Document auditing

What is document auditing?
We have already shown that the production, transmission and management of documents is a significant business expense. However, in many organisations it has not been subject to a stringent audit process to find out if the expenditure incurred is excessive to the needs of the business. In the area of document auditing we provide two main services. Firstly, we are able to undertake a detailed analysis of the documents which are generated and distributed in an organisation and evaluate whether the money is well spent (Auditing Analysis). Secondly, in environments which are more complex, we can provide the ability on an ongoing basis to manage all aspects of documents in the business (Ongoing Auditing).

How do we undertake auditing analysis?
Within a small organisation, or at a workgroup level in a larger organisation, our account managers have been trained to undertake document analysis. With their experience, this can be a relatively simple process, which will look at the types of documents and their special requirements and then provide a cost benefit analysis. It will ensure that a coherent view is taken of all of the costs involved – capital, consumables, warranty and service and support.

In larger organisations, especially with a wide area network deployed more sophisticated tools may be required. Part of our approach is to ensure that we choose the correct tool to deliver a comprehensive solution. With customer services and support we have consultants with the expertise to tackle complex document issues. They have a variety of software options to deploy where necessary, for example application software may be placed in such a way that will automate the analysis of document production wherever it occurs. This will provide a detailed picture to enable action to be taken.

How do we undertake ongoing audit analysis?
Understanding all aspects of documents in the organisation, generating an appropriate solution, is key to ensure that control is maintained. Some capabilities are in-built with many of our manufacturers. However, in environments where there are multiple devices in use, a control mechanism which sits on the network may be required. This software application monitors document events as they occur. It will intervene if an inappropriate device is used for document production, for example, the cost per copy on a high volume machine may be much less than that on a small device and the software will route off documents to the correct device. It will also provide systems managers with the reporting and analysis tools to monitor production across the WAN.

Document Auditing Process
Initial guidance meeting, where we discuss with you the overall environment and identify areas that require particular attention specific to your company. Workgroup/departmental analysis of the printing and copying environment, including discussion with the staff to unearth any current issues. Page Coverage document examination from samples. Operating cost analysis, including consumable consumption and estimated cost-per-page reports. Detailed analysis by printer/copier of page coverage and running cost. Examination of current network printing structure, and identification of possible network traffic issues. Identification of possible hardware relocation to increase productivity/reduce costs. Summary report, including recommendations for a future network print strategy.

Like to know more?
The best way to learn more about document auditing is to talk with one of account managers. Just click on the enquiries icon, send us an e-mail to enquiries@annodata.co.uk or give us a ring on 01923 331 304.