Are you faced with the daily challenge of effectively managing a multitude of documents and data in your company and wondering how to optimize this complex process?
The Output Management System (OMS) could be the solution you're looking for, and AirProcess guides you through this concept.
Indeed, an OMS is a powerful technology designed to centralize and automate document management.
Here are the key points we will cover in this article :
- Automation of output processes: how the OMS simplifies the distribution and management of documents.
- Enhanced compliance and security: the importance of the OMS in regulated industries to ensure compliance with legal standards.
- Integration with ERP and CRM systems: the OMS's ability to synchronize with other systems for a smooth and consistent workflow.
By adopting such a tool, you do more than modernize your document management.
You take a proactive step to strengthen the security of sensitive information, reduce operational costs, and speed up internal communications.
Imagine an environment where documentation errors are minimized and where every document is exactly where it should be, instantly accessible as needed.
Let’s explore together how integrating an OMS into your infrastructure can not only meet your current needs but also position you advantageously for future challenges.
Which processes within your organization immediately benefit from optimized document management?
Now, let’s start the conversation and find out together.
1) What is an Output Management System (OMS)?
The OMS is a technology designed to manage and optimize a company’s document and data output.
It is a system that centralizes the management of printing, distribution, and document storage tasks, thereby automating business processes for better efficiency and compliance.
2) Why use an OMS?
a) Opportunity to reduce operational costs
In highly regulated industries, such as the pharmaceutical, financial, and public sectors, the OMS plays a crucial role in ensuring compliance with legal and regulatory standards.
It helps maintain complete traceability of documents, recording every action taken on a document for full accountability.
b) Compliance and security with the OMS
The OMS strengthens the security of sensitive information through strict access management protocols and data encryption.
This is essential to prevent unauthorized access and ensure that information remains secure in accordance with regulatory requirements.
In summary, using an OMS optimizes business processes through automation and proves indispensable for maintaining regulatory compliance and data security.
c) Integrating the OMS with existing systems like ERP and CRM
An OMS integrates effectively with other enterprise systems such as ERPs and CRMs.
This integration ensures a continuous and seamless workflow, allowing better communication between different departments.
For example, data can be automatically extracted from the ERP system to create documents via the OMS, which are then distributed according to predefined settings.
3) OMS capabilities and benefits
a) Key features of a good OMS
An essential feature of a good OMS is its ability to integrate smoothly with other enterprise systems, such as ERPs, CRMs, and DMSs.
This integration enables an automated workflow that facilitates the sharing and management of information across departments.
System flexibility and scalability
An effective OMS must be flexible, able to adapt to the changing needs of the business, and scalable to support its growth.
It must support a variety of document formats and be capable of handling a high volume of data without compromising performance.
b) Details of essential characteristics to look for
1) Tracking and reporting
Advanced tracking and reporting capabilities are important for an OMS.
They allow companies to monitor and analyze the flow of their documents, offering valuable insights into business processes and helping identify areas for improvement.
2) Multichannel support
A good OMS should offer multichannel support, capable of managing not only printing but also electronic distribution via emails, the cloud, and other digital platforms.
This versatility ensures that all users, regardless of their preferred communication method, are well served.
By integrating these key features, an OMS does more than simplify document management; it actively transforms business operations, improving productivity, security, and overall company compliance.
c) Measuring the ROI of an output management solution
1) Initial costs and savings
To measure the return on investment (ROI) of an output management system or Output Management System (OMS), it is important to compare the initial acquisition and implementation costs with the long-term savings achieved.
These savings can come from reduced printing costs, decreased paper expenses, improved employee efficiency, and fewer errors due to automation.
2) Payback time
Payback time is another important indicator.
It is the time required for the savings generated by the OMS to fully cover its initial cost.
This calculation helps determine when the investment will start generating a net benefit for the company.
3) Process improvement
The operational efficiency of an OMS is also measured by its impact on the company’s business processes.
This includes the speed of document processing, improved information distribution, and the ability to respond quickly to customer requests thanks to better document management.
4) Key performance indicators
Key performance indicators (KPIs) such as average document processing time, document error rate, and customer satisfaction level are essential to evaluate the OMS’s operational effectiveness.
These measures provide concrete data on system performance and its direct impact on company operations.
Using these methods to evaluate both financial and operational effectiveness, companies can obtain a clear picture of the ROI of their output management system, helping them make informed decisions on adopting and optimizing these technologies.
d) Choosing the best system for an SME
1) Cost and profitability suited to your project
For a small or medium-sized enterprise, the initial cost of an output management system (OMS) is a decisive criterion.
