Document Needs Assessment

A document needs assessment helps define an organization’s optimal document production strategy. The assessment sets the stage for a comprehensive approach that allows an office to gradually improve its workflow step-by-step, with every step providing guaranteed protection of the document process investment.

A thorough needs assessment is part of a comprehensive document process management solution. It is essential to controlling hidden costs and inefficiencies that can occur in document production and handling.

Why is a document needs assessment necessary?

Industry analyst IDC makes the case that there is a direct correlation between effective document management and improved business performance. Among U.S. executives, 66% to 68% strongly agree that effective document management drives productivity and improved customer service. A significant minority strongly agrees that it drives competitive innovation, profits and revenues.^*

Developing an effective document process management plan that supports good business performance begins with a thorough, expert document needs assessment of existing resources—and proactively plans for future requirements.

How is a proper document needs assessment achieved?

Experienced print and distribution experts conduct the document needs assessment. Using quantitative and qualitative techniques, these experts collect document requirements data; conduct interviews and surveys; evaluate equipment; review workflows; assess people skills, technology and equipment; and review the cost structure of the operation. The information is compared to industry data and an opinion is formulated, taking into account print and distribution needs, and the higher-level organizational objectives.

What will an assessment reveal?

The outcome of a document needs assessment should provide a comparison of current state versus future state. A review of operating costs, staff requirements, workflow, and a list of the equipment and technology required to close the gap between current and future state should be provided.

Internal versus Outsourced Assessment

While tackling the document needs assessment with internal resources may seem like a good way to save money, the process can be time-consuming and can strain business resources. Outsourced service providers that specialize in document process solutions can provide the best results with minimal impact on business operations.

When choosing an outsourced document needs assessment provider, be sure to look for one with:

• Strong expertise in office services and document-intensive business processes
• Deep understanding of document process industry requirements
• World-class technology and access to innovative, unbiased document process solutions
• Knowledgeable and experienced staff trained in document process best practices

Document Needs Assessment with Océ DNA

Océ DNA is an in-depth, on-site service that guides companies to identify and recover hidden document production costs and improve office productivity. Through a systematic approach incorporating quantitative and qualitative analysis, our print specialists design best-fit print strategies that align business requirements with the underlying document processes, allowing organizations to operate at peak efficiency.

Océ DNA accurately:

• Defines the current state of the document process
• Identifies the number of fleet devices and assesses how fully they are utilized
• Pinpoints fleet total cost of ownership to the business
• Targets areas in the document process where costs can be reduced and productivity can be gained

An in-depth, on-site Océ Document Needs Assessment provides companies with the information needed to make fact-based decisions regarding document processes changes. Océ DNA includes insight into document process strengths and weaknesses, so meaningful changes can be made.

The goal of Océ DNA is to help companies:

• Reduce document costs
• Increase document production efficiency
• Improve operational flexibility
• Optimize document output
• Boost workflow performance

By assessing the document process with Océ DNA, companies can reduce costs and improve productivity by up to 40%. Whether in the general office or document processing center environment, Océ DNA delivers a best practice solution that generates real results.

Learn more about fact-based Océ Document Needs Assessment.

^*Halaki, Elizabeth. (2005). Document Process Management: The Case for an Integrated Lifecycle Approach. White paper.