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MDS: Streamlining and Optimising Process Management

In a typical enterprise-class venture, there are innumerable number of things happening in every department. A lot of time and resources are spent on aspects of the business that deviate from their core offerings, and this can prove to be detrimental.

One such prime aspect is documentation and its related print environment. Many traditional and even new-age businesses find themselves drowning in a sea of papers. What’s worse is an unorganised sea of documents. The advent of the digital age also indicates that we’re not just talking about printed volume here – we’re referring to everything that is pertinent to the business.
Imagine you’re sitting at your desk, and there’s an emergency situation where the client is demanding a particular document. Or you have to pitch to the shareholders, and despite having the deck, you can’t locate it at all!

While one document printed due to negligence may not harm the business, multiplying this figure can quickly result in exponential losses. Additionally, your ability to access information at the right time, and in the right place, has been severely hampered because your document management has not been optimized.

A lot of information is created around big businesses and is circulated chaotically. This affects your productivity, processes, and other elements of the functionality of the organisation.

Even storage and maintenance is another issue area. If you don’t have dedicated personnel for the same, your employees (who’re paid for their core jobs) spend hours trying to maintain or repair print infrastructure (printers etc.) while also trying to salvage critical documents.

Mismanagement with Facts

A little number-speak should put things into perspective.

-          U.S. businesses spend $8 billion annually just managing paper
-       It costs an average of $20 to file a document, $120 to find a misplaced document and $220 to reproduce a lost document.
-          7.5% of all documents get lost; 3% of the remainder get misfiled.
-   PWC data shows that knowledge workers spend up to half their time looking for information, and each year, the amount of data businesses create increased by more than 65%.
-        Professionals spend 5–15% of their time reading information, but up to 50% looking for it. Each misfiled document costs $125. Each lost document costs $350 to $700 – large organisations lose a document every 12 seconds.
-     The average document is photocopied 19 times, and every 12 filing cabinets require an additional employee to maintain.

All these figures (source) are still related to office management and corporate processes in general. When you factor in the sheer environmental damage involved if your documentation is mismanaged, then the compounded problem becomes dire.

This is supported by a study by the Minnesota Office of Environmental Assistance, which estimated that associated costs could be as much as 31 times the purchasing cost of paper. This not only includes the actual price, but the cost of storage, copying, printing, postage, disposal, and recycling documents.

MDS As a Solution

There are various opinions when it comes to this host of problems. Netizens are heavy on digital, so they suggest that businesses go completely online, but this can be a hard task. This change certainly cannot occur overnight; and even if it does, the cost of managing these documents still exists.

The most comprehensive solution is that of the MDS service. MDS stands for “Managed Document Services”. We also would like to stress that it is distinct from MPS – which refers to Managed Print Services.

Print services are those offered by an external agent, and they manage the company’s document output. Here, the agent will evaluate your needs, the hardware needed, provide servicing and other consumables required to operate those machines. A reputed company will have real-time tracking enabled on those devices, which raise flags if they malfunction while also monitoring user feedback.

Managed Document Services, however, goes beyond the scope of MPS because it drives more value due to its reliance on software-based solutions. These solutions are formulated by analysing the company’s data and utilisation to provide volume as per requirement. While MPS does not reduce the number of devices, MDS focuses on optimising print output per device.

MDS also provides services that evaluate your complete documentation environment. It creates systems that organise your documents in such a manner that they are securely accessible at any point, in any situation.

MDS as a system transforms all of your company's documents, such as paper invoices, bill-of-letters, contracts, files, emails, and much more, into valuable resources. This organisation lets you have a high degree of transparency in your business processes.

Companies like Ricoh are prominent names in this business. To illustrate how comprehensive that solutions can be, we can take Ricoh’s example.

Ricoh begins by evaluating the business in its entirety, including factors like its growth, the business environment, how it has been managing information, and the number of devices that handle information. This is used to streamline document infrastructure in such a way that employees can have seamless accessibility.

The research is also not limited to the business itself – they also evaluate their clients’ propensity to utilise the document, to feed information into their print, and waste management services. The MDS system also happens to be a continuous process where Ricoh monitors the employees’ receptivity to their new system and makes changes as required.

One can see the benefits of using a managed document solution to eliminate all sorts of issue areas for your business – be it costing, environmental concerns, workflow, productivity and so on. With MDS, you can take the company to the next level and have total control over the costs of your business processes, dramatically increasing the return on your investment.
MDS: Streamlining and Optimising Process Management MDS: Streamlining and Optimising Process Management Reviewed by Lokesh kumar on 10:13 AM Rating: 5