Electronic document management systems are not unlike other enterprise software applications in that they can sometimes face hurdles when first gaining acceptance. Best to tackle this challenge quick.

One of the practical recommendations we advise customers when rolling out document management is to communicate the “what’s in it for me” message.

First, listen and ask people what they would like out of a document management system.

Next, be prepared and ready to answer the “What’s in it for me?” question, even when it’s not asked. Here’s one way to tackle it: Explain why the company is adopting document management. Let people know the benefits and how they translate to the company’s success and how that translates to the success of employees. Take caution to avoid the “because the decision was made” approach.

The best approach is to have a dialogue; phrase the benefits in terms of advantages to the individual and describe how it will help get the job done. 

Always be enthusiastic and make sure to explore, define, and communicate the value of change to individuals.

Part 2 – Examining the Hype

Windows Vista’s lack-luster commercial adoption coupled with a relentless onslaught of clever marketing by arch rival Apple compelled Microsoft to get Windows 7 right.

The invention of Microsoft Windows came about to provide users access to applications and configuration options that were once only available from the command prompt. With the popular Windows 3.1, gone were the cryptic green screens common with DOS, replaced with a colorful point-and-click operating system that everyone could easily understand.  That was 1992 – user’s expectations have increased considerably since then.

Today’s PC consumers demand user-centric operating systems that are engaging, graphical, multitasking, mobile, and fast.  For the best ideas of what to incorporate into Windows 7, Microsoft enlisted their most creative and knowledgeable resources – their customers.  They learned that users perceive computers as much more than computational and word processing tools.  Modern computing plays a role in every aspect of our lives including work, entertainment, scheduling, education and more.  Users of Windows 7 agree that Microsoft was successful in listening to their customers and incorporating popular enhancements into the new operating system. 

The following is a small sampling of what you can look forward to in Windows 7:
- Quicker access to programs and files using the Taskbar Pin feature and Jump lists.
- Better access to application dialogs with intelligent resizing tools
- Built-in Windows Search service for faster searching
- Easier file sharing for home users
- Windows Media Center improvements for videos, music, and internet TV
- Enhanced video editing capabilities
- Intuitive tools for connecting to wireless networks
- Accelerated startup and resume processes
- Support for touch screen monitors
- Increased plug and play technology for hardware devices

Part 3 – up next, Managing the Output.

The release of the Microsoft Windows 7 operating system will positively transform how employees interact with and utilize technology in their organization.  To learn more about Windows 7 and its impact on business, I invite you to read through our multi-part blog outlining the future of business computing.   

Part 1

Corporate Adoption

Technology workers across America are certainly curious about Microsoft Windows 7.  Not since the release of Windows XP nine years ago has there been a similar buzz of excitement around a computer operating system and the potential for upgrading an organization’s fleet of computers.  

The excitement around Windows 7 is intensified by the upgrade boycott many organizations employed during the “Vista years” preferring the familiarity and comfort of Microsoft Windows XP.  The hesitation around upgrading operating systems also impacted companies’ technology buying cycles.  This relegated many employees to working with aging computers.

As Windows 7 progresses through early adopters towards Service Pack 1, companies will start in earnest to make the conversion to Windows 7.  Many will opt for purchasing new computer systems for the first time in years.  Workstations purchased to support Windows 7 will be a significant upgrade for users.  The newest line of computers include Intel’s new i7 processor with 64-bit support, increased memory, incredibly clear graphics, gigabit network cards and more.  Upgrading to Windows 7 on new computers will increase productivity with the added bonus of increasing morale.

Part 2 – up next, Examining the Hype.

Every year ColumbiaSoft, like so many corporations, is eager to extend a cheerful holiday “best wishes” to customers and friends. It’s a way of showing our gratitude and appreciation, and just staying in touch.

But being a developer of electronic document management software, it just doesn’t fit our style to send paper cards the old fashioned way via the post office. We made the jump from paper greetings to electronic holiday cards a number of years ago, and despite some initial apprehension, it’s now so natural that we’d never go back.

Sure, paper cards do still hold some advantage. There’s something to be said about tangible, physical things that can actually be held in hand. It seems more permanent. But the fact is, holiday cards are by-and-large fleeting moments in a day. While the message (hopefully) will be held in the head… most people file, route, or toss the paper card just moments after they read it. 

I was reading somewhere that in the United Kingdom alone there are over 1 billion paper holiday cards mailed, and that one tree is needed for each 3,000 of the fleeting holiday thoughts. (That’s over 300,000 trees!). The numbers seem a bit high, and perhaps might be inflated. But regardless what the actual number is… I’m certain it’s staggering.

So… this year again we saved another couple of trees (not to mention several thousands of dollars in printing and mailing) by delivering our greetings electronically. Happy Holidays to you too!

There are about as many ways to calculate ROI on a document management system as there are ways to use the software in various aspects of daily business. But for Shannon Puaokalani at Pacific Northwest Collections, the cost-justification turned out to be a simple equation.

“Before using Document Locator, each person in the department spent approximately two hours a day dealing with issues related to paper files… pulling paperwork, typing, copying, refilling. That works out to about $2,000 a month in associated costs to the company and its employees that we can now save,” said Shannon recently when talking about collections document management.

The collections company began using Document Locator for paperless management of electronic and paper files about three years ago, for simple tasks at first – like in the collections department scanning documents from clients. But once they started, Shannon said it was “like a light bulb went on.” Now, Document Locator is used in key areas of the company’s legal, sales and bookkeeping departments as well.

You can read the complete story in the Pacific Northwest Collections case study.

One of the unexpected “surprises” we hear from people all the time when they go paperless and scan the contents of their filing cabinets into a document management system is that they can suddenly find all sorts of files they thought were lost.

Filing cabinets are notoriously bad when it comes to document storage. They are simple things with no brain. Having only a drawer and perhaps a key lock, they can’t provide any advice on where to put documents, tell you exactly where documents can be found, route documents to the right people in workflows, or revoke access to information by taking away the key. Filing cabinets leave it entirely up to you to do all the work.

One of the problems this causes over the years, as any number of people in the office file, re-file, (and sometimes not return) documents to the filing cabinets, is things get a bit mixed up. Everyone organizes to their own standards, and documents get filed in the wrong places. Next time a file is needed, it can’t be found.

When the contents of filing cabinets are scanned into a document management system using OCR technology to capture the text and make it searchable on a computer, lost documents can often be searched and found in a matter of seconds. For example, a vendor invoice from five years ago that was misfiled in the wrong folder… chances are it will be found in an instant by simply searching the system for the vendor’s name. Or, an HR record that was thought to be lost… a quick search on a related subject matter could locate the file.

For most people, finding old lost documents isn’t the main reason to scan filing cabinets and go paperless with a document management system, but it’s certainly one of the nice side-affects.