Mastering your business content flows
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: by 2025, global data volumes are expected to rise by tenfold – from 16.1 zettabytes to 163 zettabytes. 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. Knowledge workers are facing various challenges with the management of this data flood. Without efficient content managemen t, it takes them up to 18 minutes on average to search for a document. And data process complexity can have even more severe consequences: 7.5 per cent of the documents get lost completely in organisational processes. At best, this loss only decreases department productivity, as the work has to be redone. At worst, depending on the importance of the documents, it can additionally lead to financial disadvantages or legal issues.
These challenges are one reason why 56 per cent of the companies see the importance of managing their information and are theref ore looking to automate manual processes with document classification to improve searchability. This kind of workflow automation and increase in productivity can help to cut the expenses related to information by 50 per cent.
An Information strategy supported by Enterprise Content Management (ECM) solutions should therefore be a vital element in almost every comp any’s IT strategy. According to Statista the market for this kind of digital content management will therefore more than double from today’s market size to a volume of USD 66.27 billion by the year 2021.
Our customers are approaching us with their need for ECM solutions that match both their company-specific requirements and existing infrastructure to help them deal with increasingly complex information management tasks. In almost all cases, those tools need to streamline their company’s process efficiency, be revision proof, provide the highest levels of data safety while at the same time being easy to use and making information easy to find.
Konica Minolta’s customer-centric Information Management approach
As in all of its business branches, Konica Minolta’s ECM solutions follow a strict customer-centric approach: rather than “one size fits all” solutions, Konica Minolta strives to provide individualised solutions that integrate seamlessly into the existing IT infrastructure – by analysing and determining the exact expectations.
The broad range of tools Konica Minolta has in its portfolio includes, amongst others, solutions to optimise invoice processing, contract management, mailroom, personnel files as well as solutions for archiving or enterprise search. With these solutions, Konica Minolta supports the customers with software components to digitally manage content and information in a very efficient way. As both a strategy and management concept, ECM is an important platform for information exchange, communication and collaboration – freeing resources, making it possible to seize new business opportunities and bringing better service to your customers.
Arcasa Arkitekter – speeding up work with document digitalisation
A crucial function of an Information Management strategy is to support the transition from physical to digital work documents. For the Norwegian architecture bureau Arcasa Arkitekter, Konica Minolta tailored a solution that helped them speed up this process. Their business relies heavily on digit al tools and printing processes for visualisation. For them, finding an information management partner, who understands their needs and is able to react quickly when it comes to on-going maintenance and performance monitoring, was essential.
In their daily business, the architects need access to a variety of different blueprints in a short amount of time. Since all these documents are only available in physical form, this slows down the work processes significantly. With the implemented solution it is now possible – thanks to the integration of MFP systems – to scan documents and make them available at a glance through an intuitive Enterprise Search solution.
Through the innovative link of printing machinery and database management, Konica Minolta provides the basis for streamlining work processes. Relevant information is marked with a universal index, helping users quickly search for and find all files and documents needed, independent of their type.
Digital access and search functions save a lot of time, which is where Konica Minolta’s solutions are able to really shine.
The Enterprise Search solutions connect all relevant information into one single database and therefore allow the office staff – without a change in user interface or applications – to quickly access company data, significantly saving time.
Linking Garmo’s departments and providing access to all documents
The connection and synchronisation of document-handling tools and programs can also be achieved through ECM solutions. At Garmo, a multi-brand manufacturer of dairy products, Konica Minolta demonstrates how ECM solutions can connect existing and new systems in order to digitalise standard business procedures such as the sales process. The system is designed to simplify document handling across different applications and connect IT solutions throughout different company branches.
Our set goal was to deeply root the document procession into the enterprise resource planning, to increase process speed and avoid media breaches to eliminate potential sources for errors.
Through this integration, all IT resources can be used in a holistic and interlocking way. With Konica Minolta’s ECM solution, the existing Microsoft SharePoint platform was enhanced by a revision-proof archive function. Additionally, the system now allows for automatic allocation of incoming documents to the right customer files. This helps all commercial business processes across departments. The solution implemented has various advantages for the sales department, particularly since the team simply scans orders, receipts or contracts, which are then immediately saved in the right customer file. With this new future-ready solution, Konica Minolta was able to fulfil customer needs for enhanced speed and accessibility of data and documents, while delivering a holistic IT platform with the integration of existing systems.
Reinert Logistics – the power of the electronic transportation folder
Further key benefits of ECM systems include accessibility of documents and proper search functions. For the medium-sized enterprise Reinert Logistics, this has been achieved through the implementation of a suitable document management system. With its 1,300 employees and 750 vehicles, the company transports goods all across Europe, entailing a substantial amount of transportation documents.
Konica Minolta made substantial suggestions as to how solutions should be implemented with regard to defining key terminology and sorting concepts. For us, it is really important that our partner understands our expectations and goals.
