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When the human resource team at Impact Networking invested in a next-generation document management system, it shifted the department’s efforts to go paperless into overdrive. The new technology allowed HR to digitize myriad paper forms and documents, eliminate cumbersome e-mail threads, collaborate on documents, and track and store digital forms more efficiently and securely.
Mary Zellers, director of HR at Impact Networking, a managed services provider in Lake Forest, Ill., said the platform from vendor PandaDoc enabled her team to digitize offer letters to job candidates; compensation plans; and administrative documents like position changes, salary adjustments, leave requests and offboarding forms.
"We were able to accelerate the digitization of paper documents but also added important new efficiencies to how we organize, track, approve and store all of those forms," Zellers said.
The platform proved its mettle during the pandemic when Impact’s workforce started working remotely, she said. "We had to send a lot of documents out quickly to employees, like work-from-home contracts and other agreements and training resources. We were able to rapidly create those digitally and automatically send them to large groups. In the first three months of the pandemic, we sent out about 1,800 digital documents."
The system’s reusable templates and collaboration tools also have streamlined HR workflows, Zellers said. "Many of our documents require multi-employee sign off from finance, line managers and employees. We no longer need to send out individual versions to people because we can collect multiple e-signatures on the same document."
Zellers said the platform allows her to know at a glance who’s received and signed documents.
Value of Next-Generation Document Management Platforms
Experts say that while HR has made progress in digitizing the many forms and documents used in the department, it still lags other organizational functions in that effort. In its 2021 Global Enterprise Content Management survey, Forrester found that overall adoption of document and content management platforms rose steadily in the last year. The top three reasons for implementing these platforms were to digitize business processes, achieve cost-effective automation, and improve legal and regulatory compliance, the study noted.
Vendors have recently launched new applications designed specifically for employee file management, onboarding and contractor compliance, according to the study.
A 2020 study by Aberdeen Strategy and Research in Austin, Texas, found that one of HR’s top challenges is that the sheer volume of requests to the department is growing too fast for current technology solutions to handle. The study’s authors concluded now is the time to digitize processes that still have manual and paper-based steps.
The Aberdeen study found that HR functions using simple techniques such as e-signatures can improve employee productivity by up to 70 percent and allow organizations to be up to four times faster in time-to-hire for job candidates than those not using e-signatures.
Experts say document management systems also help HR avoid the headaches and time delays related to the still-common practice of sending out forms via e-mail to be reviewed and signed.
"In the past, important documents here would get stuck in e-mail inboxes and never make it to a personnel file," Zellers said. "With the digital storage, automated workflows and notifications provided by our new system, there’s a reassurance forms end up where they’re supposed to be. It’s extremely important in HR to have processes in place that ensure safe storage of documents and a clear audit trail if needed."
Innovations in Document Management Systems
Cheryl McKinnon, a principal analyst for Forrester, said innovations from document and content management vendors are helping to accelerate the move to "digital-first" HR documents, processes and file management.
Those innovations include a growing use of artificial intelligence and machine learning. "New, intelligent services are helping HR extract useful data and text more quickly from a broader range of less-structured document types and are helping to solve new problems," McKinnon said.
For example, this new technology is being used to auto-detect missing signatures on documents and ensure remediation quickly, rather than delaying a new hire or manager approval, she said. In addition, "intelligent data extraction" platforms no longer depend on human operators to define specific "zones" on a document to extract an employee ID number or address.
"New AI tools can find the relevant piece of data even if the documents are laid out differently, such as with resumes," McKinnon said.
Improvements to integration and search features on these platforms have allowed HR teams to better manage documents and forms alongside the employee data in human resource information systems and case management or service desk applications, she added. "That helps provide a more contextual view of an employee record or a transaction."
McKinnon said cross-repository or cross-application search ability also is increasingly essential for HR, particularly for those operating a mix of on-premises and cloud applications or who have a strategy of growing via merger and acquisition where there are multiple systems holding digital records.
Challenges of Digitizing HR Forms
Digital transformation doesn’t come without challenges and potential risks. Among the key challenges is integrating and creating a common interface when paper documents still exist alongside digital ones, experts say.
