Thriving in the New World of Content and Documents

Thriving in the new world ofContent and Documents

• Content Growth• Content Sprawl• Divergent Workflows

Three trends are driving the need toaddress content and documentmanagement:

Content Growth– New content is being created at a crazy

rate!– From sales, to finance, to HR, to legal,

and especially marketing teams

Content Sprawl– Content is being stored in an ever-

widening set of locations!– Company networks, business

applications, personal computers, cloudfile-sharing services, mobile devices,SaaS applications, paper

Divergent Workflows– Professionals are creating new

specialized workflow processes– New processes are facilitated by the

adoption of collaboration technology,specialized SaaS applications, andbusiness velocity

• Productivity is declining• Security is compromised• Sustainability is eroding

These content and workflow trendsare creating significant challenges:

PRODUCTIVITY

The Bottom Line:“Document challenges are robbing organizationsof 21.3% of their overall productivity.”

Melissa Webster, “Bridging the Information Worker Productivity Gap: NewChallenges and Opportunities for IT" IDC, September 2012, pp. 4-5

Lack of Access to the Right ToolsIn orgs with < 100 employees,

57% are not equipped with a PDF editor.

74%

In orgs with 100+ employees,74% are not equipped with a PDF editor.

57%

“The State of Document Productivity in the Workplace.” Nitro, 2014

Editing 30%

Signing 17%

Reviewing 15%

Collaborating 14%

Sharing 14%

None 5%

0% 5% 10% 15% 20% 25% 30% 35%

All forms of interactivity & collaborationare seen as equal challenges.

PDF editing is far and away themost common challenge.

End users face many challenges when working with PDF.


Document Challenges

How Productivity Is Being Lost: The “Old” WayDisparate, inefficient, unsecured document processes and workflows.

SCAN

a

Ab cAb c

PRINT

COLLABORATETRANSFORM

SIGN EDIT

CREATE

PRINTPRINT

SCAN

Printing is a Common HabitAmong Users

Legend: 1 = Never; 5 = Very Frequently

2

2

3

3

3

3

3

4

4

0 0.5 1 1.5 2 2.5 3 3.5 4 4.5 5

password

e_signing

review_marking_up

converting

edit_text_image

forms

sharing

printing

reading

Average Frequency

Frequency of Actions Involving PDF Documents

33% of knowledge workers usea printer, scanner or copier 10+

times/day.


Barriers to Effective Collaboration

Have emailed the wrongversion of a file to a boss,

client, or co-worker

Have found themselvesworking on the wrong

version of a file

48% 6.9hrs/wk

81%

Spent collecting,consolidating, and

deciphering feedback

Harris Interactive Knowledge Worker Survey, 2013; IDC InfoBrief: The Document Disconnect, 2015

Provide the Tool, and It Will Be Used

Average Nitro User engages withNitro at least once per day:

• Edit a document 5 times/week• Combine/merge documents into a

single document 4 times/week• Request collaborators to a document

1 time/week• Request a signature 2 times/week• Sign a document 6 times/week• Add a note to a document 3 times

per week

Businesses See Upside in TacklingDocument Productivity

Execs and managers in sales, HR, procurement, legal,and other departments estimate that improvingdocument processes could lead to:

IDC InfoBrief: The Document Disconnect, 2015

36% Increase in Revenue 30% Cost Reduction

SECURITY

Ponemon Institute, 2015 Security Breaches Study; Ponemon Institute, 2013 Confidential Documents at Risk Study

Security is a Top Initiative to Protectfrom External Attacks

Top data security breaches:

• 39% business information• 27% customer information• 14% intellectual property• 10% employee information

0% 10% 20% 30% 40% 50%

Cloud Computing

Business Intelligence

Security

Mobility

% of respondents

75%

Number of Companies Reporting aData Security Breach

Top Areas of Focus forIT Professionals in 2015

Security is a Top Initiative to Protectfrom Internal Risks

Feel that their organizationis exposed to considerablerisk due to stored content

that is not correctlyidentified

Of U.S. organizationsexperienced leakage or lossof sensitive or confidential

documents

AIIM Industry Watch Content Analytics , July 2015; IDC InfoBrief: The Document Disconnect, 2015

54% 90%

.

76%

Say document processissues impact revenuerecognition or create

auditor issues

Are Your Document WorkflowsCreating Risk for Your Company?

• Paper creates risk• Free conversion sites create risk• Ad-hoc sharing creates risk• Lack of visibility and traceability creates risk

Old Paper Habits Die Hard—Or Not at All

58%

Default to printingand signing a

document receivedvia email

27%

Print PDF documentsin order to review

them


Old Paper Habits Create Risk

• Paper is at the heart of asignificant percentage ofsecurity breaches

• Paper is too easy to destroy.

• Paper is impossible to track,version, or protect.

