Sandra NgGroup VP, IDC Asia/Pacific Practice Group
With the digitalization of everything, very little in the workplace will be left untouched. Print and document management included.
IDC predicts that by 2017, smart multifunction printers (MFPs) will serve as the foundation for a majority of enterprise office printing solutions.
Today’s increasingly digital workspace will drive the transition of the MFP from a copy/print output device to one with integrated intelligence. Software functionality, including security, mobility, cloud support, and predictive analytics enable organizations to improve operational efficiency, reduce costs, and ensure document security.
Digital transformation (DX) will also spur investment toward automation. Over the next 12-18 months, IDC expects the integration of advanced technologies to enable enterprises to maximize workflow automation, eliminating inefficiencies and improving productivity by 25%.
Indeed, the days of paper forms, manual processing and heavy reliance on human resource are slowly diminishing. 3rd Platform technologies such as cloud-based applications, mobile devices and social business are driving new imaging and output requirements.
Print and copy infrastructure is no longer just about hardware. Everything around print and document management, including policies, processes and technologies within the document ecosystem, calls for a rethink of strategy.
The rising mobility of workers and the growing enterprise use of mobile devices such as smartphones and tablets are fundamentally changing how, and where, we create, access and produce documents.
Emphasis on the digital customer experience is also a key driver to reimagine print and document management. With the mashup of mobile and social, the emphasis will be on delivering a better experience around printing from mobile and social sources.
For most IT departments, DX presents challenges in keeping up with the needs of the business while ensuring security and compliance in a cost-effective manner.
IT heads are aware of the importance to “right size” their print infrastructure and to look beyond hardware. Their challenge, however, is in moving to higher levels of print and document management maturity which require automation and optimization of document-intensive business processes.
This is where executive buy-in and line-of-business support are critical. Enterprises ready to reap the benefits of a transformed print and document management infrastructure will also need to tap a larger pool of expertise outside of the organization.
IDC predicts that by 2020, over one-third of midsize and large organizations will have transitioned to a contractual model for management of print infrastructure. This could be as simple as an ongoing agreement for consumables and break/fix services, or it could take on a more strategic focus in the form of a managed services agreement involving complex document workflows.
Success in the DX era requires a reengineering of print and document workflows to realign with business goals.
According to IDC’s Print and Document Management MaturityScape, the most mature organizations will reengineer print and document workflows to align with business goals.
These “thrivers” are characterized by four top traits. They have collaborated with stakeholders and garnered senior executive sponsorship for an enterprisewide print and document strategy. A governance structure is also in place to enforce their policy around managing device life cycles and establishing rules for how and where documents are accessed and produced.
Such trailblazers have leveraged technology and processes for optimized and continuous improvement toward the desired business outcomes.
How optimized is your printing and document management environment to meet your organization’s digital transformation goals?