"There are some records management applications that do indeed support common search tools to find both types of documents or employee information," McKinnon said. "But it requires that an organization make the effort to import or otherwise capture relevant metadata on the physical folders, boxes or individual items."
For example, a search could return relevant digital items for viewing as well as provide information on where to go to retrieve the physical items by box number, shelf location or warehouse location, she said.
Digital records also can present long-term storage challenges that tend to be overlooked. McKinnon said employee records may have retention rules that span decades based on specific laws or regulations. Examples would be employee certification records, records pertaining to health or safety regulations, and documents about pension obligations.
"Long-term digital preservation is often an afterthought in enterprises," McKinnon said. "But after 10 or 20 years there is a risk of file formats becoming obsolete, as well as risks tied to underlying storage devices not being well-maintained or if a third-party storage provider or app exits the business."
Experts say planning for long-term readability, accessibility and trustworthiness of digital records should be a criterion when selecting HR document or content management platforms.
Dave Zielinski is a freelance business writer and editor in Minneapolis.
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Jul 19, 2022 Corey Sanders, Corporate Vice President, Microsoft Cloud for Industry and Global Expansion Team
Governments and public sector customers around the world are looking to accelerate their digital transformation, creating opportunities for social and economic growth and enhancing citizen services. Today, I am excited to announce Microsoft Cloud for Sovereignty, a new solution that will enable public sector customers to build and digitally transform workloads in the Microsoft Cloud while meeting their compliance, security and policy requirements. Today, public sector customers can harness the full power of Microsoft Cloud, including broad platform capabilities, resiliency, agility and security. With the addition of Microsoft Cloud for Sovereignty, they will have greater control over their data and increased transparency to the operational and governance processes of the cloud.
Governments are obligated to meet specific requirements for varying data classifications including data governance, security controls, privacy of citizens, data residency, sovereign protections and compliant operations following legal regulations like the GDPR (General Data Protection Regulation). The Microsoft Cloud for Sovereignty — offering governance, security, transparency and sovereign technology — combined with strategic partners can support the digital transformation of government customers unlike any other cloud provider in the world.
Helping customers leverage the cloud while meeting their unique needs
Microsoft Cloud for Sovereignty is being built on the Microsoft public cloud to accelerate digital transformation while creating a customized experience adhering to government requirements. Government customers will have the power of the public cloud, addressing low cost, agility and scale expectations, with the full breadth of capabilities like modern developer services, agile infrastructure, secure DevOps, open-source platforms, modern collaboration and low-code development. Additionally, Microsoft Cloud for Sovereignty customers will continue benefiting from Microsoft’s global security signals, analyzing over 24 trillion signals every day to identify and help protect against local attacks.
Data residency
The foundation of Microsoft Cloud for Sovereignty will start with our Azure regional datacenters. Today, with 60-plus cloud regions, the Microsoft Cloud delivers the broadest capabilities and innovation with data residency and proximity in more locations than any other cloud provider, enabling residency options for the entire Microsoft Cloud including Microsoft 365, Dynamics 365 and Azure. Enabled by our industry-leading policy controls, customers today can meet many regulatory requirements and implement policies to contain their data and applications within their preferred geographic boundary. Customers can specify the country or region for most service deployments with the ability to satisfy industry, national, or global security, privacy and compliance requirements.
Microsoft has the most comprehensive compliance coverage of any cloud service provider with 100-plus offerings including more than 50 which are specific to global regions and countries. Microsoft engages with governments, regulators, standards bodies and nongovernmental organizations to understand emerging requirements and ensure a fast and effective enablement of critical compliance needs. Specifically in Europe, expanding on our data residency commitment, the forthcoming EU Data Boundary will ensure Microsoft not only stores but also processes customer data in the EU and European Free Trade Association.
