M-Files streamlines business processes with intelligent information management

Intelligent information management saves time, reduces errors, and keeps teams productive from anywhere 

M-Files Corporation, the intelligent information management company, is helping organisations streamline their business processes to save time, reduce errors, and keep teams productive from anywhere.  

Research has revealed that 46 per cent of businesses say it’s challenging and time consuming to find the documents they need, while as many as 83 per cent have to recreate documents that already exist because they can’t find them on their corporate network.*  

Chris Smithpartner & alliance manager, M-Files, said, “In a business environment where being competitive means finding ways to cut costs and work more efficiently, streamlining business processes is crucial. However, most businesses get caught up in processes that are too manual, error-prone, and time consuming. Given the mission-critical nature of business information, this is a challenge that businesses need to solve in an efficient and cost-effective way.” 

The research found that 82 per cent of the workers surveyed said navigating through different systems and locations to find the most current versions of documents had a negative impact on their productivity. And, 93 per cent said they couldn’t find documents because they had been badly named or tagged.* M-Files overcomes this challenge by using metadata, or information about the document, to classify it. This means that users can simply search for the information they need and have the relevant documents surface instantly, without having to go searching for information.  

In an environment characterised by distributed workforces, making information easier to find is imperative. Currently, email is the number one way workers store and manage documents, and more than half of the survey respondents saved information locally to their own device.* Both of these methods lock information down, making it inaccessible to their colleaguesThis prevents effective collaboration and can lead to damaging business errors if, for example, the most recent version of a document is locked in someone’s email inbox.  

Version control was an issue some, most, or all of the time for 68 per cent of survey respondents.* M-Files keeps a complete version history to facilitate information governance, and the ability to classify and tag documents using metadata means documents can always be found instantly using the powerful search capability built into M-Files.  

Chris Smith said, “M-Files offers intelligent information management (IIM) to solve these issues. It incorporates input rules that minimise human error and ensure the right version is being used. And collaboration tools mean no more cumbersome email threads.  

Because M-Files is available in the cloud, users can access the information they need anywhere, at any time. This is increasingly important as distributed workforces mean that going into the office to complete tasks may not only be inconvenient, it may be against social distancing or lockdown regulations.  

Document workflows can also be streamlined using M-Files IIM solution. The survey showed that 65 per cent of respondents experienced challenges in reviewing and approving documents.* This challenge is exacerbated for distributed workforces where obtaining a physical signature can take days or even weeks. M-Files workflows notify people when they need to approve documents, and electronic approvals can streamline these processes. 

Chris Smith said, “Using manual document management processes opens organisations up to costly errors, wasted time, and frustrated employees. Collaboration via email, version control issues, lack of remote access to information, and manual processes can all stop businesses from being able to respond fast to opportunities and changing market conditions. In a challenging economic landscape, this is unacceptable. Streamlining business processes with IIM puts control back into the business’s hands and lets staff members focus on their core tasks instead of document management.” 

To help organisations understand how to navigate the new normal and facilitate secure, efficient remote working, M-Files is running an on-demand webinarAttendees will learn the role that IIM plays in helping organisations create a flexible work environment that supports collaboration, streamlines processes, and ensures knowledge workers can work as productively and securely from home as they do in the office. 

To ensure the success of digital transformation projects, attend the M-Files Digital Workplace ANZ Virtual Summit 2020 on September 1-4. Hear from industry experts sharing agile working tips and practical advice on how to provide superior digital experiences to customers and staff. Register for your chosen sessions here. If you can’t attend live, you will receive a recording.  

*2019 Intelligent Information Management Benchmark Report: https://go.m-files.com/Global-IIM-Benchmark-Report-EN-US.html  

-ENDS- 

About M-Files 

M-Files provides a next-generation intelligent information management platform that improves business performance by helping people find and use information more effectively. Unlike traditional enterprise content management (ECM) systems or content services platforms, M-Files unifies systems, data and content across the organisation without disturbing existing systems and processes or requiring data migration. Using artificial intelligence (AI) technologies in its unique Intelligent Metadata Layer, M-Files breaks down silos by delivering an in-context experience for accessing and leveraging information that resides in any system and repository, including network folders, SharePoint, file sharing services, ECM systems, CRM, ERP and other business systems and repositories. Thousands of organisations in more than 100 countries use M-Files for managing their business information and processes, including NBC Universal, OMV, Rovio, SAS Institute and thyssenkrupp. 

For more information, visit www.m-files.com. 

 M-Files is a registered trademark of M-Files Corporation. All other registered trademarks belong to their respective owners. 

M-Files addresses information management for the distributed workforce of the future

Intelligent information management to underpin remote teams working securely and productively

M-Files Corporation, the intelligent information management company, is helping organisations address their urgent and important concerns around facilitating remote work while businesses remain on lockdown and employees continue to demonstrate a preference for working from home.

