Office information system service

There are various types of information existing in the office applications simultaneously including paper documents, video information, voice information, electronic information, etc. With the rapid development of information technology and constant upgrade of office applications, the total volume of information is also exploding with more and more formats and increasingly diversified contents, while the information management is moving gradually towards electronic, intensive, process-based and integration directions. To improve the efficiency of information management and transfers, saving management costs and increase the application efficiency of information in enterprise offices, we need to integrate the highly efficient office information system solutions in a bid to make centralized management over various information. Please refer to the following diagram:

The office information system solutions and services are mainly referring to total solutions comprised of relevant hardware and software as well as services targeting those government and business corporations, aiming to improve the processing and management of paper documents, video information, voice information and electronic information, optimizing relevant office processes, helping customers to save costs and increase efficiency.

The office information system solution and service market is still a newly emerging market where people can find three types of applications, namely, document management outsourcing service, enterprise-level video conferencing solutions and office application software. Please refer details to the following chart:

Application	Description
Document management outsourcing service	It means that one customer outsources its document processing equipments, part or whole of document processing business to a specialized service provider who will make optimization over the customer’s equipments, implementing professional operation and management services, deploying document management software in accord with customer’s needs so as to realize secure and efficient management of customer’s documents in the various document life cycle including collection, distribution, storage, retrieving, processing, sharing and output. Eventually, it will help reduce document processing costs and increase office efficiency. This application focuses more on the “highly efficient management” of paper documents and electronic documents.
Enterprise video conferencing solution	It means that enterprise customers will use special video equipments to transfer to each other the video, voice, etc. information through internet and dedicated transmission cables, realizing real-time and interactive communication effects to increase communication efficiency. This application emphasizes on the “real-time transfer and exchange” of video, voice and electronic information.
Office application software	It refers to the office software applied in the government and business corporations for the purpose of enhancing automation levels in the regular office work, approval of working process, management of office resources, Office collaboration, etc. so as to increase office efficiency in the consequence. This application focuses more on the automation of office process.

Source: CCID 2009, 02.
Note:①The enterprise-level video conferencing solution is mainly targeting the government as well as large and mid-sized companies which are quite demanding on the security, stability and reliability. It is different from the applications for individual and small companies.

The development background of office information system solution and service market.

he office information system solution and service market is a newly emerging sector with the rapid development of information technology and constant intensification of demands for modern office applications. It is a complete upgrade from traditional office to modern office and also from traditional service segment to a totally new type of service orientation.

The diversification and complexity of information. According to a research report by the American market research company Forrester Research, the information content volume of worldwide companies are increasing by about 200% each year with fast growth in the number of paper documents and electronic information. Moreover, the information management is also getting more and more complicated with demanding requirements for the management of whole document life cycles including collection, distribution, storage, retrieving, processing, sharing and output. The traditional way of document management can no longer meet the requirements for modern offices. In addition, more and more government and enterprises are using remote communication methods to replace centralized meetings, raising new demand over the high speed processing of ever increasing video info, voice info and electronic info. The office information system solutions and services will help government and enterprises to adopt more advanced methodologies to handle the volumes of information, realizing speedy communications and exchanges, integrating information with business process so as to realize eventually the information’s efficient collection, secure management and fast inquiries, and reinforce the functions of knowledge management, remote communications and Office collaboration.

The socialized job distribution and intensive management. With the ever intensifying market competition and gradual acknowledgement of service outsourcing models, the companies are wishing to outsource the non-core businesses on their value chain to specialized companies for management, while they focus on the core businesses for the purpose of reducing costs, increasing efficiency and strengthening core competencies. Additionally, the social and economic development are also forcing the company decision makers to seek intensive management and enterprises are also trying to use more advanced management methods and office facilities to lower their office costs and increase office efficiency.

The asset management is changing towards expenditure management. With the steady progress in management by government and enterprises, there has been a more and more obvious tendency of changing from complicated asset management on the IT related equipments towards much easier expenditure management. More companies are changing their original ways of investing and managing all by themselves, instead they are trying to outsource their non-core business or assets and let those specialized vendors to manage.

The development of IT technologies. The developments of IT technologies are driving the advancement of office information systems. First of all, the development of IT technologies are enabling companies to conduct highly efficient management over various paper documents and electronic information, steadily improving the remote communication effects represented by video conferencing witnessed by the lowering of usage costs and fast expansion of application ranges. Secondly, the hardware equipments and software performances are steadily getting better with improved functionalities, making it possible for original office hardware and software systems to be optimized. The optimization work done by specialized outsourcing service providers will bring the customers with economic and highly efficient values. Thirdly, the enhancement of software and hardware system functions are driving the systems to become more complex in the actual applications, thus the customers are requiring to have the assistances from professional service providers. For example, the modern AV office communication system that is getting more and more popular as a kind of converged communication applications, the user itself can hardly ensure the full use and efficient operations of the system. However, the specialized service providers are able to help them do better in the system’s management, operations and utilization and ultimately generate greater value.


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