Sovereign controls
With Microsoft Cloud for Sovereignty, we will deliver capabilities that will provide customers with additional layers to protect and encrypt sensitive data. These capabilities span the entire Microsoft Cloud from cloud infrastructure, platform services and Software as a Service (SaaS) offerings like Microsoft 365, Dynamics 365 and Power Platform. Customers can leverage Azure Confidential Computing, an innovative technology offering sovereign protection with Confidential Virtual Machines and Confidential Containers. Our unique offering utilizes specialized hardware to create isolated and encrypted memory called Trusted Execution Environments (or TEEs). Customer-owned encryption keys are confidentially and securely released directly from a Managed HSM (Hardware Security Module) into the TEEs executing on customer encrypted data. This secures customer keys, even while in-use, and ensures data is encrypted while at rest, in transit, and in use, helping protect data and keys against numerous security risks and operator access. Customers can benefit from this capability without having to change their application, creating an easy opportunity to leverage the power and scale of the public cloud while still ensuring their data is encrypted at all times. Confidential Compute capabilities extend into purpose-built platform services such as Azure SQL Always Encrypted with secure enclaves and Azure Confidential Ledger.
SaaS solutions like Double Key Encryption allow users in Microsoft 365 to classify emails and documents as “sensitive,” encrypting the customer data using customer-provided keys to protect data from both security risks and operator access. Furthermore, the Customer Lockbox for Microsoft 365, Customer Lockbox for Microsoft Azure, Customer Lockbox for Power Platform, and the forthcoming Customer Lockbox for Dynamics 365, all ensure that Microsoft will only access customer data to execute service operations when given explicit customer approval.
For customer workloads that require additional proximity, physical/operator control and separation, Azure Arc extends our Azure cloud services, management and governance capabilities into an existing or new on-premises environment. With this, customers can already secure and govern infrastructure and apps anywhere, build cloud-native apps faster with familiar tools and services to run them and modernize their data estate for consistent cloud operations.
To simplify the complexity of the spectrum of data classification requirements, Microsoft Cloud for Sovereignty will include a Sovereign Landing Zone, a solution to simplify the architecture, deployment workflow and provide intelligent tools to orchestrate operations of our various security services and policy controls in a streamlined manner. The Sovereign Landing Zone is being built upon the enterprise scale Azure Landing Zone to recommend and enforce regulatory compliance using Infrastructure-as-Code (IaC) and Policy-as-Code (PaC) capabilities built into Azure, which make deployments automatable, customizable, repeatable and consistent. This landing zone will also extend into Azure Information Protection (AIP), enabling policy and labeling for access control and protection on email and document data. This landing zone will be flexible enough to allow customers to define custom policies to meet specific industry and regulatory requirements. The landing zone will span the Microsoft public cloud, with tools to maintain data residency, deploy sovereign controls, protect data classification and extend into hybrid deployments, creating a single solution for all application needs.
Governance and transparency
Microsoft Cloud for Sovereignty will increase cloud transparency by expanding the Microsoft Government Security Program (GSP) to critical elements of our cloud offering, starting with key Azure infrastructure components. The GSP provides participants with the confidential security information and resources they need to trust Microsoft’s products and services. GSP participants currently include over 45 countries and international organizations represented by more than 90 agencies. Eligible participants receive controlled access to source code, engage on technical content about Microsoft’s products and services, and have access to five globally distributed Transparency Centers. Microsoft Cloud for Sovereignty will also enable audit rights to examine Azure’s compliance processes and evidence under non-disclosure agreements and available audit terms.
Expertise
From the outset, Microsoft Cloud for Sovereignty is being designed as a partner-led and partner-first solution. In-country partners will play a pivotal role in enabling customer success and delivering on government requirements. Back in May, we shared a set of new European Cloud Principles to guide our business in Europe, which includes a focus on providing cloud offerings that meet European government sovereign needs in partnership with local trusted technology providers. This includes working closely with partners like Arvato, Capgemini, Minsait, Orange, SAP, Telefonica and many more, to deliver upon the unique sovereign requirements of each government. This approach of working with local partners to deliver on the needs of public sector organizations is a cornerstone of our approach with the Microsoft Cloud for Sovereignty.
