Is your Document / Records Management System Agile Compatible?

Friday 14 April 2017 / in Blog, Featured, News / by StevenMcPherson / Comments Off on Is your Document / Records Management System Agile Compatible?



Keeping up with the buzz words is a constant battle for some..

The Agile Workplace is nothing new, but with many businesses now looking to the Agile frontier to improve business productivity, many forget about the essential Paper files which are utilised by every office throughout the world.

Is “Agile” the new “Paperless” buzzword?

shutterstock_520231438To answer the question, it certainly could be. However, there’s certainly more to Agile than simply less paper.

Like most management techniques they are larger and more complicated than we all think. Although, when looked at in more detail, Agile looks at a common sense approach on many of its aspects. However, if an organisation is moving towards an Agile work environment, they should ensure their staff have the correct tools to make the transition smooth and a success. After all, that’s what we all want, no matter what your role within the organisation.

” “Agile Management is; An approach to getting work done with maximum flexibility and minimum constraints. It goes beyond just flexible working or telecommuting and focuses on eliminating the barriers to getting work done efficiently” (http://www.agile.org.uk)”

It goes without saying, an Agile workplace is far more than just introducing flexi time or working from home / remotely etc. Workers and team members should be given a degree of empowerment to achieve their project goals in an open minded and yes, flexible approach. As a document / records management executive, I want to focus more on what an independent document management bureau can do to assist with your organisations transition towards an Agile workplace.

shutterstock_186483956To ensure a successful transition towards an Agile work force and subsequent work place (or should that be agile work place and then work force? The old chicken or egg conundrum), one should ensure they have the correct tools to achieve this.

Data and having access to it whenever and wherever, is a key point in any Agile approach.

Imagine a Human Resource department that doesn’t have access to the employee records? Or a Law firm that cannot access its client files without being in the office with the filing cabinets?

Here at McPhersons, we have been digitally capturing paper files for some 20 years now, and before that, Microfilm. We understand the need to have access to your paper files whenever and wherever the needs arise in a secure yet structured system.

” “Hot desking involves multiple workers using a single physical work station or surface during different time periods. The “desk” in the name refers to an office desk being shared by multiple office workers on different shifts as opposed to each staff member having their own personal desk. A primary motivation for hot desking is cost reduction through space savings” (https://en.wikipedia.org). A clean desk policy (CDP) is a corporate directive that specifies how employees should leave their working space when they leave the office. Most CDPs require employees to clear their desks of all papers at the end of the day.”

It is no secret, the cost of land and office space is becoming increasing expensive and of course office space is very limited. Its also no secret, Hot Desking is becoming far more popular than it once was and than it has ever been. Not to mention many organisations now have a Clear Desk policy, that runs along side the hot desking. The same challenges remain, users must be able to access a companies data or paperwork in a form that doesn’t require paper being left on a desk or in a cabinet for days, possibly weeks on end.

Here at McPhersons, we can assist with your Agile Workplace transition in a number of ways. Although, by far the most popular, is by digitising / scanning your organisations paper files. These scanned images are then held on a secure network / data hosting service for all users to securely simply log in to. Most organisations have the powerful and flexible Adobe Acrobat installed on work stations. Therefore,  no specifically unique, one off (and more commonly expensive) software is required, although we can provide such a system if required. Such scanned files can be edited, pages and memos added by users when required. Imagine a world without that stack of paper sitting on your desk or in storage cabinets cluttering up the office?!

Paperless Office FunnyNobody likes change, least of all someone who has used paper for many years. However, like most things, communication to ensure the transition is explained in full, carried out in stages comfortable to all and an Agile workplace is achievable.

There are many hurdles to overcome when approaching an Agile workplace, least of all data being hosted on a secure yet manageable system, but like most things, this is perfectly achievable if done in a structured and systematical manner.

Here at McPhersons, we are experienced and happy to work with your organisation or Agile Consultants to ensure your goals are reached in a cost effective and quality assured manner.