Atlantic, Tomorrow's Office Blog

Business Insider posted this article:  http://read.bi/SUR4Km

Paperwork is something messy that no one wants to hear about. With document management, this becomes a foreign concept, as your papers suddenly become digital fingerprints on your computer. Of course, with the convenience of such a system, you have certain disadvantages that different systems take an approach to mitigating. Some of them are more efficient, and others provide a very innovative way of resolving issues often seen with users of their software.

But which one are you going to pick? There are many out there and they’re all hollering, saying that they have a one-stop solution for you.

Jim True, VP of Product Management at Cabinet, teaches us what to ask ourselves when looking for document management systems (DMS):

• How much can it scan? Is it a system that can scan only 20-30 pages a day? Determine the volume of paperwork your business processes and choose accordingly. Higher volumes (over 50 pages a day) require automated systems.
• Can you import your stuff quickly? If you’re going to choose a DMS, you might already have something implemented that makes you at least partially paperless. Would the new DMS handle the volume of things you have to import into it? If you already have a DMS and have outgrown it, you certainly need to get one that can handle higher volumes of data.
• How’s the creation process? Can you create documents within the DMS, or do you have to move them manually from a storage device onto the platform? These are things to think about when you’ll be using the system daily.
• How does the DMS let you search documents? Searching for a document can be a nightmare or a cinch depending on the system’s hierarchical structure. There are three ways systems provide search functionality: You can search by browsing an index, by inputting a title/keyword, or by inputting something that can be found within the document’s body. It’s important to have one or more of these methods, but it’s most important to have the one that works best with your operations.
• Does it have competent integrated security? There are a ton of regulations (PCI, HIPAA, SOX, ISO, etc.) that require you to maintain user information and documents in a highly secure environment. You no longer have physical filing cabinets that you can lock. Does the DMS have a way to protect the privacy of individuals that documents pertain to?
• Does it work with what you have? If you have a CRM solution or some kind of payment processing application, you have to make sure that the DMS works with it if you don’t want to spend all day transferring documents and inputting data. Check what DMS solution works with what you’ve got at this moment. It’s really important for your convenience and for the sake of your business’ efficiency.
• Can it follow your protocols for document processing? If you must continually train employees on how to process documents, your DMS isn’t doing all it could for you. Find a DMS that can automate all of this so that your employees make less mistakes and operate more efficiently.

In many cases, you can get a demo of a product you’re looking for. Don’t hesitate to accept this from any company you can. It will help you determine whether this will be the permanent solution for you. Remember that you don’t want to have to purchase one solution. If you find out you don’t like it, go ahead and purchase another!

To find out more about DOCUMENT MANAGEMENT, http://www.tomorrowsoffice.com/services/managed-services/

Or contact the team at ATLANTIC TOMORROW'S OFFICE at 212-741-6400    info@tomorrowsoffice.com

Came across  an article in USA Today that in response to the recession and resulting budget cuts, courts across the country are looking to move to digital record-keeping to save time, paper and most important, money.

Although digital migration started some 20 years ago, virtually all states are accelerating their efforts to quicken the pace.  Budgets, on average are down nearly 20% since 2008 and everyone is scrambling to find cost savings to offset these cuts.

Going paperless enables the courts to operate more efficiently as documents are stored, tracked and retrieved better.  Some lawyers claim that filing electronically gives them more time to meet deadlines.

The article does site a case where going paperless is still not universal.  In fact, New York City has just ordered new electronic typewriters for their police department and over 18 other city agencies that still used forms with carbon copies!  Apparently, carbon copies are still a standard in various court systems.

Many companies are recognizing that going digital not only saves money, it allows them to operate more efficiently!  Document management systems are designed to maintain documents so that they are immediately available. They are electronically stored and organized with easy-to-use functions, simple administration and seamless integration. Well known for the ease of its installation and the simplicity of its system administration, these systems allow employees to easily retrieve any document, any time, from any location.

Document Management benefits at a glance:

• Can be used for all document types: letters, faxes, records, email, and drawings
• Simple installation and administration
• Only one document pool for all documents
• Integrates with any workflow
• Information is available from any location
• Simple searching and fast retrieval
• Tamper-free document security
• Lower total cost of ownership than comparable document management programs

Most companies have multifunction devices that can scan, print and fax, so it’s relatively easy to begin the process.