It is important to choose a solution that offers a good balance between features and price.
SMEs should look for OMS solutions that do not require massive investments in additional hardware or software and that offer flexible pricing plans suited to their document volume.
2) Ease of use and available technical support
An OMS intended for an SME must be easy to use so as not to require extensive training.
Access to responsive and competent technical support is important because SMEs often have limited resources to manage technical issues.
Therefore, an intuitive interface and a good user experience are essential to allow employees to master the system quickly.
e) Relationship between OMS and ECM (Electronic Content Management)
1) Complementary functions
1) Integration and workflow
The Output Management System (OMS) and Electronic Content Management (ECM) are two systems that, when integrated, optimize document management within companies.
The OMS handles the distribution and output process of documents, while the ECM focuses on their capture, storage, and archiving.
Together, they create a coherent and automated document flow that improves operational efficiency.
2) Optimization of document management
Integrating the OMS with an ECM system allows smooth transition of documents through different stages of their lifecycle.
For example, a document generated by the OMS can be automatically archived in the ECM with the appropriate metadata to facilitate later search and retrieval.
2) Operational synergy
1) Improved compliance
The combination of OMS and ECM ensures better compliance with legal and regulatory standards in document management.
These systems help maintain accurate records and ensure that critical documents are handled and stored in a secure and compliant manner.
2) Optimized efficiency
The tool facilitates the automation of output processes, while the ECM provides fast and secure access to those documents once archived.
This synergy between the two systems reduces the time needed to manage documents and increases employee productivity, as they spend less time searching for information and more time on value-added tasks.
The integration of OMS and ECM brings significant added value to companies by automating the complete document flow, from creation to archiving, while ensuring compliance and improving accessibility and information management.
f) Optimization of document workflows
1) Effective configuration of workflows
Automation of repetitive processes.
To optimize document workflows within a company, it is necessary to implement automations for repetitive tasks.
For example, automating the capture of documents upon receipt (via scanner or email) can significantly speed up initial processing.
The OMS can be configured to automatically recognize and classify these documents based on their type or importance, thereby reducing manual processing time.
2) Workflow improvements
Implementation of intelligent routing rules
Intelligent routing of documents is an advanced OMS feature that automatically directs documents to the appropriate people or departments based on predefined rules.
For example, invoices can be sent directly to the accounting department while contracts are routed to the legal department, thereby optimizing processing and approval times.
Faster reviews and approvals.
The OMS can be configured to facilitate and accelerate review and approval processes.
By setting up workflowss where documents are automatically sent to the next people in the approval chain as soon as a step is validated, the OMS eliminates delays often caused by manual document transfers.
g) Industries that benefit from the OMS
Below are examples of specific sectors where the OMS is particularly useful:
1) Healthcare sector
- Patient record management: the OMS automates the creation, management, and archiving of patient records, reducing errors and improving access to vital information.
- Regulatory compliance: helps healthcare institutions comply with strict regulations on patient data confidentiality.
2) Financial sector
- Transaction processing: automates documentation processes for financial transactions, ensuring speed and accuracy.
- Compliance reporting: simplifies the creation of regulatory reports needed for audits and internal controls.
3) Education sector
- Student document management: facilitates the management of student records, enrollments, and examinations.
- Communication with stakeholders: enables effective and secure communication between institutions, students, and parents.
4) Manufacturing sector
- Order tracking: optimizes the management of purchase orders, invoices, and deliveries, thereby improving the supply chain.
- Technical documentation: ensures the management and updating of technical manuals and safety procedures.
5) Public sector
- Administrative document management: automates the processing of documents such as permit applications, declarations, and tax files.
- Transparency and accessibility: improves access to public documents, supporting government transparency and citizen engagement.
6) Retail sector
- Inventory management: helps with the documentary management of stock, orders, and returns efficiently.
- Marketing campaigns: enables targeted and personalized distribution of promotions and advertisements.
h) Improving document traceability
1) The importance of traceability
Security and compliance
- Data security: traceability allows tracking who accessed a document and when, thereby strengthening the security of sensitive information.
- Regulatory compliance: in sectors such as healthcare and finance, precise traceability is crucial to meet legal and regulatory standards.
Process optimization
- Error reduction: effective tracking helps identify and correct errors quickly, improving document quality.
- Audit and control: traceability facilitates audits by providing a clear history of actions performed on documents.