Public sector customers worldwide are increasingly looking for customized cloud solutions that offer additional choice, flexibility and control. With the Microsoft Cloud for Sovereignty, customers will work with in-country partners that have industry and technical experience to help them plan, onboard, govern and operate their cloud environments with capabilities including data residency, confidential computing, document classification and hybrid deployments. Partners will also add value by working with customers to customize the Sovereign Landing Zone, assisting with the audit programs mentioned above, and providing extra readiness, support and transparency. We recognize that our public sector customers have valued relationships with local technology providers and that every country has unique needs. Microsoft Cloud for Sovereignty will offer the tools, the innovation, the processes and the transparency to put the power into the hands of knowledgeable and trusted partners that will support local governments on their digital transformation journey.
For example, in Italy we are working with Leonardo to build a solution that meets the national government’s data classification standards and supports the country’s digital transformation goals with public cloud-based solutions, controls, policy governance and hybrid management.
“Institutions and critical national infrastructures need the modeling, building and management of resilient-by-design Secure National Clouds able to guarantee data integrity, availability and protection in line with country-systems guidelines. Thanks to our extended research and innovation capabilities we can leverage the best from Microsoft Cloud with our capabilities in the cyberspace and in protecting national assets. Our long-term collaboration comes together in a solution that helps ensure the sovereignty of data while at the same time benefiting from the innovation of the public cloud.”
— Gennaro Faella, Senior Vice President Innovation, Leonardo
YouTube Video
Another example is the work we are doing with Proximus in Belgium, where we are collaborating to help meet the privacy and sovereignty challenges of companies and organizations in public and regulated sectors.
“Together, Microsoft’s Azure hyperscale capabilities and Proximus’s hybrid capabilities have the ability to meet many of today’s sovereignty needs. Customers are able to use the most powerful public cloud capabilities while benefiting from the ultimate sovereign and privacy controls relying on our own Proximus infrastructure or the upcoming Microsoft datacenter region in Belgium.
This is building on technical innovations from Microsoft like Azure Confidential Computing, combined with the local anchoring and expertise of Proximus as a trusted cloud service provider. Proximus and Microsoft have a long existing partnership in place, and with today’s announcement will be able to further deliver safe, connected and secure solutions to our shared customers in Belgium, Luxembourg, and The Netherlands.”
— Guillaume Boutin, CEO Proximus Group
We are beginning the initial private preview of Microsoft Cloud for Sovereignty in select locations, and we will share further details over time. As we continue to roll out and expand our solution footprint across our datacenter regions, we look forward to working closely with partners throughout the world to help government customers digitally transform, leveraging today’s powerful capabilities of the Microsoft Cloud.
Tags: Government, Microsoft Cloud for Sovereignty, Security
Jul 13, 2022 Mikhail Parakhin, President Web Experiences, Microsoft
Jun 15, 2022 Judson Althoff
Jun 15, 2022 Charlotte Vuyiswa McClain-Nhlapo, Global Disability Advisor of the World Bank Group, and Jenny Lay-Flurrie, Microsoft Chief Accessibility Officer
May 31, 2022 Çağlayan Arkan
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Prominent market research company Future Market Insights infers that the global document outsourcing services market shall expand at a CAGR of 6.3% between 2022 and 2030.
The COVID-19 outbreak has compelled business organizations to institute remote working arrangements, requiring remote communication, preparation of paperless documents, tax filings and payroll processes. All these procedures have compelled companies to shift to virtual platforms, resulting in an uptake of document outsourcing services.
Besides the pandemic, a general requirement to streamline business operations has prompted small, medium and large scale corporations to invest a major chunk of their revenue in document outsourcing services. All these factors are acting as growth catalysts for the market during the forecast period.
The banking, financial services and insurance (BFSI) sector has effectively adopted document outsourcing services, owing to the voluminous nature of its operations. Looking at the nature of its operations, adoption of document outsourcing services has risen exponentially in the past, and will continue to do so across the forecast period.