23%

61%

Of major breaches (affectingmore than 500 individuals)

involve paper records

61% of small breaches involvepaper records

Ponemon Institute, 2013 Confidential Documents at Risk Study

Unvetted PDF Conversion SitesCreate Risk

• Are your employees searchingfor Free PDF Conversion toolsand loading their documentsonto the internet?

• How much can you trust thesesites with your sensitive andconfidential company,customer, and employeeinformation?

Vilnius, Lithuania?

Ad-hoc Sharing Creates Risk

Ponemon Institute, 2012 Security Breaches Study

77% do not provide securedocument sharing/mobile access

solutions for their employees

85% use insecure file sharing toolssuch as DropBox, Box.net, USB

drives, email attachments

Public Drives USB Drives Email Attachments

62% 68% 71%

Most Common Methods of Theft or Loss

Lack of Visibility and TraceabilityCreate Risk


55%

Can’t tell whether a document has beenviewed/reviewed/signed by appropriatepeople and cite difficulty getting status

and visibility into the process

38%

Cite difficulty relating documents orversions of documents into important

context

Business Leaders See Upside Potentialin Improving Document Security


Execs and managers in sales, HR, procurement, legal,and other departments estimate that fixing the‘document disconnect’ will significantly reduce risk.

23%

Risk Reduction

SUSTAINABILITY

Corporate Sustainability: An IntegralPart of 21st Century Business Strategy

• Sustainability is at the top of the listfor CEOs

• In a competitive global marketplace astrong reputation for sustainability willdistinguish a company from itscompetitors.

McKinsey Global Survey 2014

49%

13%

CEO’s see Sustainability as aTOP 3 Initiative

CEO’s see Sustainability as a#1 Initiative

Top Three Reasons OrganizationsAddress Sustainability

Alignment

With company’s goals,mission or values

Reputation

Build, maintain or improvecorporate reputation


.

Cost Cutting

Improve operationalefficiency and lower costs

The reasons why organizations are addressing sustainability has changed in the last fewyears. Cost cutting was a primary factor in 2012 but this has changed to the desire to

integrate sustainability with overall company culture and targets.

43% 36% 26%

Document Management Plays a Rolein Two Core Sustainability Initiatives

Reduce energy use:

Reduce waste created:


List the top sustainability initiatives of your company:

64%

63%

Paperless Initiatives Have Much Upside

Save TreesSave EnergySave SpaceReduce WasteBonus! Save Money

The Paperless Project, Facts about paper: The impact of consumption

Save TreesWhat it takes to make 1 ton ofpaper? (400 reams or 200,000sheets)

Fighting Deforestation• If the current rate of

deforestation continues, it willtakes less than 100 years todestroy all the rainforests on theearth

• Loss of forests contributesbetween 12 and 17% of annualglobal greenhouse gas emissions.

The Paperless Project, Facts about paper: The impact of consumption; Conservatree, Trees into Paper, Pennsylvania Department ofEnvironmental Protection

19K

24

2.2K

Trees

Pounds ofsolid waste

Gallons ofwater

Save EnergyCopiers/printers are the topoffice energy usersEnergy is used in printing, standby,and sleep mode

Production of 1 ton of copypaper uses 11,134 kWhsAmount of energy used by anaverage household in 10 months

Kefron, Paper Waste Content; The Paperless Project, Facts About Paper: The impact of consumption. Reduce.org

Save Space

Kefron, Paper Waste Content; The Paperless Project, Facts About Paper: The impact of consumption. Reduce.org

1 DVD holds as much as28 File Cabinets

281

1Ton200k sheets

1

16GB USB Stick holds1 ton of paper

Reduce Waste

45%

70%

1.5lbs

30%

of the paper printed in offices ends up in the bin by theend of the day

of office waste is paper

amount of paper waste each employee in a business officegenerates per day (2 lbs in financial companies)

of print jobs are never picked up by the user

Kefron, Paper Waste Content; The Paperless Project, Facts About Paper: The impact of consumption. Reduce.org, Xerox: 3 Steps to a Greener Office 2014

Bonus! Save Money

$20 $120 $250

To print a piece ofpaper

(paper, electricity for printer, ink)

To file a document To search for amisfiled document

To recreate a lostdocument

AIIM Study 2014

$1.12

Avoid Costs:

Realize Savings:

$30M Manufacturing company Owens Corning saved $30m infiling cabinet lease costs by going paperless

Document Management ImpactsSustainability Initiatives

• Sustainability is a top priority for CEOs

• Reducing paper waste is a powerful steptowards a more sustainable organization

CONCLUSION

Document Management Trends:Impacting Company Performance

Content Growth

Content Sprawl

Divergent Workflows

Decreased Productivity

Compromised Security

Eroded Sustainability

4 Things You Can Start Doing Today

Provide workers access to the right tools

Eliminate paper wherever possible

Prescribe standardized collaboration practices

Investigate a Smart Documents Platform

Thank you!

Please contact us for further information, or tolearn how Nitro can help your organization.

Visit our Website: www.GoNitro.com

Visit our Blog: blog.gonitro.com

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Thriving in the New World of Content and Documents