The age of information-based economy and the highly competitive local and global markets are upon us. The companies that will succeed in these environments are those that can first weed through the data clutter and best focus their organization around collective corporate knowledge. This focused corporate knowledge can then be used to continuously improve business processes, create more productive employees, establish better partner and vendor relationships and quickly respond to customer needs.

The Problem

Where is most corporate information held? For many organizations, it is found in paper-based documents, manuals, newsletters, memos and computer generated files. Information flows from the creator of these documents and then is left to stand stagnant in file folders, back-room shelves, and even in executive doorstops. Rarely are these documents updated.

According to industry analysts, "Only 10-20% of all critical information is available in structured databases – the rest is either trapped on paper or in scattered files within PCs or corporate networks."

Other companies have their corporate knowledge buried deep within proprietary, obsolete computers and applications that only certain employees running the right software have access to. These systems often are duplicated across the organization because employees do not have a sense of the entire corporate knowledge base. Employees often cannot exchange this knowledge with each other because of dissimilar file formats or dissimilar operating systems. This type of information dissemination inside an organization can have a tremendous negative impact on the corporate balance sheet. Decisions in today's global information age need to be made in an instant. Employees no longer have the time to sift through pages and pages of material to find one bit of information. The more time it takes to track down the right information to solve a problem, the more time and money is wasted.

Some of the costs of doing business the old-fashioned way include:

  • Huge printing and distribution costs associated with documents. 
  • Lack of access to vital information creates delays in reacting to customer and employee needs. 
  • Outdated information leads to poor decisions based on erroneous assumptions. 
  • Slow movement of information from executives to employees and vice versa does not allow the company to react quickly to changing market conditions. This equals lost revenue.

Trapping of information in proprietary computer systems requires costly updating of desktop interfaces every time an upgrade is needed. Dissimilar file formats and operating systems mean certain departments or business partners cannot exchange information digitally, forcing them to resort to costly alternative methods. Time- and cost-intensive meetings must be held to spread information through the organization.

The Solution

A better answer to focused corporate knowledge is to deploy DocSurfer Document Management Platform. DocSurfer is an effective tool to combat the waste of time, effort and materials within an organization, while at the same time generating new opportunities for collaboration and productivity. For the first time, an organization has the ability to put one open-standard thin client (the Web browser) as the interface to its corporate information and business processes.

DocSurfer Advantage

Reduction in paper – This can be the biggest reason companies move their documents and processes online. With these now on DocSurfer, centralized printing and distribution can be greatly reduced. Even if printing of these documents occurs, it is on-demand printing at the end-user level.

New Culture

DocSurfer can build a new culture within your corporation. This new culture is one built on information exchange and collaboration. DocSurfer makes it easier to move information within the organization. Departments that once rarely interacted are now collaborating on large projects. An organization that focuses its corporate knowledge in one positive direction is an organization destined for success.

DocSurfer offers best practices in operational efficiency. Employees will have faster access to more accurate information. This will in turn lead to better decision-making and greater effectiveness. With better knowledge, employees will become empowered to go out and create better relationships with customers, suppliers and distributors. Better relationships will lead to greater revenue and lower costs.

DocSurfer Solutions

Everyday, innovative companies are moving their business processes and documents to DocSurfer. The following scenarios represent potential documents and processes that can be moved to the DocSurfer platform. By no means these are the only ideas for ways in which your organization can use DocSurfer:


- Internal departmental information

- Tax and legal

- Contracts

- External partnering information

- Business metrics

- Meeting minutes

- Strategic partner forums

- Stock market tracking/analysis

- Online daily planners

- Business investigation/analysis

- Personalized links - news/weather


 - Accounts payable/receivable

- Invoices

- Budgeting

- Payroll

- Asset management

- Requisitioning systems

- Expense reports

- Financial reports

- Unit reporting and forecasting

- Policies and procedures

- Online time sheets

 Information Systems

 - Technical policies/procedures

- User documentation

- Multimedia-based training

- Technical support and help desk

- Intranet FAQs, publishing guides

- Knowledge repositories

- Paging/communications systems

- Software delivery

- Resource scheduling

- Internet resources

 Warehouse and Distribution

 - Invoices

- Picking tickets

- Proofs of delivery

- Bill of material

- Training material

- Policies and procedures

Human Resources

- Resumes

- Employee handbook

- Telephone/E-mail directory

- Interactive benefits information

- 401(k) tracking

- Employee surveys

- Recruiting/job listings

- Candidate screening applications

- Organizational charts

- Newsletters

- New employee training

 Sales and Marketing

 - Product demos and scripts

- Market research

- Pricing charts

- Sales proposals

- Sales feedback

- Sales forecasts and reports

- Sales team collaboration

- Sales contact management

- Sales multimedia training

- Sales lead management

- Competitor research

 Customer Service

 - Self-service help desk

- Customer info entry/update

- Problem entry and tracking

- Order entry and tracking

- Customer FAQ's

- Customer databases

- Inventory databases

- Customer focus groups

- Service monitoring

- Customer service training

 Manufacturing and Engineering

 - Resource planning

- Product specifications

- Engineering diagrams

- Change orders

- Bill of material

- Safety data sheets

- Test documentation