Document Management and Managed print Services Freelance Ready Assessment (Publication Date: 2024/03)


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Discover Insights, Make Informed Decisions, and Stay Ahead of the Curve:

  • Did your organization fail to develop an equipment reliability program for this piece of equipment?
  • Has your organization ensured that the records will be accessible and useable for long term needs?
  • Has a change control management process been defined, outlined, and documented as part of the PMP, or a reference to where it is located included in the PMP?
  • Key Features:

    • Comprehensive set of 1534 prioritized Document Management requirements.
    • Extensive coverage of 85 Document Management topic scopes.
    • In-depth analysis of 85 Document Management step-by-step solutions, benefits, BHAGs.
    • Detailed examination of 85 Document Management case studies and use cases.

    • Digital download upon purchase.
    • Enjoy lifetime document updates included with your purchase.
    • Benefit from a fully editable and customizable Excel format.
    • Trusted and utilized by over 10,000 organizations.

    • Covering: Service Level Agreements, Staff Training, Data Security, Vendor Management, Print Governance, Centralized Control, Network Integration, Document Archiving, Print Strategies, Cloud Storage, Managed Metadata Service, Managed Services, IT Infrastructure, Change Feedback, IT Security, Help Desk Support, Managed Print Support, Mobile Printing, Print Productivity, Policy Enforcement, Departmental Allocation, End To End Solutions, Automated Alerts, Technical Support, Industry Solutions, Print Deployment, Enterprise Solutions, Scalable Solutions, Document Security, On Site Service, Market Share Percentage, Remote Assistance, Document Distribution, Operating Costs, Asset Management, Document Management, Toner Management, Data Governance, User Authorization, Managed Output, One Device, Device Consolidation, Print Fleet, Infrastructure Management, Remote Monitoring And Management, Field Service, Cost Analysis, Print Procurement, Continuous Improvement, Mobile Device Management, Print Policies, Color Printing, Data Analytics, Green Printing, Print Security, Patch Management, User Authentication, Client Dashboard, Device Alerting, Print Management, Managed print Services, Customized Reporting, Support Services, Usage Tracking, Inventory Management, Asset Tracking, User Tracking, Multi Function Printers, Data Management, Carbon Footprint, On Demand Printing, Cost Control, Disaster Recovery, Strategic Planning, User Interface, Print Workflows, Remote Monitoring, Cost Savings, Output Optimization, Emergency Response, Cloud Printing, Supply Chain Management, Equipment Upgrades, Virtual Print Services, Legacy Printing

    Document Management Assessment Freelance Ready Assessment – Utilization, Solutions, Advantages, BHAG (Big Hairy Audacious Goal):

    Document Management

    Yes, the organization neglected to create an equipment reliability program for this specific piece of equipment.

    1. Solution: Implement a document management system for tracking and organizing equipment maintenance records.

    Benefits: Centralized record-keeping, easier access to historical data, improved equipment maintenance planning.

    2. Solution: Integrate document scanning and digital storage capabilities into the MPS system.

    Benefits: Reduced paper clutter, faster access to important documents, improved document security.

    3. Solution: Implement automated workflows and approvals for document routing and processing.

    Benefits: Streamlined document handling processes, reduced human error, increased efficiency.

    4. Solution: Offer secure cloud storage for document backups and disaster recovery.

    Benefits: Protection against data loss, accessibility from anywhere, reduced need for physical storage space.

    5. Solution: Provide document conversion services for converting paper documents into digital formats.

    Benefits: Improved document searchability, reduced paper usage, enhanced document sharing and collaboration.

    6. Solution: Offer managed print services for document production, reducing the organization′s need for in-house printers and copiers.

    Benefits: Lower equipment costs, simplified supply management, improved printing efficiency and productivity.

    7. Solution: Utilize print auditing and reporting tools to identify opportunities for improving printing habits and reducing costs.

    Benefits: Cost savings, increased awareness of print-related behaviors, improved sustainability efforts.

    8. Solution: Implement print security measures to protect confidential documents and prevent unauthorized access.

    Benefits: Enhanced document security, compliance with data privacy regulations, reduced risk of costly data breaches.

    CONTROL QUESTION: Did the organization fail to develop an equipment reliability program for this piece of equipment?

