Intelligent Information Management: simplify the document flow in your organisation

Increase efficiency with effective information management

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Make your data work harder for you

Is it a challenge to access the right information at the right time? Are there too many different tools to choose from when you want to find a document? Can it sometimes feel like you're losing control of your data? You're not alone. Data volumes have expanded massively over recent years and the rate of growth continues to accelerate: analysts predict a fivefold increase in data volumes over the seven years to 2025.

Without efficient tools to manage this flood of data, there's a real risk of drowning. Your organisation could find itself:
 

  • Missing out on business opportunities
  • Shouldering a heavy admin burden
  • Coping with rising costs of internal processes
  • Struggling to comply with regulations like GDPR


That's why effective, intelligent information management — in the past also labelled as enterprise content management (ECM) — is critical to helping organisations put their data to work.

 

Benefits of Intelligent Information Management



Rapid access to the right data


Powerful search functionality lets you find and retrieve relevant information at the right time, quickly and easily.


Secure information access


With full control over permissions (which can be enabled through integration with Active Directory and LDAP), you can closely manage who has access to which information.


Digital transformation


Managing and accessing information digitally helps your organisation move to paperless processes and saves valuable physical space.


Efficiency through automation


Automated information workflows streamline manual tasks and processes, saving time and costs and increasing your ROI.


Increased productivity


Simple, transparent workflows help people find the information they need more quickly, which boosts productivity.


Support for compliance


Audit-proof documentation of your processes supports your compliance with data protection regulations such as GDPR.


Revision-safe archiving


Archived information can no longer be changed or edited, so the integrity of your historical records is maintained.
 

Better online collaboration

A coherent, shared digital environment helps remote and dispersed teams work together more effectively


 

How does an information management approach help me find documents faster?

Research shows that people spend up to 18 minutes on average searching for a document. Konica Minolta’s smart Enterprise Search solution, empowers you to find relevant information within seconds, without needing to switch applications or conduct arduous searches across multiple systems.

I still have lots of documents in paper form. How can I integrate them?

Our document converting technology (scanning solutions) help you do this. During conversion to PDF files (or other file formats), they use optical text recognition (OCR) to analyse document information and integrate it into the appropriate process. For example, if the solution identifies an invoice number on the document, it classifies it as an invoice and routes it to the appropriate destination or business process according to a pre-defined procedure.

In which departments can I use a content management solution?

Content Management solutions are especially useful in departments such as legal, accounting and human resources, where processes will benefit from being digitised. With Konica Minolta's digital contract management, digital invoice management and digital personnel file, contracts, invoices and HR files respectively are stored in a single database. With everything in one place, information is available to authorised users at the touch of a button, speeding up processes like approvals while maintaining information security.

And in the mailroom, our digital mailroom simplifies incoming mail handling, and transfers all incoming items — both physical communications and emails — straight into the Content Management system.

What happens to documents such as contracts or invoices that I still have to sign personally?

Electronic signatures can replace manual signatures in almost every transaction. They are a legally binding method of obtaining consent or approval for a digital document or form.

How can several people work on the same documents at the same time?

Our file sharing solutions, based on SharePoint online, foster collaboration, automatically synchronise updates, and ensure all changes are saved. Mobile access enables collaboration at any time from any device..

How can I cut down on repetitive tasks?

Robotic Process Automation (RPA) can take over repetitive and routine tasks in sectors like government, banking and insurance. For example, 70%-80% of the steps involved in processing an insurance claim are repetitive and don't require human expertise. RPA can take over these tasks, such as downloading data, creating reports and issuing invoices. So claims can be actioned faster and more consistently, and people can focus on the 20%-30% of the process that requires human expertise.


Over 19,500 customers in Europe trust Konica Minolta for Intelligent Information Management


We know that one size doesn't fit all, so we aim to develop customisable solutions that integrate seamlessly into your existing infrastructure and meet your identified expectations. More than 19,500 customers in Europe already rely on Konica Minolta as a partner to help them solve their information management challenges. As well as offering our own solutions, we partner with industry leaders in information management, such as Microsoft, Hyland, M-Files and UiPath.
 

Intelligent information management and its meaning for organisational efficiency

Across business fields, companies’ workflows and opportunities are becoming ever more dependent on information management. Managing this information will be an increasingly demanding task. Without efficient tools to manage and organise this flood of data, business potential is lost and management efforts as well as costs for internal processes increase exponentially.

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Learn how our Information Management Services can help your business

We know that every organisation is unique, which is why each engagement starts with a conversation. We're ready to listen, so contact us today.