The integrated document management system provided by Konica Minolta helps to effortlessly find each and every single document.
With the implementation of an electronic transportation folder, all types of documents related to transport – from the offer, the order, delivery notes, booking notes, invoices to the correspondence with the client – are now allocated in one place. All these documents can be directly linked to the respective order.
This electronic transportation folder is fully integrated into the existing ERP software system C-Logistic. Business processes thereby become more systematic, precise and, above all, transparent. The process sequences are clearly defined, enabling the company to speed up internal processes while reducing the risk of losing documents and making mistakes. As an additional benefit, rent costs for physical archives can also be ruled out. Konica Minolta’s solution further fulfils the need for providing suitable possibilities for feedback via a customer portal.
Taking on invoice processing at WerkPRO
Digital invoice processing is another crucial task ECM systems can take over. In the case of the charitable organisation WerkPRO, Konica Minolta was able to set up a very cost-effective system, fully integrating into the existing hard- and software environment. The web-based system significantly speeds up invoice management.
We as an organisation were able to increase our efficiency substantially. Now we have an immediate overview of our processes, the invoices are signed by the right people and, above all, we do not miss any sales tax returns anymore!
Invoices are gathered centrally at the organisation’s headquarters and scanned on site. Konica Minolta’s Invoice Processing Solution sorts the invoice datasheets automatically and ties them directly to the respective cost accounts. The responsible person for the specific account is then notified that an invoice is ready to be signed. After the signature, the documents are automatically transferred into the existing ERP system Exact Globe. This increases operational efficiency by getting the right documents to the right person; time is saved and processes become more transparent.
Partnering with Konica Minolta for future-proof ECM solutions
To seize the true potential of Intelligent Information Management, customers need individually tailored solutions for the management of their content. Konica Minolta provides these solutions, prioritising customers and their needs. Konica Minolta strives to serve as a reliable partner and single point of contact for all Information Management and overall IT service needs.
Today, about 10,600 customers rely on Konica Minolta as a partner for the management of their Information and digital processes. Since the market for software solutions in the field of ECM is constantly evolving – creating new needs and growing at a rapid pace of about 16% per year – so are Konica Minolta’s solutions. We are staying at the forefront of new technologies in order to be able to serve our customers in the best possible way in the future as well. We are already working on new technologies such as artificial intelligence, which can have huge advantages in the field of Information Management. Therefore, we are confidently looking into the future and are eager to develop and deliver solutions for our customers and their emerging challenges in data and content management.
These efforts do not go unnoticed: IDC MarketScape named Konica Minolta a “Major Player in Workflow Services in the Western European market”. Konica Minolta was especially commended for the growing ECM focus within its customer base and channels.
 Statista; Prognosis on volumes of digital data generated on a yearly basis 2016 and 2025; 2017
 Square 9; Enterprise Content Management; 2016
 Ecopapyrus; Document Management; 2017
 AIIM; Paper free –are we there yet?; 2016
 Square 9; Enterprise Content Management; 2016
 Statista; Size of the enterprise content management (ECM) market worldwide from 2016 to 2021; 2017
 IDC MarketScape: Western European Document Workflow Services 2016 Vendor Assessment
About Konica Minolta Business Solutions Europe
Konica Minolta Business Solutions Europe GmbH, based in Langenhagen, Germany, is a wholly owned subsidiary of Konica Minolta Inc., Tokyo, Japan. Konica Minolta enables its clients to champion the digital era: with its unique imaging expertise and data processing capabilities, Konica Minolta creates relevant solutions for its customers and solves issues faced by society. As a provider of comprehensive IT services, Konica Minolta delivers consultancy and services to optimise business processes with workflow automation and implements solutions in the field of IT infrastructure and IT security as well as cloud environments. Konica Minolta was awarded the prestigious “Buyers Lab PaceSetter award for Smart Workplace Vision” from Keypoint Intelligence” as the only vendor in its industry thanks to its forward-looking vision of the future of work and investment in innovative technology. Being a strong partner for the production and industrial printing market, Konica Minolta offers business consulting, state-of-the-art technology and software and, in 2017, was the production printing market leader for the tenth consecutive year in Europe, Central Asia, the Middle East and Africa (InfoSource). The hardware portfolio covers light and mid production as well as industrial printing machines. Konica Minolta Marketing Services provides value added services that intelligently link print and digital marketing in an effective and efficient way. In the healthcare sector, Konica Minolta drives digitalisation of clinical workflows and offers a broad range of next-level diagnostic solutions. Through its Business Innovation Centre in London and four R&D laboratories in Europe, Konica Minolta brings innovation forward by collaborating with its customers as well as academic, industrial and entrepreneurial partners. Konica Minolta Business Solutions Europe is represented by subsidiaries and distributors in more than 80 countries in Europe, Central Asia, the Middle East and Africa. With almost 9,900 employees (as of April 2018), Konica Minolta Europe earned net sales of over EUR 2.37 billion in financial year 2017/18.
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