Document management is a constant challenge that businesses face, but is essential to ensure fluid operations and is all the more important to comply with many industry and international standards.
A statement we hear regularly is that document management is only about classifying documents. The answer is 'NO', document management is much more than just classifying documents. It structures your documentation and related data so that it meets your processes. It is establishing responsibilities and follow-ups. It is managing the retention and archiving. It is establishing a security framework. It is identifying automation opportunities and put them into action to reduce manual loads. It is preventing duplication which is generally useless and create operational errors. There are many other elements to document management, but in summary it is about establishing an organized framework that will make your business more efficient, compliant and secure.
With the advent of AI, this is a remark that we hear regularly and which is partly false. For the AIs to be able to assist you in document management, it is first necessary that the structure of this one has been well defined and implemented beforehand. Otherwise, AIs will not be able to perform effectively, secure document management in accordance with your expectations and the expectations of the industry.
Although every business has its particularities in terms of document management needs, CRT Design has developed an implementation plan structured by large phases, which allows for a smooth, solid implementation that meets your needs.
Note : The implementation plan is at a high level and may vary according to your needs, it is reviewed following step 3.
We start first by evaluating the techniques that you currently use to do your document management as a whole, the security associated with it, your irritants and desire for improvements, your current governance and automated processes currently in place using several high-level workshops.
Following the high-level evaluation workshops, CRT Design documents the identified needs and cuts the work by phases of implementation. In this same document, we also identify future improvement opportunities (Example: Custom application integration or AI integration).
Through one to two meetings, CRT Design presents the documented proposal. If it suits you, we establish a schedule for implementation and establish the first detailed analysis workshops.
Following the detailed analysis workshops, we set up a task agenda and start work by schematizing the architecture to be implemented, creating a governance document, configuring security, all with your internal collaborators.
When the mapping of architecture, security and governance has been defined and documented, we work to map your business processes related to document management to identify potential for automations, all with your internal collaborators.
Now that everything has been documented and schematized, CRT Design is working to set up the elements for each phase. (Note: The phases generally correspond to the administrative units of your organization, since it is preferable to implement one unit at a time to allow better adoption).
For each phase, following the implementation, we establish a training schedule and train your employees on the new document management solution they will have to use.
Following the training for each phase, CRT Design supports your employees in migrating content to the new document management solution (if applicable) and remains present to answer their questions until they become comfortable with the solution.
Once all phases have been completed, we support you following the launch for any final patches. It is from this point that we look together at the opportunities to further evolve your document management, either by adding custom applications or integrating AI.
There is a wide range of platforms on the market for implementing document management and we do not claim to be an expert in all platforms, which is why we support the implementation of document management on only three platforms.
For more information, we invite you to contact us.
