KYOCERA Smart Information Management: a tool for modern offices

Document flow is an important component of business processes in any company, so its organization is extremely important in modern conditions. Problems with the processing and circulation of documents are expensive - losses average about 5% of profit. And this does not take into account force majeure situations, for example, loss or possible leakage of internal information to competitors, which can lead to huge losses.

To organize the document flow, in accordance with modern requirements, all corporate customers (both business structures and government organizations) need appropriate tools. One of the newest and most advanced in functionality is Kyocera Smart Information Management (KSIM), which is relevant for both docflow and other aspects of organizations' activities, including information security (IS), as well as digital transformation (DX).

Docflow и DX

The optimization of document flow today should be treated as an integral part of the "digital transformation" of the company's activities. Agree that an increase in profit by 5% quite allows us to attribute this activity to DX! It is important to remember that these processes need to be looked at more widely. Working with documents today includes analyzing and planning processes related to "paper" in all forms, controlling printing and copying, ensuring information security and other related activities.

Improving the work with documents is not a one-time action, so the document flow must correspond to the business processes in the company, which are constantly being transformed in a changing reality. Of course, we should also be mindful of new technologies that will improve efficiency.

Features of modern document flow

Note that the movement of companies towards a paperless office has been going on for more than a year, but the processes are far from over. Companies and government agencies are approaching the implementation of this concept at different speeds. This means that today the transition from "paper" forms to electronic ones continues, so scanning and printing are still relevant.

If the formats for working with hard copies: printing, scanning and copying have not changed much, then the requirements for electronic documents become more diverse. IT resources are now more decentralized, but all company documents need a single system for storage, indexing, management, etc.

Hybrid work formats are becoming familiar, so document repositories need remote access to resources, but at the same time convenient and fast. Providing remote employees of the company with opportunities to interact with corporate archives of documents - necessary for performance of official duties.

The popularization of hybrid formats poses additional requirements for information security. The widespread implementation of remote work is only one of the drivers of the IB, but there are others. It is important that information security should be provided with both specialized solutions and corresponding functions in business systems, including those created for working with documents.

Tools - Available

Vendors, understanding the requirements of the market, deliver software platforms that make it easier for companies to work with documents. Today, document management and administration within the company is not technically difficult. We note that the platforms are developed multifunctional solutions that have undergone a long way of improvement. Recall that Kyocera Document Solutions was one of the first to develop solutions for document management (MDS) in the modern sense, since 2007 it has developed and improved relevant products.

The company actively promotes relevant products and services in different regions of the world, adapting them to the requirements of the market and the wishes of customers. We emphasize that Kyocera offers both the products themselves and their adaptation to the needs of a particular customer, while hardware and software supplies, user training, support and administration are available. The customer can choose the right one, depending on the preferences and characteristics of their internal organization. "With professional experience and a culture of responsive partnership, we help organizations put knowledge into practice to drive change." - noted in the company documents. Kyocera Smart Information Management is one of the most modern, functional and powerful solutions available today.

KYOCERA Smart Information Management: Benefits and Features

KSIM is a full-fledged intelligent information management system that can be trusted by the document management processes of today's company. At the same time, the efficiency of office employees rises to a new level, due to the simplification of technical actions in everyday work with documents.

The solution we are considering is based on the modern "web-based" concept, which allows us to optimally provide easy and fast access to its functions in the reality of hybrid work. It is pleasant that in this concept for KSIM browser is the same source of documents as scanner, multifunction device or file storage. KSIM can also work with other KYOCERA software solutions, such as Capture Manager, which allows you to capture, process, and save files.

KSIM provides a complete cycle of working with company documents, simplifying all stages, starting from their recording. Indexing, full-text search, access-controlled archiving, the whole spectrum of working with versions are also available - captures, replaces, cancels, etc.

In addition to working with document sets, KSIM allows you to organize a document flow with basic options sufficient for most enterprises. The system provides the ability to create predefined workflows, as well as a set of functions to provide additional benefits: allows users to initiate validation processes - you can add comments, make changes, and KSIM captures each action. It is also possible to approve documents, including electronically, which is important in hybrid work conditions.

Conclusions

Kyocera Smart Information Management is a powerful multifunctional tool that can significantly simplify work in the office. Automating and optimizing processes increases productivity and improves performance by preventing many errors. KSIM allows you to structure document processes, which increases security, improves manageability, and increases cost-effectiveness. By reducing the labor costs of manual processes in document processing, companies get the opportunity to direct the released resources to the execution of basic business activities and to development.

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