Document Management

Keying in data off of business forms is often a very monotonous and time-consuming process. Plus, the more the processes are rushed, the more errors are made.

Fortunately, you can utilize your multifunction systems to automatically enter routine data. Data Capture software has the ability to read data from scanned documents and translate it into your business applications. It can also index the scanned documents for easy retrieval later on.

Data Capture software uses Optical Character Recognition (OCR) technology to translate scanned text into editable text. When the document is scanned using a multifunction system, it is routed to a folder where it is processed.

Are you looking for ways to improve your business? An excellent place to start is by looking at your business processes.

Regardless of what industry you are in, paper and digital documents are the vehicles by which information flows through your business. The efficiency of this process can greatly affect the productivity of your office and ultimately, your success.

The good news is that new technology can help improve your business by streamlining the flow of information. This process enhancement can make a tremendous impact including the following:

• Increasing Profits
• Enhancing Competitive Advantage
• Improving Customer Service
• Ensuring Regulatory Compliance

This year over 1.2 million office multifunction systems will be installed in the United States and the movement continues to grow. These systems provide printing, copying, faxing, and scanning features in one cost-effective device.

The basic logic behind these systems is obvious: it is just practical to combine these similar functions for cost savings and fewer devices to supply.

However, some of the largest reasons behind the rapid implementation of these systems extend beyond cost savings. Multifunction devices can merge with document management software to allow process automation and deliver bottom line results.

• Modernized Communication: Multifunction systems email, fax and print together. Scan to email functionality delivers paper documents securely to their recipients as email attachments. Fax routing directs incoming faxes to email addresses.
• Automated Business Processes: Multifunction systems offer a convenient on-ramp to get paper onto a digital network. New capture software provides the technology for information to be read from scanned documents where it can be routed through a pre-defined workflow.

Tags: Document Management Systems

This is the challenge businesses face today—to take fragmented repositories of information and combine them into one, concise system. From copiers and fax machines to Microsoft Office and email, we expect these technologies to make our life simpler. Instead, they can tend to make it more complex.

Enter Document Management Programs

Many small businesses and corporate departments are enjoying the benefits of new document converging technology. Paper, digital and email documents are finally able to be handled by one system.

- Scanners and Multifunction Systems enable the rapid conversion of paper documents into common digital formats like PDF files. These documents can be sent as email attachments our directed to a network folder.

- Optical Character Recognition technologies convert scanned text into editable text. Documents can be scanned directly into applications like Microsoft Word where they can be edited.

When considering the many costs that an organization has to expend, one of the most misunderstood is that of printing costs.

The Gartner Group estimates that as much as 30% of organizations' print costs can be eliminated with simple technology solutions.

The Business World is a rapidly changing entity, and technology helps adapt to these changes quickly and will help a company keep its competitive advantage. Paper has always been an inefficient medium for conducting business processes, and recently has become a key focus for Business Process Improvement (BPI) initiatives. So what are the main reasons for a company or organization to move towards the paperless environment?

Below are the two main categories:

1. Operation Efficiency and Business Process Improvement

Using a digital repository can improve productivity. This is an obvious benefit. Any time you can reduce the time required to perform a required task, that time can be applied elsewhere. A basic online search for a customer file requires about 5 seconds. To accomplish the same information lookup with a physical file cabinet can take 10 – 25 minutes, or perhaps even days if the file is held in offsite storage. This is just for basic lookups, and not complex searches, which could take weeks if performed through the physical file system.

The core of any business is a group of processes. Predictable processes like invoicing and collections, order fulfillment and customer support are the fundamentals that drive businesses to success. Continual improvement of business processes leads to better results like increased revenue, reduced expenses, faster collection, regulatory compliance, and reduced risk.

The following are a few points to consider that will help improve your business processes:

1. Begin with the end in mind. Define what the real goal of your process is.

2. Map Out the Process. Think of the four Ws: Who, What, When and Where.

3. Determine what inhibits your process. There is always a more efficient way to complete a task.

4. Consider any risks. Are you overlooking any potential regulatory or legal problems? Is your business prepared for a natural disaster?

5. Determine the costs. Consider the hard costs of the process along with the labor costs.

This year over 1.2 million office multifunction systems will be installed in the United States and the movement continues to grow. These systems provide printing, copying, faxing, and scanning features in one cost-effective device. The basic logic behind these systems is obvious: it is just practical to combine these similar functions for cost savings and fewer devices to supply. However, some of the largest reasons behind the rapid implementation of these systems extend beyond cost savings.

Each year ITEX brings in the big guns, unleashing an arsenal of new information and product to help the office channel. The ITEX strike force is again in motion with its tenth show to address the current state of the “office economy.” Each year they find and deliver red hot information to industry providers that’s aimed at ramping up their arsenal of business tools. The annual tradition of arming the evolving Dealer, VAR, ISV, CTO and other providers in the channel has ITEX delivering key information to help organizations widen their knowledge on new innovations for product and supplies, service and IT, on document solutions or emerging programs such as MPS. Bottom line?  ITEX assists providers in repositioning their business models to magnify profits.

Professionals in office technology have found that the environment has shifted due to the “new economy” and are looking for answers; to address the changes along with their customers’ demands for cost-efficient and conveniently acquired product and services. Within this transformation, providers see the need to integrate & merge offerings of hardware, software and services to become better, single-source providers to their customers in order capture and retain market share

As providers evolve into “hybrids,” ITEX breaks it down and provides an actionable tool kit.

When a company wants to go paperless and begins to scan the contents of their filing cabinets into a document management system many are surprised to find many files previously thought to be lost.

When it comes to document storage, filing cabinets are simple things with no brain. We’re provided a drawer and a key and the rest of the work is left up to us. There’s no advice on where to put documents, we’re not told exactly where certain documents can be found, documents aren’t automatically routed to the right people in workflow, and our key certainly can’t be taken away to stop our access to the files.

Filing cabinets have gained the reputation as the office “Bermuda Triangle” of lost documents. Over the years multiple people in the office file, misplace and not return documents to the filing cabinets. As people organize to their own standards and methods, documents are inevitably filed in the wrong places and the next time a file is needed, it can’t be found.

ARMA—the national association of Records Managers and the independent authority on Records Information Management (RIM) has made public their Generally Accepted Recordkeeping Principles (GARP). As ARMA says in their preamble, “As a key resource in the operation of any organization, records must be created, organized, secured, maintained, and used in a way that effectively supports the activity of that organization.”

Are you interested in going paperless? Do you want to see how document efficiency can help your office go green? If your business is interested in the concepts behind records management, or is looking to implement document management software, this website is a great way to start obtaining information.