Enterprises Still Crippled By Document Management Chaos

Even with the vacations, there is still some notable news in the document management space — and not all of it is good.

Docurated this week discovered that enterprises are still drowning in content and documents despite the large number of vendors that have introduced apps to manage both.

And both Kodak and Parascript released or upgraded new capture solutions and M-Files upgraded its mobile apps. 

Document Management Problems

Feels like document management groundhog day today. No matter what research is done, technologies developed, or discussions launched across the document management industry, little is changing — we are still drowning in our own documents.

The "new" findings are contained in research that has just been released by knowledge management vendor Docuarated on the basis of research done across 116 anonymous senior IT executives. We say new here only in the sense that the report has just been released.

The findings, though are familiar and are repeated on a yearly basis in the AIIM State of the Industry report on ECM, which has consistently flagged the state of chaos that reigns around document management in many enterprises.

2014-7-25 docurated document management problems.jpg

In this, the first  study of the industry by Docurated, the findings are almost a copycat of the AIIM findings. It showed first of all, that most companies are operating in a world “awash with content and documents.”

Surprise, surprise, it also found that knowledge workers are still, to a large extent, unable to find the content they need to do their jobs. It also noted a proliferation of information siloes, file-servers as the main document storage application, with cloud solutions doing little, or nothing, to improve the situation.

Even still, if document management is a key pain point and priority, nearly two thirds of IT executives are investing in Document Management initiatives.

Well at least someone is trying to do something about, right? Yes, if you actually believe them.

They’ve been saying this for years and the results are clear from the findings in this report. We will be taking a deeper look at the findings of this report next, but they’re not pretty, if you’re a CEO that thinks he , or she, is finally getting on top of the document management problem.

M-Files Upgrades Mobile Apps

So what is the problem? Again, it has been shown that one of the biggest problems is lack of strategy or planning. After all, there are numerous document management providers that have excellent solutions for tackling this problem so the technology to help is available.

One of those vendors is M-Files, which has been building out its enterprise information and document management solution for years with constant updates and tweaking to optimize the users’ experiences.

Only this week, for example, it announced several new enhancements to its mobile apps for iPhone, iPad, Android and Windows Phone devices.

The updated apps enable users to create new documents and objects on the go from their smart phones and tablets.

With the ability to create new documents and objects, and scan files via the M-Files mobile apps, users have the power, precision and control they require to create, manage and harness information on the go. All the new apps are available already and, even better, all are free.

Kodak Tackles Centralized Scanning

One of the issues has been holding back the development of document management strategies in the enterprise has been the haphazard way information is taken into enterprise systems. Again, there is no excuse for this, as there are literally dozens of different applications from different vendors currently available to manage all kinds of problems and all enterprise sizes.

Kodak, this week, for example, launched a new line of scanners this week that tackles one of the biggest problems enterprises have ingesting content, notably the problem of geographically disparate scanning locations.

The new line of network scanners from Kodak Alaris provides organizations with a central scanning solution that allows users to efficiently capture information from documents and route it into key business processes without the need for a dedicated PC.

The problem is that until now, many organizations have been unable to automate some paper-based business processes because a PC isn’t appropriate for the work location (e.g. employees in a particular department don’t require PCs).

In other instances, employees may have PCs but it’s preferable that they are limited to performing specific tasks. The KODAK Scan Station 700 Series deals with either scenario.

These scanners connect directly to a network and send data to multiple destinations simultaneously, including network drives, printers, FTP sites, email, portable USB drives and SharePoint environments.

Kodak is only one vendor that sells solutions like this with many other vendors taking different approaches to this problem, but they are all worth looking at if capture is your problem.

ParaScript Upgrades FormXtra

Parascript, which also specializes in capture has also upgraded its offerings and has just announced this week that it has been awarded Microsoft Gold Certification for its efforts around its FormXtra products, which offers out-of-the-box integration with SharePoint.

FormXtra enables partners, integrators and software developers to offer easy access to imaged documents, paper forms, PDFs, email attachments and more in SharePoint-based applications.

Parascript says that FormXtra is the first two-way, interactive SharePoint integration for document capture that automates processing of any type of form or data, including unstructured handprint and signatures, direct from its software.

There are all kinds of interesting capabilities here, not least of which is the ability to capture documents from email and file shares, automatic identification of available SharePoint document libraries and lists and classification of separate and extract data for any type of document.