Opportunities 2012: Three steps for efficient document management

Gerd Rüsse, Head of Group Development at TA Triumph-Adler GmbH, the market leader in the managed document business, explains the three steps that should be taken in 2012 in order to reduce cost pressure, improve efficiency and save valuable resources in document management.

20.12.2011. If Gerd Rüsse had to make one prediction for 2012, it would be the continued increase in cost pressure on all fronts. Medium-sized companies in particular will not be able to afford leaving savings potential unutilised. Public authorities are no different, with budgets currently in a precarious position at all levels and citizens quite rightly demanding prudent management of the public finances.

Despite this rising cost pressure, Gerd Rüsse sees opportunities that can easily be exploited. According to Rüsse, the objectives of improving efficiency and saving valuable resources can be achieved in three steps:

1. Create transparency
The first step towards better and more efficient document management is to analyse workflows, the device infrastructure and all direct and indirect costs, particularly administrative costs. Rüsse explains: "By creating transparency now, you will make the correct decisions later on, as you cannot make meaningful and significant cost savings without a solid foundation.

2. Analyse processes
The second important step is analysis. Which processes need to be paper-based? With digitisation, processes are becoming more reliable, says the Head of Group Development: "Storage errors are avoided, costs are reduced and human resources are not wasted, because extensive document searches cost time and money."

3. Carry out an environmental analysis
For many people, "Green IT" is nothing more than a buzzword. "There is actually real potential here", explains Rüsse. You need to ask questions such as "Where can we save on electricity? How do we avoid waste? Where can savings be made on consumables? How do we make the switch to long-life components?"

He sums up the main points as follows: "Creating transparency and analysing processes and environmental impact will bring you three major steps closer to efficient, cost-saving and resource-saving document management." Based on more than 15 years of experience in the document business with the market leader TA Triumph-Adler, he recommends consolidating different system components together with individual maintenance contracts in an integrated document management system, in which a homogeneous or a heterogeneous equipment pool is organised and maintained. In 2011, TA Triumph-Adler developed KIRK, the Managed Print Services concept with integrated hardware, software and service modules, which makes it possible to utilise potential for efficiency that would otherwise be overlooked or even ignored completely. "Initiative Mittelstand" named KIRK as IT innovation of the year. The Managed Print Services concept is part of the Managed Document Services concept with which the Nuremberg-based company has been market leader for many years. Rüsse stresses that there is far more potential for efficiency to be found in the document management processes than in the devices themselves. To analyse these processes effectively and to develop and implement corresponding solutions, it is best to have a single partner for the entire analogue and digital document management solution.

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Image link: Gerd Rüsse
Caption: Gerd Rüsse, Head of Group Development at TA Triumph-Adler GmbH

Press contact
TA Triumph-Adler GmbH
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D-90449 Nürnberg
Tel.: +49 (0) 9 11/ 68 98 -3 51
E-mail: karl-rainer.thiel@triumph-adler.net

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About TA Triumph-Adler GmbH
In the document business, TA Triumph-Adler is THE specialist. The company analyses, individually advises and realises an efficient document workflow for business customers, in both paper and electronic form, and delivers an effective service. With over 208,000 installed systems and more than 35,000 satisfied end customers and 115 years’ experience in the document business, the Group is the market leader in Germany. Over 400 internal document consultants and 500 internal system supporters ensure a nationwide service. The Group is there for its customers in over 10 legally independent, so-called solution centres (limited companies) in over 50 locations throughout Germany and abroad. TA Triumph-Adler offers complete and unique modular solution concepts (hardware = TOM ‘Total output Management’; service = JAMES; software = DIDO ‘Digital Document Organisation’, asset and system management = ‘KIRK’). The company is a full-line distributor for printing, faxing, copying, scanning, DMS and MDS and has its own financial service provider in the form of TA Leasing GmbH, which provides virtually every form of financing for business customers. Together with the specialised TA Triumph-Adler Corporate Consulting GmbH, the document specialist works with established key accounts both within Germany and abroad. The company provides innovative service solutions through TA Triumph-Adler Professional Services GmbH. During the 2009 business year, TA Triumph-Adler GmbH generated a turnover of EUR 287.5 million with 1,285 employees (150 of whom are trainees). The company demonstrates its social and civic responsibility through the Triumph-Adler foundation “Triumph für Kinder” (account no: 5260500, bank code: 76040061), TA Triumph-Adler GmbH also feels a duty to protect the environment and carries out efficient and comprehensive corporate governance. The company’s headquarters are located in Nuremberg.