outlines six key advantages, starting with the ability to overcome information capture inefficiencies. “Analyse how you capture information from customers, prospects and suppliers,” he suggests. “Make an audit of the methods used by various functions to collect and route data, as well as serve up content. This will expose processes in which e-forms could be integrated to reduce the need to create a paper document. He also makes the point that when companies capture information electronically they can validate it more easily, as well as adding context and value. Beyond this, he recommends users to consider the power of understanding document and record realities, building an ECM strategy, exploring outsourcing, optimising processes with CEVAs (content-enabled vertical applications) and exploring new digital information approaches and expectations. Storing records in an appropriate electronic format, for example, offers significant benefits. “First, there is no need to heat or cool large vaults for paper storage. In addition, storing records electronically means that you don’t print them, you don’t transport them, and they become searchable – all key business and cost-savings opportunities,” explains Gilbert.