2) Techniques for effective tracking
Using the Output Management System (OMS)
- Automatic logging: the OMS can automatically record every action taken on a document, including edits, access, and archiving.
- Real-time alerts: configure alerts to notify responsible parties in case of unauthorized changes or suspicious access.
Integration with existing systems
- Synchronization with ERP and CRM: integrate the OMS with ERP and CRM systems for seamless traceability across different departments and functions.
- Use of tags and metadata: apply tags and metadata to facilitate searching and tracking documents across the system.
4) Integrating an OMS for optimized document management with AirProcess
1) Automation of document processes
AirProcess could facilitate the automation of processes by allowing users to create custom workflows that include outgoing document management.
For example, documents automatically generated by the OMS, such as reports or invoices, could be processed and tracked via AirProcess workflows, ensuring rigorous monitoring from creation to distribution.
2) Analysis and reporting
By integrating AirProcess’s advanced analytics capabilities with data processed by the OMS, companies could gain increased visibility into the effectiveness of their document processes.
AirProcess’s analytics tools could help identify bottlenecks in document workflows and provide insights for continuous improvements.
3) Automation of document creation
With AirProcess, users can design forms and workflows that automatically generate documents such as contracts, reports, and order confirmations.
These documents can be automatically formatted, populated with accurate data, and prepared for distribution without manual intervention, which is a key feature of an effective OMS.
4) Multichannel distribution
Once documents are generated, an OMS can handle them for distribution across different channels.
Whether by email, print, or online publishing, AirProcess can integrate with systems that orchestrate this distribution, ensuring documents reach recipients by the most appropriate means.
5) In summary
The AirProcess offering naturally fits within an OMS framework by providing an intuitive platform for creating custom workflows, secure document management, and detailed process analytics.
This synergy between AirProcess and output management systems can transform how companies manage their documents, improving efficiency, compliance, and security while offering unprecedented flexibility in business process management.
5) Concrete illustration of the OMS benefits
a) Its contribution to digital transformation
Contribution to digital transformation
The Output Management System plays a pivotal role in companies’ digital transformation by automating document flow management.
By integrating the OMS with existing systems such as ERPs and CRMs, companies benefit from a continuous and seamless workflow, crucial for effective digitization.
For example, data automatically extracted from an ERP can be used to generate documents via the OMS, which are then distributed according to predefined criteria, thus reducing communication delays and increasing company responsiveness.
b) Facilitating collaborative and remote work
The system automates document processes, ensuring files are sent to the appropriate people according to predefined rules.
For example, a sales report created in a subsidiary in Asia can be automatically sent to the management team in Europe for validation, without any manual intervention.
This automation ensures that necessary documents are always available to all team members, regardless of their location.
c) Managing large volumes of data
1) Processing and analysis capabilities
The Output Management System is an effective solution for companies facing the management of large quantities of data.
Its ability to process and analyze vast volumes of information makes it a valuable tool.
2) Automated data processing
The tool facilitates the automated collection, processing, and distribution of documents across the company.
Using advanced technologies like machine learning and automation algorithms, the OMS can sort and process data from various sources, such as emails, online forms, and ERP or CRM systems.
For example, for an online retailer, the OMS can automatically extract customer order information received by email, process it, and integrate it into the order management system for further handling.
3) Advanced analysis and reporting
With its integrated analytics capabilities, the OMS offers powerful tools for monitoring and analyzing document performance.
These tools allow companies to generate detailed reports that help identify bottlenecks in document workflows and make informed decisions to optimize processes.
For example, a manufacturing company can use the OMS to analyze the lifecycle of its technical documents, from creation to archiving, to detect delays and optimize processes for better compliance and efficiency.
d) Training required to use an OMS
Effective use of such tools requires appropriate training to maximize their benefits.
Here are essential resources and programs to train users to optimally operate these systems.
1) Through internal training programs
Companies should consider developing internal training programs specific to their configuration.
These sessions can include tailored tutorials, hands-on workshops, and Q&A sessions to address the company’s specific use cases.
For example, a manufacturing company could organize training on how to use the tool to manage workflows for technical documents and operation manuals.
2) Online training with webinars
Many vendors offer online training, webinars, and video tutorials to help users understand how the system works.
These resources are often available on vendors’ websites or via online learning platforms specialized in technology and business process management.
3) Through professional certifications
Obtaining certifications specific to output management systems can be extremely beneficial for IT and document management professionals.
4) Via technical documentation and help resources
Users should have access to comprehensive technical documentation, including user manuals, FAQs, and troubleshooting guides.
