You might already have a pretty good idea about how your enterprise uses documents. There are documents for onboarding new hires, opening accounts, investigating claims, tracking budgets, presenting to clients, and much, much more.
While you may understand at a high level what kinds of documents your employees print and use, could you confidently turn those impressions into analysis, visualization and modeling for deep insight? Do you have the means to capture data across multiple departments and processes and prioritize those processes that are the most intensive?
According to IDC research, over 40 percent of documents used in business processes are paper. A single document can trigger workflows and deliverables that touch multiple departments and processes. That’s a lot of territory to cover in an analysis.
Making the Case for Third Party Document Analytics
Mapping the ways your employees use documents might seem insurmountable, but it’s entirely possible. It’s just not something necessarily you want to do yourself. There are good reasons for tapping a third party to take a broad, objective look at your document environment.
And who’s the logical choice to help with that? The answer may lie in your Managed Print Services (MPS) engagement. Next Generation MPS providers have pushed the evolution of managed print services beyond print into automating and simplifying document-intensive processes. Some MPS providers capture data that analyze paper-intensive processes with speed and accuracy, and a Next Gen MPS provider has the tools and experience to take that insight into the document realm and beyond.
The ideal Next Gen MPS provider to help you with document analytics is comfortable at the intersection of documents and devices. Here are other signs your MPS provider is up to the task:
- Maps your current state document maturity level and benchmarks to your peers, based on years of data collected from MPS clients.
- Compares your current state to where you want to get to. After data capture and analysis, your provider creates a road map for ongoing improvements to document processes.
- Uses tools and comprehensive reports to turn raw data into actionable steps. Document analytics tools can incorporate MPS device data, print job details, and audits of filed and unfiled paper.
- Supplements quantitative methods with qualitative data gathering through client surveys and user workshops to reveal why documents are printed and stored.
- Supports change management to ensure adoption and sustained success.
Whether they’re paper documents or electronic, if you don’t put some energy into managing documents, managing your printers can only take you so far. After all, it’s not about the devices. It’s about what you do with them.
