The analysis shows that each office or technical employee devotes 10% of his/her working time to finding documents, archiving and managing the document access as part of their operational duties. This is the reason for more and more companies deciding on changes. We present some successful examples:
A new trend in the private sector
I have already mentioned the success of J. Schneider Elektrotechnik, a producer of electrical accessories, which introduced electronic workflow. The enterprise streamlined its flow of accounting documents in a distributed organisational structure by eliminating paper documents and replacing them with electronic versions. The advantages for the company included faster, simpler and safe organisation of working with documents. The question is, however, is it possible to introduce this system to any organisation?
The public sector – 300 thousand of paper documents
A good example of a public sector organisation that decided to introduce electronic workflow is the Education and Sport Department of Zurich. Due to new legal provisions on financing childcare, the organisation had to implement the Enterprise Content Management (ECM) system. As a consequence, it had to store as many as 300 thousand paper documents submitted by the residents by post. Efficient access to the collected and processed resources was a problem, and the verification of applications was extremely time-consuming.
A change that had positively affected many areas
The organisation decided to select the ELO Enterprise as its ECM solution. At the moment, households receive forms marked with bar codes and send them back to the Education and Sport Department where the documents are collected and automatically converted by the ELO system into electronic files, to be afterwards archived in the system database. If an application is approved by the verification programme, the applicant receives financial aid. The entire procedure is carried out in one system and handled in a comprehensive and efficient manner. The change has also resulted in building a positive opinion on the office’s approach towards the residents.
The system enables the company to process documents in a timely manner, makes the information available immediately, and offers an increased automation of the verification process.
No optimisation means higher costs
Numerous surveys conducted by organisations dealing with workplace ergonomics show that each office or technical employee, i.e. an employee who works with a large number of documents, looses about 6 minutes per hour due to an inefficient document organisation. Assuming that an average cost of an employee for an employer is about PLN 5000, it is the cost of around PLN 6000 a year. Therefore, many companies and institutions have come to the conclusion that workflow optimisation is not an option, it is a necessity.