DOCutivity® is a comprehensive, strategic document management assessment that leads to dramatically reduced total cost of ownership, streamlined processes, and improved productivity of assets and people.
KNOW MORE, DO MORE, SPEND LESS
Document management may be the only business process that information technology (IT) departments haven’t been asked to help integrate, streamline, or re-engineer. This means your organization may be spending too much on document input and output. The real question is: How much can you save? Although document-related expenditures are difficult to quantify on an enterprise-wide scale, analysts estimate companies can expect output cost reductions of up to 40% when they rethink document management. This is a significant amount — especially when you consider that document costs may represent up to 10% of your total revenue.
Reveal the true cost of document management
Reducing costs starts with understanding them. But most organizations don’t have an accurate picture of their total cost of ownership (TCO). That’s because some document-related costs are indirect, difficult to capture, or hidden entirely. To help our customers understand their real costs and implement a plan for continuous improvement, Inception co-developed an assessment process that ties document management strategy to business strategy. We call it DOCutivity®.
A documented assessment to fit your business
A DOCutivity analysis provides a Total Cost of Ownership (TCO) evaluation based on current IT infrastructure and specific business process requirements. This evaluation can be scaled to many different sizes and types of organizations.
The most comprehensive type of analysis we perform is Enterprise DOCutivity, a specialized assessment and implementation process specifically created for larger installations.
Enterprise DOCutivity may be applied to key business processes or goals, facility-wide, in multiple locations or across the enterprise. Recommendations may include outsourcing and facilities management, total fleet management/optimization, scanning and storage, and implementation of e-business tools that provide actionable reports on costs.
DOCutivity utilises best practices developed over time while serving our large global account customers.
DO YOU KNOW:
- How many input and output devices are on and off the network?
- Total output volume and usage patterns per device?
- Colour and monochrome cost per page?
- When peak demand periods occur?
- Fleet maintenance and support costs?
- Other document lifecycle costs, from creation to retention?
- How to perform accurate charge-backs?
- Productivity lost to downtime and inefficient workflows?
DOCutivity presents a graphic and quantitative picture, or state transition diagram, of your current document management infrastructure. A thorough report clearly pinpoints under or over-utilised systems and quantifies bottlenecks, waste, and inefficiencies — including impacts on network traffic, security, and other support issues. Organizations typically see significant cost reductions simply by right-sizing their fleets, upgrading equipment with multifunctional products, and installing job-routing software. But DOCutivity goes further, helping implement a migration path that typically includes:
- Establishing baseline metrics and reporting tools for financial control and continuous improvement
- Promoting connectivity of all print, copy, fax, and scan systems
- Integrating document management systems with operating systems, network security, network administration, and key business applications
- Recommending labour-saving process improvements
- Enhancing uptime, service, and support levels
- Providing user training and support
- Automating meter collection, supplies purchasing, and maintenance
- Providing facilities management and outsourced services to improve service and generate efficiencies
- Perform executive and user interviews
- Discuss goals for cost savings targets
- Build the business case
- Envision the future state
Define the need for change
CONCEPTS AND CAPABILITIES
- Recommend an approach
- Assemble the assessment team
- Coordinate logistics and planning
Define the desired future state
- Assess opportunity
- Examine strategy, objectives, processes, technology environment
- Analyze the current state
- Map workflows
- Acquire data
- Define current/future needs
- Identify technology requirements
- Design solution
- Present TCO report, cost/benefit analysis, ROI data
- Show potential cost savings
- Develop solution
- Deliver a proposed solution
- Deliver recommendations for implementation
- Assign project team
- Develop timeline
- Introduce the transition team
- Initiate the installation process
- Create and implement a training program