05 AUTOMATE YOUR BUSINESS PROCESSES
ECM workﬂows (for invoice or contract approvals, for example) also support work eﬃciency and risk management. They can be used to describe and automate certain processes within the organization to ensure consistency.7 For instance, with automated workﬂows, an invoice progresses through the approval process automatically – in accordance with a pre-deﬁned procedure from one approver to the next, without any manual work involved. This minimizes human error and expedites workﬂows. Further, workﬂows enabled by IIM systems don’t rely on paper copies, scanning, physical signatures to approve — which can be a mess to track and execute. Process and workﬂow management are at the core of intelligent information management systems, and often include notiﬁcation capabilities informing individuals of documents to review. Users always have visibility of the current state of an invoice, or other document, within the workﬂow. Thus, the process is streamlined, less error prone, and auditable. ECM workﬂows can also be used to set and monitor training and learning requirements for employees, allowing organizations to take control of risk management in areas such as occupational safety. Imagine, for instance, a machining company acquires a new piece of equipment which can be dangerous if misused. The company may require applicable employees to read the user guide and safety guidelines. With an ECM, the company can see at a glance if those employees have read the required information.