Document digital transformation in any department or industry.
Optimise The Management Of Information in any department or industry.
From manufacturing to retail, healthcare to government: organisations across the world are discovering the benefits of digital transformation. The journey, milestones and rewards of digital transformation vary between leaders, teams and companies. Many start with the easiest step toward digitisation: getting rid of paper. For some, it’s decentralising decision-making to mobile apps. For others, it’s process reinvention through analytics and big data. The net results are the same: Move away from network folder chaos, inefficient processes and missing and lost documents, and embrace digital-first thinking, increased productivity, secure automation, and enhanced business agility.
KBS Managed Document and Workflow Automation for your department
Our solutions have been created specifically to support the document processes in business critical departments, including finance, HR and legal. In addition our solutions will also address risk, compliance and governance across your business.
Working closely with your team, we use our proven approach to establish the best configuration for your organisation. As part of our service, KBS can also manage additional vendors who feed into your document management infrastructure, allowing you to streamline processes and costs and reduce management overhead.
Our team is at hand to help you make the right decisions for your business. Contact us for advice and information on how we can help.
Transitioning Successfully to Managed Document Services
Working with any new
system, including managed document services, can feel like an out-of-control
car. You’re trying to organise thousands of documents associated with your
business and get everyone moving forward successfully.
Just as pulling your car out
of a spin becomes intuitive with a little practice, you can get your document
workflows up-and-running in short order by following these tips. The KBS team
will be with you every step of the way.
Map Your Journey.
You don’t take a road trip without knowing your destination, so don’t expect your organisation to adopt managed document solutions without a plan explaining how to use the system.
KBS Group’s managed document services have features to help with document uploads, indexing, search, processing, security, and collaboration. We’ll work with you and your internal team to prioritise the features most beneficial to your company.
Simplify the User Experience.
Your team wants digital document solutions that ‘turn-on-and-go.’ Most of them aren’t curious about the inner components of the platform.
We’ll help you create rules of operation to make it easy for your teams to get the most out of your managed document services quickly. We’ll focus on areas where consistency is essential, including:
Folder Set-Up. We’ll help you create formats for organising and name files that make it easy for users to find and understand the system. Titles should be clear, concise, and unique. For example, we won’t have a ‘data’ sub-folder in each primary folder.
Document Naming. Having consistent naming conventions that fit with your departments’ existing processes will shorten the learning curve for your teams.
Filing ‘Cabinets.’ We can build virtual file cabinets for each department or client. This parallel with your current system will make navigation more straightforward for users (and auditors).
Pre-Set Permissions. We’ll talk to you about authorisations for your electronic document workflows before launching the system. Early decisions will reduce confusion among individuals and teams about file cabinets and folders they can access.
Train Your Team.
Most drivers didn’t start as experts on the road. We encourage small training sessions to teach 5 to 10 users the ‘rules of the road’ after installing the managed document solutions.
Training will focus on outcomes by discussing the following:
Your rationale and goals for moving to paperless document storage and electronic document workflows.
Rules to follow when using managed document solutions, including user guidelines, document workflows, and security protocols.
Examples that illustrate how managed document services will affect daily activities. We’ll show your team how to create folders with your company’s structure, upload documents, and using the naming conventions. Your team will also learn about functionality like document changes, approvals, and search.
Reaching your destination
involves having a safe, reliable transport system and a team trained to get you
KBS Group’s partnership
with DocuWare gives you an easy-to-use interface with top-notch security and a
team of experts who can customise the solution to meet your needs. DocuWare is
accessible from any device, giving your team managed document services that
work wherever they need them.
Chat with our Office Supplies Experts
Whether you’ve just started your business journey or you’re looking to evolve your current solution, our team of experts are here to help you find the right solution and strategy for your business. More importantly, giving you control of your business.