Enterprise content management is your path to a paperless office

For a long time, the vision of a paperless office was an ideal rather than a
practical reality for most businesses. However, with modern advancements, enterprise content management (ECM) is your path to a paperless office. A fully digital, efficient, and organised workplace is now achievable! ECM solutions like Kyocera Cloud Information Manager (KCIM) and Kyocera Enterprise Information Manager (KEIM) enable businesses to digitise, store, and retrieve information seamlessly, reducing the need for physical documents while enhancing data accessibility and security. If your business is exploring digitisation options, ECM could be the transformative solution you’ve been waiting for.

Digitising content for a modern office

Enterprise content management solutions offer more than digital storage. They help businesses transform document management workflows from start to finish. Kyocera Cloud Information Manager allows for streamlined digitisation of physical documents, helping businesses convert paper files into accessible digital assets. This conversion isn’t just about saving paper—it’s about enhancing productivity. With digital files, employees no longer need to sift through mountains of paper or spend time elbows deep in an old filing cabinet. Instead, they can instantly retrieve, share, and collaborate on documents, regardless of their location. This streamlined process saves
valuable time and reduces the risks of lost or misplaced documents. It also facilitates more productive hybrid working environments, which many businesses have adopted in some form. Additionally, with features like one-click indexing, you can eliminate duplicate files and ensure you are working on the most recent version of a document. 

Enhancing security with controlled access

Physical files are prone to damage, misplacement, or even unauthorised access. Secure information management is more important than ever, with breaches of personal and confidential data resulting in large fines and significant reputational damage. 

With the best CMS systems, documents are stored securely in the cloud or on local servers. Kyocera’s solutions provide multiple layers of security to protect sensitive information. KCIM is a cloud-based document management system, eliminating the need for onsite servers and the associated maintenance costs. All information is stored on encrypted servers, ensuring all your data is safe. User access controls and audit trails keep data secure and compliant with regulations. By using a content management system, businesses can manage user permissions effectively, ensuring that only authorised personnel can access specific documents, and any changes are tracked. Read more about why secure information management is more important than ever in one of our previous blogs. 

Automating workflows for greater efficiency

One of the standout benefits of ECM is its ability to automate routine tasks, eliminating the need for repetitive, manual document handling. By automating these processes businesses also minimise the risk of human error, such as the misfiling of a document. With KEIM, businesses can set up automated workflows for processes like document approval, contract management, and invoice processing. For instance, incoming invoices can be automatically directed to the right department for review, saving time and reducing errors. Automation helps to standardise processes, improve accuracy, and reduce delays, enabling employees to focus on high-value tasks that drive business growth. From HR and finance to customer service, automation supports faster responses and reduces the administrative burden, directly impacting customer satisfaction and employee productivity.

Driving sustainability 

Moving towards a paperless office is not only an efficient choice but also a sustainable one. Reducing paper consumption and minimising physical storage requirements lower a business’s environmental footprint. Combining this with an energy-efficient multi-function printer such as Kyocera’s ECOSYS range during the transition period allows for existing print requirements to be met sustainably while enabling seamless integration into the ECM system.

For organisations committed to increasing the sustainability of their business operations, Kyocera’s ECM tools offer a straightforward way to drive office sustainability by reducing waste, cutting emissions and operating more efficiently. Kyocera itself has strong sustainability goals, therefore, we are always eager to innovate with eco-conscious solutions that align with businesses looking to reduce their environmental impact. 

Enterprise content management is your path to a paperless office

Enterprise content management is your path to a paperless office, and an upgrade to how your business operates, collaborates, and innovates. By digitising documents, enhancing security, automating workflows, and embracing sustainable practices, you can optimise your work environment for the modern age. For businesses ready to elevate their efficiency and commitment to sustainability, Kyocera’s ECM solutions offer the tools to make the paperless office a powerful reality.

To see how Kyocera Cloud Information Manager (KCIM) or Kyocera Enterprise Information Manager (KEIM) can be integrated into your current print environment, don’t hesitate to reach out and one of our experts will be in touch!