Globally, 52 per cent of workers work from home at least once every week and 65 per cent of people think they work best from home. However, unproductive time, caused by information management inefficiencies, accounts for a 21 per cent drop in productivity, which could cost as much as US$20,000 per worker, per year.[1]

Chris Smith, partner & alliance manager, M-Files, said, “Many companies don’t know what they don’t know when it comes to inefficient information management. For example, they may think it’s fine that employees send documents via email or make them available externally via online sharing tools; however, this creates significant security concerns as well as making it difficult for team members to know where to find the latest version of important documents. Collaboration can be stymied, mistakes can be made, and organisations can suffer data breaches if they don’t immediately address the issue of how employees are accessing and sharing information while working remotely.”

When working in an office, team members can share documents more securely because they are protected by firewalls and other corporate security measures. When employees log in from home or other remote locations, many of these security protections are no longer in place. This creates vulnerabilities for both the worker and the organisation.

When documents are being saved in a variety of siloed locations and transmitted around the organisation using email and personal file shares, productivity is compromised, and the business can’t guarantee data security or accuracy.

Businesses can address these concerns with a modern, intelligent, cloud-based, and enterprise-grade information management system. A purpose-built system includes built-in security measures that maintain strong data security, while helping to improve productivity for remote employees.

Chris Smith said, “Businesses may have scrambled to facilitate remote working in the early stages of COVID-19 lockdowns, and this was necessary to keep operations functioning. Now, it’s time for organisations to take a step back and evaluate whether these solutions are sustainable over the long term. Chances are, they’ve introduced security risks and aren’t supporting high levels of productivity.

“Organisations should consider implementing a smart intelligent information management (IIM) solution delivered by a reputable provider. The right solution can deliver fast time to value, strong return on investment, and a long-term approach to remote working that benefits both the business and its employees.”

M-Files IIM solution offers five key benefits, including:

  1. A smart security system that maintains data security and integrity.
  2. Traceability and auditability that minimises the risk of errors.
  3. Smart search features that eliminate the time that’s wasted on looking for documents.
  4. Automated business processes that keep information flowing.
  5. Cloud-based deployment that removes the need for on-premise infrastructure.

M-Files classifies information according to metadata, so workers can see contextual search results that surface the right documents based on what information is included in the document, rather than on where the document is saved. This eliminates the time wasted in looking for the right document and ensures that employees are always working with the latest and most up-to-date version.

Chris Smith said, “M-Files can help organisations eliminate shadow IT solutions where they have no control over security or functionality. As an enterprise-grade solution, M-Files is specifically built to handle business requirements. For example, automated workflows can eliminate the tedious manual processes involved in getting documents signed off and finalised, letting workers do their jobs more efficiently. And, M-Files always keeps security top of mind. The solution supports information governance policies and delivers information security no matter where employees are working from.

“M-Files was developed specifically to serve the anytime, anywhere workforce. That has never been more important as it is today and this new emphasis on remote working is likely to continue well into the future. Companies that can develop a workable, long-term strategy to empower workers and manage information more successfully will emerge successfully from challenging business conditions.”

To help organisations understand how to navigate the new normal and facilitate secure, efficient remote working, M-Files is running an on-demand webinar. Attendees will learn the role that IIM plays in helping organisations create a flexible work environment that supports collaboration, streamlines processes, and ensures knowledge workers can work as productively and securely from home as they do in the office.

To ensure the success of digital transformation projects, attend the M-Files Digital Workplace ANZ Virtual Summit 2020 on September 1-4. Hear from industry experts sharing agile working tips and practical advice on how to provide superior digital experiences to customers and staff. Registrations at https://digitalworkplaceanz.com/.

-ENDS-

About M-Files

M-Files provides a next-generation intelligent information management platform that improves business performance by helping people find and use information more effectively. Unlike traditional enterprise content management (ECM) systems or content services platforms, M-Files unifies systems, data and content across the organisation without disturbing existing systems and processes or requiring data migration. Using artificial intelligence (AI) technologies in its unique Intelligent Metadata Layer, M-Files breaks down silos by delivering an in-context experience for accessing and leveraging information that resides in any system and repository, including network folders, SharePoint, file sharing services, ECM systems, CRM, ERP and other business systems and repositories. Thousands of organisations in more than 100 countries use M-Files for managing their business information and processes, including NBC Universal, OMV, Rovio, SAS Institute and thyssenkrupp.

For more information, visit www.m-files.com.

M-Files is a registered trademark of M-Files Corporation. All other registered trademarks belong to their respective owners.

[1] M-Files: Remote Working Document Management Benchmark Report (https://motivetr.cloudvault.m-files.com/SharedLinks.aspx?accesskey=3686967d0abf2072814aae8f4b2cbb25082c886f0353b15a3cc6832dae5ec0ce&VaultGUID=ACF7FC8D-2A41-43FD-BACC-FDD895870357)