How document management solutions can help with growing governance and compliance concerns

| 15 May 2014

How document management solutions can help with growing governance and compliance concerns By Andrew Griffith, product manager: office products at Bidvest company, Konica Minolta South Africa

Today, governance and compliance are critical company priorities, particularly in light of the growing regulation and legislation environment relating to how information is retained and disposed of, such as FICA and the upcoming Protection of Personal Information (POPI) act.

As these regulations are compelling companies to keep more data, for longer and with greater security measures, document management solutions are playing an increasingly important role in compliance, allowing organisations to capture, identify, organise, prioritise, store, secure, archive, preserve, retrieve, distribute, track and (when the time comes) responsibly destroy documents.

More value, greater flexibility

Thankfully, document management compliance responsibilities have grown less onerous through the advent of more flexible technology. In fact, an effective document management system is capable of increasing business value, streamlining workflow and simplifying regulatory compliance. While a digital document management system cannot automatically make a business compliant, it can ease the burden of fulfilling stringent multi-regulatory rules and retention requirements. And, with the right technology, organisations can gain efficiency, improve profitability and increase productivity, all while reducing the cost of compliance.

Today's document management offerings can leverage existing platforms, while being customisable and bringing additional security measures into place. Having said this though, while many digital imaging players can provide this type of capability, document management can only assist by looking beyond the device itself and the information generated therewith, to the people and processes that determine success. To ensure document management success, there are only two requirements that a company needs to follow; the first is make it mandatory and the second is to make it easy.

Make it mandatory. Make it easy.

To begin with, a company must establish internal controls for maintaining, preserving and accessing its electronic records, so as to ensure that these records are accurate, true and complete, as well as safe from loss, destruction or tampering. These internal controls must include written procedures that all company staff is obliged to follow.

The ultimate goal of these procedures should be to create a document management infrastructure wherein the veracity and security of the company's records cannot be questioned. Once captured, the information must be organised in a manner that permits easy location, access and retrieval.

It’s all about the integration

Traditionally, a relationship with an office automation solution supplier was transactional and one dimensional – essentially the supply of a device along with a maintenance contract; yet with the provision of document management solutions, the device can now provide immense business value, enhance both efficiencies and performance and assist with compliance to legislation.

Today, people are buying a printer for the access it gives to data rather than the device itself. At the same time, the machine must also be able to integrate with the client's existing business solutions and processes, such as enterprise content management (ECM) and enterprise resource planning (ERP) solutions.

With a vast amount of experience in integration with third party solutions, such as SharePoint, Documentum and SAP, Konica Minolta South Africa is the only company within its market segment to have been named as a Microsoft Silver Partner with an Application Development Silver competency, positioning it within the top five percent of Microsoft partners worldwide.

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. The company further offers its customers solutions and managed services in the field of IT infrastructure and IT security as well as cloud environments. With regard to its office printing solutions, "IDC MarketScape: Worldwide Print Transformation 2020 Vendor Assessment" stated that Konica Minolta is "recognised globally as a leader in print transformation". As a strong partner for the professional printing market, Konica Minolta offers business consulting, state-of-the-art technology and software and has established itself as the production printing market leader for more than a decade in Europe (InfoSource). Its Business Innovation Centre in London and four R & D laboratories in Europe enable Konica Minolta to bring innovation forward by collaborating with its customers as well as academic, industrial and entrepreneurial partners. For its innovative service approach that complements their devices perfectly, Konica Minolta was awarded the prestigious ‘"Buyers Lab PaceSetter Award for Serviceability and Support 2020/2021" by Keypoint Intelligence. 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 approximately 10,000 employees (as of April 2020), Konica Minolta Europe earned net sales of over 2.34 billion in financial year 2019/2020.


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