MONIQUE WILLIAMS Business technologies will continually evolve and businesses must become agile to leverage these systems
Digitally managing all documents and processes help businesses to overcome challenges and reduce delays when transitioning to new systems, says enterprise content management firm Hyland Southern Africa regional manager Monique Williams.
Central management and control of documents and, specifically, the information they contain, allow for the correct information and, consequently, the correct documentation to be sent to internal users, suppliers and service providers or clients.
“Businesses need to be nimble enough to adapt new systems and change the ways they work quickly,” she avers.
Digitally managing business information flow makes the adoption of new systems and processes simple, as the relevant documents or the information required for new documents is easily mapped to new systems or workflows.
Such systems – called enterprise content management (ECM) systems – are used to manage the creation, movement, storage and flow of all documents and business process information.
“ECM solutions provide one platform for digitising and archiving paper documents; extracting, validating and sharing key data with other systems; and automating invoice approval and exception workflows,” says Williams.
Manufacturing companies use these systems to manage their bills of materials and invoice generation, among other uses, while mining companies use them to manage procurement and expenses, she highlights.
An ECM system also provides full traceability and an audit trail, which enables the boards of mining companies to review all accounts, as well as comply with all their in-house policies and external regulatory requirements.
“Digital documents can be analysed for exceptions and omissions, which enables companies to much more efficiently address these exceptions and omissions, while maintaining control and traceability of document use, workflows and supply chains.”
Additionally, the digital management of company data allows for omissions to be added, if the correct data is available, as well as for simultaneous authorisations and version control, which help to reduce delays and human errors.
Business technologies will continually evolve and businesses must become nimble enough to leverage these systems. Digital business information systems function as a tool that businesses can use to efficiently accelerate transitions to new ways of working and new systems, adds Williams.
“Good business content management is critical for the creation and effective use of accurate business information. Good information management practices also serve as master data systems, which is highly accurate, verified information used as empirical standards for the generation and use of company data.”
She adds that the cloud-based Hyland OnBase system is also used by mines and engineering and construction firms to facilitate mobile working and document access. It is also suitable for small and medium-sized enterprises.