Guest Column: Remote Workers And Document Management

By Jon Clark

Today, the internet has made it possible to access information from coffee shops and airports anywhere in the world. However, access to documents remains a barrier to many remote workers and travelers who rely on people in the office to retrieve files from file cabinets and fax or email those documents. This inefficient approach ties up people chasing paper and sending and waiting for emails instead of helping customers and generating revenue. Programs like Citrix's GoToMyPC solve the issue by providing access to a PC from anywhere. And other programs like Microsoft SharePoint allow access to shared files on a server. Yet these programs lack essential Document Management functionality that most businesses require to effectively create, manage, audit and retain business documents in a company-wide, controlled, remotely accessible filing structure.

The purpose of this paper is to discuss key considerations for companies who have a need for employees or customers to access documents from remote locations. Many companies today have employees that work exclusively or part-time from an office at home. These workers, as well as workers who travel need to be able to efficiently and securely access and work with documents and document information. Some businesses also have a need to permit their customers to access certain documents on a "self-service" basis. Companies who provide workers with secure access to documentation are more efficient, provide better customer service and are better able to control cost compared to traditional paper-based and scattered electronic file folder approaches.

Some of the key considerations discussed in this paper are:

• Centralization of documents
• Standardization of documents
• Remote worker roles
• Customer document portal