Exploring document review amongst Oracle users, a 2015 whitepaper

#winbacktime

Making time to save time #winbacktime

Exploring document review amongst Oracle users

A whitepaper

January 2015

#winbacktime

“A clever person solves a problem. A wise person avoids it.”

Albert Einstein

#winbacktime

It’s been 12 months since we last spoke…

In 2014, PleaseTech Ltd conducted a survey at the Oracle OpenWorld 2014 Conference in San Francisco. This followed on from similar research conducted in 2013

The research set out to examine whether Oracle users and their partners have altered the way they review and collaborate around documents over the last 12 months, or indeed if they face different challenges

259 business and technology professionals from around the world responded to the survey

#winbacktime

Let’s begin

The last 12 months has seen a sharp increase in the number of respondents for whom document review is a significant part of their job

Email is still the key tool used to share documents for review

A third of respondents spend 50% of their time working offline on a mobile device

The ability for the whole team to access and review a document at the same time is the most desired improvement to current review processes

Versus the previous year, a third more respondents are likely (or very likely) to consider using an Oracle partner to solve specific business issues

‒ A surprisingly high number would consider building an in-house solution

#winbacktime

We asked Oracle attendees, ‘in terms of finding a solution to a specific business problem would you…’

10

16

34

28

12

4 5

22

51

17

8

14

31

39

9

12

15

25

31

16

0

10

20

30

40

50

60

Very unlikely Unlikely Neutral Likely Very likely

Only consider an alternativeOracle solution %

Consider an Oracle partner %

Any 3rd party %

Build an inhouse solution %

There are no strong feelings either way, and opinion divided as to which way to go

#winbacktime

40% are likely / very likely to only consider an

alternative Oracle solution

Versus 32% in 2014 39% are likely to

consider a 3rd party Versus 26% in

2014

Compared to 2014…

31% are likely to build an in-house

solution Versus 24% in 2014

51% are likely to consider an Oracle

partner in 2015 Versus 32% in 2014

Whilst respondents would generally prefer an Oracle/partner solution, they are becoming more open to 3rd parties and Oracle partners

#winbacktime

Looking specifically at document review as a business process, just how significant is it in people’s jobs?

29.9%

40.5%

13%

16.6%

46%

33%

11% 10%

0

5

10

15

20

25

30

35

40

45

50

Significant Part Insignificant Not involved

2014

2015

Demonstrating a sharp increase in the number of people for whom document review plays a significant role

#winbacktime

And how are they reviewing documents?

29% Shared hard copy of documents

32% Face to face meetings

36% PDF annotations

43% Word tracked changes

62% Email

This reflects data collected in 2014, illustrating that email continues to be the most common tool used

#winbacktime

Recent Osterman Research surveys have also found that…

1.

• Email is the dominant communications and collaboration tool in most organizations

2. • It serves as the primary method for transporting files

3.

• 98% of the bits that flow through the typical email system are the files that are attached to emails

4.

• The typical information worker currently spends 167 minutes per business day doing work in their email

Further proof that email and email attachments remain the dominant means to collaborate on documents

#winbacktime

We know from previous research that the use of email to facilitate document review causes problems…

Manual process of merging changes from multiple contributors

Cannot access the document at the same time

Working on the wrong version

Too time consuming

The process is too unwieldy and inefficient

People overwrite others' changes

Cannot capture any metrics / details for the review

Formatting and style issues on the document

0 10 20 30 40 50 60 70

Strongly agree

Agree

Disagree

Strongly disagree

Research conducted by PleaseTech at Oracle OpenWorld, October 2013

Yet it continues to be one of the most widely used tools…

#winbacktime

So, when reviewing documents, what would improve the current review process?

58% Everyone can access & review the document at the same time

52% Seeing other people’s comments & changes

47% Ability to compare review versions

38% A report showing all activity on the review

37% Approved changes are added to the document

35% The process is controlled so nothing gets missed

Reviewers are clearly aware of email’s limitations

#winbacktime

How often are people working on a mobile device?

45% of those surveyed are increasingly using mobile devices

Suggesting we’re using mobile platforms to work from email

9% Most of the time

15% never

30% about 50/50 online/offline

#winbacktime

If you experience review challenges, what is the main reason for not researching or implementing a better solution?

Time (29%) Budget (25%)

It’s the chicken and the egg…we know poor document review processes are time consuming, but we don’t have the time to resolve the issue…if the process was improved…

#winbacktime

So what does this tell us?

The increasing use of mobile devices is no great surprise and simply confirms what everyone knows

Email and email attachments continue to be the primary means to share and review documents

We know this causes problems for those involved in document review… ‒ Poor collaboration

‒ Time consuming

‒ Too manual a process

The ability to access and review documents at the same time is the greatest change that would improve current document review processes

‒ Enhancing collaboration

‒ Saving time

‒ Automating the process

Yet TIME continues to be the greatest barrier to sourcing a solution

#winbacktime

#winbacktime

#winbacktime

Tickled your interest?

Listen in to a joint webinar hosted by PleaseTech and Oracle WebCenter Content, featuring a short demonstration of PleaseReview, the leading document review software from PleaseTech

www.slideshare.net/PleaseTech/pleasereview-oracle-slides

Or send us a message…

Email: [email protected] Web: www.pleasetech.com Tel: +44 (0)1666 826540

#winbacktime

About PleaseReview PleaseReview is a secure, collaborative, browser-based environment for the controlled review and co-authoring of Microsoft Word (and other) document types. Its unique functionality gives secure, simultaneous access to the same copy of the document (on or offline on any device), control over who can do what to where, automated consolidation of proposed changes and comments and comprehensive reporting and metrics.

About PleaseTech PleaseTech Ltd is the document authoring and review specialist, providing software solutions for the collaborative review and authoring of documents. A UK based business, PleaseTech focuses on providing controlled collaboration and co-authoring through its review product, PleaseReview. Launched in 2005, it has over 100,000 users from more than a hundred companies across the globe. Clients range across industry sectors and business disciplines, with the majority operating in regulated and document-intensive industries, such as life sciences and defense. It is in these sectors where the creation and review of large, often complex documents is of particular importance due to strict regulatory and corporate compliance requirements and tight deadlines.