Streamlining Crane Business Operations with Document Management Solutions
Collecting, securing, processing and accessing documents can be a challenge for crane businesses of all sizes. For Larry Cohn, president of the Business Process Automation Company (BPAC), the key to effectively managing business related documents is to streamline processes with an automated solution.
Recently, Cohn discussed the business management challenge and the value of a targeted system with Crane Hot Line:
Q: What is the challenge facing crane and rigging companies when it comes to business processes and document management?
Of particular importance for the crane industry is the ability to maintain and easily access training certifications, and HR and equipment maintenance records. Other challenges include changing requirements by government agencies, internal policies and manufacturer updates.
Processing documents for accounting, onboarding, contracts, work and purchase orders takes an enormous amount of labor time and is subject to human error when inputting data manually and routing documents. Being able to update, revise and save revisions is a challenge as well.
Q: How does the need for enhanced cybersecurity impact the ability to manage documents and workflow processes?
Cybersecurity protection benefits are very straightforward. Workstations and servers, which can be attacked and have documents and information stolen for ransom or other reasons, should be protected. The weakest link in information processing and archiving is usually the workstation that accesses the information being stored in the company’s main system.
Each system should have ransomware protection, malware protection, patch management and multi-factor authentication installed. Companies should have a thorough security assessment, and all employees should go through a best practice training class. The organization should also have cybersecurity insurance as a hedge, should something occur.
Q: What are the costs of not addressing those challenges?
The costs are both soft and hard. They include implementing solutions in all phases of the operation, updating procedures and labor costs to accomplish daily work. Of course, exposure to outside and inside threats from not protecting your data could cost the company its existence.
Q: How can you measure the ROI on an investment in these types of systems and solutions?
There are measurable savings from reducing the overall cost of processes, including reducing the labor cost for processing documents while reducing errors. Using technology to automate processes and capture data directly from electronic forms — and move it to other business systems — greatly reduces administrative time.
One feature of a business process automation solution is the ability to link systems and easily access documents without leaving an application. Having access to any document from anywhere on any device greatly accelerates the ability to continue working. An added benefit is a system that improves processes.
Q: What should a company look for in a provider of business process solutions?
The qualifications of a supplier and its solution are especially important. Having one company provide everything is a big plus as is a system that is modular so you can fix inefficient processes one at a time, not try to fix the entire operation at once.
You want a firm with knowledge of business processes and the technical capability to automate them. The key is not to force the customer to fit a solution, but to have a solution fit the customer’s way of doing business.