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List of Key Players Covered in Document Outsourcing Services Market are:
Key Takeaways from FMI’s Document Outsourcing Services Market:
Browse Detailed Summary of Research Report with TOC @ https://www.futuremarketinsights.com/reports/document-outsourcing-services-market
Document Outsourcing Services Market: Key Trends
Document Outsourcing Services Market: Region-wise Analysis
Document Outsourcing Activities Market: Competitive Analysis
The document outsourcing activities market is composed of a handful of players, which include: Symcor, Hewlett-Packard Co., Max BPO, Lexmark International, Inc., Ricoh Co. Ltd., Fuji Xerox Co., Ltd. and Iron Mountain Incorporated.
The abovementioned market players concentrate on developing and launching new solutions. This is primarily driven by the BFSI industry. Besides, they are also forging partnerships with cloud service providers in the wake of the pandemic crisis to offer remote working solutions. For example, Indigenous Link and Symcor are jointly providing to monitor, track and calibrate document management process in real-time across Canada while collecting data of the indigenous population.
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Detailed Table of Content:
TOC Continued…
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New Jersey, N.J., July 19, 2022 The Document Management Market research report provides all the information related to the industry. It gives the outlook of the market by giving authentic data to its client which helps to make essential decisions. It gives an overview of the market which includes its definition, applications and developments, and manufacturing technology. This Document Management market research report tracks all the recent developments and innovations in the market. It gives the data regarding the obstacles while establishing the business and guides to overcome the upcoming challenges and obstacles.
Document management is a system or process used to capture, track, and store electronic documents such as PDF files, word processing files, and digital images of paper content. Document management can save you time and money. The emergence of paperless offices and the need for increased efficiency is driving the growth of the market. Moreover, high scanning requirements to save space further fuel the growth.
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Competitive landscape:
This Document Management research report throws light on the major market players thriving in the market; it tracks their business strategies, financial status, and upcoming products.
Some of the Top companies Influencing this Market include:eFileCabinet, Zoho Corporation, Microsoft, Google, Ascensio System SIA, Dropbox Business, Box, Adobe Systems, Evernote, M-Files, Office Gemini, Salesforce, Kofax, LSSP, Ademero, Konica Minolta, Lucion Technologies, Speedy Solutions, Blue Project Software, Templafy, SutiSoft, LogicalDOC, DocuXplorer Software, Laserfiche,
Market Scenario:
Firstly, this Document Management research report introduces the market by providing an overview which includes definition, applications, product launches, developments, challenges, and regions. The market is forecasted to reveal strong development by driven consumption in various markets. An analysis of the current market designs and other basic characteristics is provided in the Document Management report.
Regional Coverage:
The region-wise coverage of the market is mentioned in the report, mainly focusing on the regions:
Segmentation Analysis of the market
The market is segmented on the basis of the type, product, end users, raw materials, etc. the segmentation helps to deliver a precise explanation of the market
Market Segmentation: By Type
On-premise
Cloud-based
Market Segmentation: By Application
Government
Healthcare
BFSI
Others
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An assessment of the market attractiveness with regard to the competition that new players and products are likely to present to older ones has been provided in the publication. The research report also mentions the innovations, new developments, marketing strategies, branding techniques, and products of the key participants present in the global Document Management market. To present a clear vision of the market the competitive landscape has been thoroughly analyzed utilizing the value chain analysis. The opportunities and threats present in the future for the key market players have also been emphasized in the publication.
This report aims to provide:
Table of Contents
Global Document Management Market Research Report 2022 – 2029
Chapter 1 Document Management Market Overview
Chapter 2 Global Economic Impact on Industry
Chapter 3 Global Market Competition by Manufacturers
Chapter 4 Global Production, Revenue (Value) by Region
Chapter 5 Global Supply (Production), Consumption, Export, Import by Regions
Chapter 6 Global Production, Revenue (Value), Price Trend by Type
Chapter 7 Global Market Analysis by Application
Chapter 8 Manufacturing Cost Analysis
Chapter 9 Industrial Chain, Sourcing Strategy and Downstream Buyers
Chapter 10 Marketing Strategy Analysis, Distributors/Traders
Chapter 11 Market Effect Factors Analysis
Chapter 12 Global Document Management Market Forecast
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