These documents should be easily accessible, ideally online via an intranet or a content management system, to allow users to quickly find solutions to their problems or answers to their questions.
These training programs and resources are essential to ensure teams can effectively use the OMS in their roles, thereby ensuring the company fully benefits from the system’s capabilities to optimize its processes.
6) OMS implementation and management
a) Your first steps for a successful implementation
Implementing this tool requires careful planning and a clear understanding of your business needs.
Here are the initial steps and essential considerations to successfully integrate an OMS into your enterprise environment.
1) Assessing your needs
First of all, assess your company’s specific document management needs.
Identify weaknesses in your current workflows and determine how an OMS can improve them.
For example, if your company suffers from delays in document distribution or non-compliance with security standards, these areas should be prioritized during the OMS implementation.
2) Choosing a suitable system
Select a system that aligns with the size and complexity of your company.
Large companies may require robust solutions with advanced reporting and tracking capabilities, while SMEs may benefit from simpler, more flexible solutions.
Ensure the tool can easily integrate with your ERP, CRM, and other existing document management systems.
3) Planning the implementation project
Develop a detailed project plan that includes clear objectives, timelines, and specific responsibilities.
This plan should also provide for testing phases to ensure the OMS works as intended in your IT environment without disrupting existing operations.
4) Training and support
Plan training sessions for all software users to ensure they are well prepared to use the system effectively.
It is also important to set up responsive technical support to quickly resolve any issues that may arise after implementation.
b) Costs associated with installing an OMS
Installing the system is a strategic investment that requires a thorough analysis of initial costs and long-term benefits.
Here are the main financial aspects to consider when implementing an OMS.
1) Acquisition and installation costs
Purchasing software licenses, acquiring necessary hardware, and commissioning fees are the first costs to consider.
These expenses vary depending on company size and the complexity of the chosen system.
2) Training and support costs
User training and the establishment of technical support are essential to ensure effective use of the solution.
Training costs may include internal sessions or hiring external consultants.
Technical support can also incur recurring costs depending on the level of service subscribed.
3) Integration with existing systems
Integrating the OMS with ERPs, CRMs, and other IT systems may require customized adaptations, resulting in additional development and testing costs to ensure full compatibility.
4) Operational costs
These include expenses related to the daily operation of the tool, such as power, hardware maintenance, and software updates.
These costs are often underestimated but can significantly affect the return on investment (ROI).
5) Analysis of financial investments
To evaluate the investment effectiveness in an OMS, it is crucial to compare implementation costs with savings generated by process improvements, error reduction, and workflow optimization.
Key performance indicators (KPIs) like document processing time, error rate, and customer satisfaction are important measures to assess the OMS’s direct impact on company operations.
By carefully planning these expenditures and analyzing expected benefits, companies can maximize their OMS’s efficiency and ensure a favorable return on investment while substantially improving their business operations.
7) Conclusion
The Output Management System (OMS) radically transforms how companies manage and distribute their documents.
This system centralizes printing, distribution, and storage tasks, automating business processes for increased efficiency and strengthened compliance.
Especially in regulated sectors such as pharmaceuticals, finance, and the public sector, the OMS not only ensures rigorous compliance but also optimizes operational costs through automation.
This tool is not limited to managing document outputs; it integrates deeply with existing systems like ERPs and CRMs to streamline interdepartmental communications.
This integration allows companies to make the most of their technology investments, facilitating a full digital transformation by improving workflows and reducing communication delays.
Frequently Asked Questions
a) Update frequency
- Regular updates: it is recommended to perform updates at least once per quarter to incorporate the latest improvements and security fixes. This helps keep the system up to date with the latest security and performance standards.
- Updates in response to threats: if vulnerabilities or specific exploits that could affect your OMS are discovered, immediate updates are essential to protect your data and infrastructures.
b) Recommended procedures for updates
- Planning: schedule updates during off-peak hours to minimize impact on normal business operations. Ensure all stakeholders are informed of the maintenance window.
- Pre-deployment testing: before deploying an update to the production system, test it in a development or test environment to verify it does not cause malfunctions or conflicts with existing configurations.
- Backup: always perform a full backup of your data before applying updates. This ensures you can restore the system to its previous state in case of problems with the update.
- Documentation: document the update process, including the versions applied and details of any changes or improvements made. This is crucial for change tracking and security audits.
- Continuous training: inform and train users on new features or changes introduced by updates to ensure optimal use of the system.
These practices ensure that your OMS remains not only functional and secure but also aligned with your company’s evolving needs.