Atlantic, Tomorrow's Office Blog

You’re Invited To Atlantic's Open Houase in Tarrytown: Get Inspired by the Latest & Greatest in Office Automation

Thursday November 13th, 2014 9:00 AM to 5:00 PM Atlantic's Tarrytown Headquarters 520 White Plains Road Suite 510 (5th Floor) Tarrytown, NY 10591 Click to REGISTER NOW   Or go to: http://atlantic-lunchandlearn-tarrytown.eventbrite.com Click to View Map

Agenda: 12:00pm Are You Managing Your Documents, or Are They Managing You? Document Management Solutions 1:30pm  Work Flow Seminar – Automate your document driven business processes to lower costs, improve operational efficiency, communication and collaboration, and support compliance with laws and regulations. 3:00pm  Production Print Seminar, EFI Fiery Workflows, Variable Data Printing, Web to print solutions All Day Various Technology Demonstrations...Demo the latest and greatest in Office Technology, Konica & Ricoh Digital Presses Raffle Prizes:  Toshiba Laptop & Knicks Tickets Food and drink provided. We look forward to seeing you there! www.tomorrowsoffice.com REGISTER online @ http://atlantic-lunchandlearn-tarrytown.eventbrite.com

 

Atlantic Document Management Solutions - click this link for the pdf

Atlantic Document Management Solutions can serve a critical role in
helping businesses achieve sustainability goals and benefits by reducing or
eliminating document printing, copying, and physical routing by enabling
secure document access anytime, anywhere, from any configured device.
The cumulative economic, environmental, and workplace quality impact is
stunning:

 The costs of using paper in the office can run 13 to 31 times the cost of purchasing the paper in the
first place
 It takes more than 1½ cups of water to make one sheet of paper
 Over 40% of wood pulp goes toward the production of paper.
 Reducing paper use reduces greenhouse gases: each time 40 reams of paper preserves 1.5 acres
of pine forest absorbing carbon for a year.
 A single invoice sent through the mail has a carbon footprint of around 50g
 Domino effect – less print, less power, less toner, less water, less resources
 The average paper document is copied 9 to 11 times.
 We are approaching 4 trillion documents being stored by businesses and government agencies.
 Each four-drawer file cabinet holds an average of 10,000 to 12,000 documents, takes up to 9
square feet of floor space, and costs $1,500 per year.
 Every 12 filing cabinets require an additional employee to maintain.
 18 minutes is the average search time for a document.
 Paper in the average business grows by 22% a year, meaning your paper will double in 3.3 years.
 U.S. managers spend an average of 4 weeks a year searching for or waiting on misfiled,
mislabeled, untracked, or ‘lost’ papers”
 The costs of using paper in the office can run 13 to 31 times the cost of purchasing the paper in the
first place
 It takes more than 1½ cups of water to make one sheet of paper
 Over 40% of wood pulp goes toward the production of paper.
 Reducing paper use reduces greenhouse gases: 40 reams of paper is like 1.5 acres of pine forest absorbing carbon for a year.

Source: www.thepaperlessproject.com

Contact Patti Kanner for more info:  pkanner@tomorrowsoffice.com or call us at 212-741-6400

 

Can Document Management Save You Time and Money?

Yes it can. Atlantic's Patti Kanner and John Calu were interviewed recently on just this topic; the blog created after their interview is key information into understanding why Document Management is an important part of your budget, and that all types of industries need guidance managing this area:

Contact Atlantic's Document Management Specialist, Patti Kanner via email pkanner@tomorrowsoffice.com

 

 

 

 

 

 

 

 

 

 

Atlantic,
Tomorrow’s Office August, 2013 Newsletter

Read more about the Cloud, and Cloud Workspace, as well as the DocuWare Webinar sign-up.

Click the link above!

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.