Ricoh Document Governance Index - October 2009

Conducted across Belgium, France, Germany, Italy, Netherlands, Spain and the United Kingdom & Ireland

An exclusive research report fromColeman Parkes Research

Contents

1.0 Introduction to the Ricoh Document Governance Index 32.0 Executive summary 33.0 Overview of key findings 44.0 Spend on document governance is essentialto the business yet not managed strategically 55.0 Control of document spend is sporadic and uncontrolled 76.0 Responsibility for document governance is decentralised 97.0 Surface level view of benefits overlooks long term gains 128.0 Summary 149.0 Conclusion 1510.0 Ricoh’s solutions to govern documents effectively 16

1.0 Introduction to the Ricoh DocumentGovernance Index

This study was conducted by independent research firm Coleman Parkes Research. It was conductedto provide a fresh insight into document management, how it is governed in Europe and how it fits intoday’s economic and technological climate. The term document governance is being used and isdefined as the way an organization controls and manages its business documents. It includes effectivelymanaging the costs, technology, sustainability and security of documents across its operations.A total of 311 detailed interviews were conducted during July and August 2009 with senior decisionmakers (C-level or equivalent) in Belgium, France, Germany, Italy, Netherlands, Spain, and the UnitedKingdom & Ireland. All respondents work in either medium or large companies in the Financial Services;Professional Services; Public and Telecommunications / Utilities and Media sectors across Europe. They areresponsible for document management within their respective organisations. The survey was conductedunder controlled conditions to ensure it provides representative information across Europe and withineach targeted vertical sector.

2.0 Executive summary

This study shows that, despite the fact that 77 per cent of European leaders are aware of the benefits of a document governance strategy, more than three quarters of them have not yet fully implemented a planwithin their business. The lack of cost management is having a direct impact on their bottom line.Moreover, the processes that are in place are sporadic and uncontrolled, with overall responsibilityfragmented and decentralised. In many cases several people across the organisation are responsible and theownership of the process is not clear. The absence of a strategic approach means businesses are missingout on the benefits of a more efficient, sustainable and secure working environment. Therefore, they areleaving themselves vulnerable to duplication of activity and inefficiencies that are affecting their costs andtheir overall business performance.The reality is that implementation of such a strategy can be easily addressed. The next step for businessleaders is to move away from the conventional and short-term view of managing documents to a long-termgovernance model that complements the wider business needs. A document governance strategy can beintegrated seamlessly into an organisation’s existing infrastructure. It simplifies business processes andoffers both short and long term benefits such as, reducing costs and environmental impact, increasingsecurity and applying more effective allocation of resources. This enables business leaders to focus ondriving the growth of their core business.3