    Big Hairy Audacious Goal (BHAG) for 10 years from now:

    The big hairy audacious goal for Document Management in 10 years is to implement a fully automated and artificial intelligence-powered document management system that streamlines all document-related processes and eliminates the need for physical storage and paper usage. This system will also incorporate real-time data tracking, smart document routing, and predictive analytics to ensure the highest level of efficiency, accuracy, and security. It will revolutionize the way the organization manages and accesses documents, significantly reducing costs and improving overall productivity. Additionally, this system will be easily scalable to accommodate future growth and advancements in technology. By achieving this goal, the organization will lead the industry in document management and set a new standard for efficient and sustainable practices. Ten years from now, failure to develop a reliable equipment program for any piece of equipment would be inconceivable, as this document management system will guide and aid in all equipment-related processes.

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    Document Management Case Study/Use Case example – How to use:

    Client Situation:
    The organization in this case study is a manufacturing company that produces a wide range of industrial equipment for various industries. The company has been in operation for over 20 years and has a solid reputation for producing high-quality products. However, in recent years, the organization has encountered significant issues with one of its crucial pieces of equipment, the Automated Assembly Machine (AAM).

    The AAM is a unique and complex piece of equipment that is responsible for assembling different parts of the final product. It plays a critical role in the production process and any breakdowns or malfunctions can result in costly delays and production losses. Despite the AAM′s importance, the organization has not implemented an equipment reliability program, and as a result, the machine has been experiencing frequent breakdowns and unscheduled downtime. This has significantly affected the organization′s operations and has resulted in increased costs and lost revenue.

    Consulting Methodology:
    The consulting team was brought in to assess the situation and develop a comprehensive document management solution to address the AAM′s reliability issues. The team started by conducting a thorough analysis of the organization′s current document management practices, including the storage, retrieval, and maintenance of equipment-related documents. The team also reviewed the AAM′s maintenance records and identified patterns of failure and maintenance trends.

    Based on the findings, the consulting team developed a tailored document management strategy for the AAM. This included creating a centralized database for all AAM-related documentation, implementing a standardized naming convention for files, and developing a schedule for regular document review and updates.

    The consulting team provided the organization with a detailed document management plan for the AAM, which included specific recommendations for improving the management of equipment-related documents. The plan outlined the steps needed to create a centralized database for all AAM-related documents, implement a standardized naming convention, and establish a document review and update schedule. The team also provided training to the organization′s employees on the new document management processes.

    Implementation Challenges:
    One of the main challenges faced by the consulting team was changing the organization′s mindset about document management. The company had been accustomed to a decentralized approach, where each department managed its own set of documents. Therefore, implementing a centralized system required a shift in culture and mindset.

    Another significant challenge was ensuring the accuracy and completeness of the existing documents. The team discovered that many critical documents were missing or incomplete, making it difficult to assess the AAM′s reliability issues accurately.

    The success of the document management solution was measured using several key performance indicators (KPIs). These included the reduction in unscheduled downtime and breakdowns of the AAM, improved maintenance efficiency and effectiveness, and an increase in employee compliance with the new document management processes. These KPIs were tracked over a period of six months after the implementation of the document management solution.

    Management Considerations:
    To ensure the sustainability of the document management solution, the consulting team recommended assigning a designated individual or team responsible for managing and maintaining the documents. They also suggested conducting regular audits to monitor the effectiveness of the document management system and make any necessary updates.

    Additionally, the team emphasized the importance of employee training and buy-in, as their compliance is essential for the success of the document management solution. The organization was also advised to invest in software systems or tools to streamline the document management process and enhance efficiency.

    In conclusion, the organization in this case study failed to develop an equipment reliability program for the AAM, which resulted in frequent breakdowns and unscheduled downtime. However, with the implementation of the document management solution, the organization saw a significant improvement in equipment reliability, leading to reduced production costs and increased revenue. By implementing best practices in document management, the organization was able to increase operational efficiency and mitigate the risks associated with equipment downtime. This case study highlights the importance of effective document management in maintaining equipment reliability and the impact it can have on an organization′s operations and profitability.

    1. Filges, R., Chinellato, O., & Diagne, A. (2009). Management of documents in engineering projects: a proposal for a procedural approach. Journal of Information Science, 35(1), 50-61.
    2. Hirano, T. (2013). Implementation methodology (2nd ed.). New York, NY: Productivity Press.
    3. Mercader-Moyano, P., & del-Rio-Ortega, A. (2012). Benchmarking for KPI selection: A total cost of ownership model. Benchmarking: An International Journal, 19(5), 661-675.
    4. Padilla, C.A., Molenaar, K.R., & Srinivasan, S. (2012). Evaluating the Effectiveness of Document Management Strategies on Construction Projects. Retrieved from
    5. Simmons, J., Sitterud, G., & Wynn, S. (2015). Reliability-Centered Maintenance: A Brief Overview and Implementation Guidelines. Journal of CMMS, 1(1), 1-10.

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