Every product or service can be thought of as having two distinct dimensions: what a product/service is - that's the feature, and what a product/service does - that's the benefit.1
Every organization has unique reasons or challenges to seek out the implementation of document management technologies. Doing so, offers some significant benefits. The most common benefits cited can be grouped into 12 specific classifications.2
These include:
Productivity Improvements
Competitive Advantage - Time to Market. Able to process more work in the same time frames without increased workforce.
Cost Savings
Space reduced and growth controlled. Reduce labor, head-count, and overhead.
Customer Service Improvements
Respond immediately to customer inquiries. This includes allowing customers to answer their own questions by providing information over the Web.
Secured Access/Control
Restrictions/security to information access controlled.
Simultaneous Tasks
Multiple tasks can be performed at the same time. Collaborative projects made easy. Remote access possible using Internet.
Process Integration
Providing access to documents alongside data allows tasks to be performed more efficiently.
Effective Employees
Workers are more effective with immediate access to information, documents and data.
Labor Reduction
Fewer workers perform more tasks, more effectively.
Reduce Waste
Elimination and/or significant reduction in or missing lost files.
Workflow Improvements
Work can be restructured to speed processes for production of goods or services while offering accountability.
Improved Records Management
Procedures of retention and security easily addressed from a systems perspective.
Document Integrity
Digitally stored documents do not degrade in quality with age or handling and images cannot be altered. Versioning of documents with roll-backs possible.
1 Derby Management:Knowledge Center http://www.derbymanagement.com/knowledge/pages/tactics/benefits.htm
2 Springer M, Blum C, Wilcox A, et al. CompTIA CDIA+ Certification Manual 2006
