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

 

 

 

 

 

 

 

 

 

 

Click this link to read 'How to become paperless in 10 days or less!

How Document Management Benefits Small and Medium Businesses With smaller staffs and fewer resources, small and medium-sized businesses (SMBs) face greater constraints than large organizations, and as a result can find a document management solution even more beneficial than their larger counterparts. Improved efficiency and cost-effectiveness can help an SMB compete with the big boys. Here are some of the ways a document management solution can benefit your SMB: No more storage hassles – By converting paper documents into digital files, document management makes storing information more efficient and cost effective. Manual filing becomes a thing of the past, and there is no need for bulky storage cabinets and costly off-site storage. Fast, easy retrieval – Storing your data digitally also makes it easier to locate the information you need. Indexing by a variety of criteria leads to instant, on-demand retrieval of documents or files. Enhanced security – Privacy features allow you to control who has access to what information in your company, by individual or department. Access can also be restricted to limit who is allowed to view, edit, or delete files. Increased compliance – Record retention policies can be established and enforced, assisting your business in meeting regulatory compliance requirements. Audit trails provide you with reports of who accessed what files, and when. Improved access and collaboration – With your information stored digitally, you can access files and documents on demand from almost anywhere. And sharing files digitally also improves collaboration between employees and departments. Electronic ...

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We encourage you to click the link above!

Also contact Patti Kanner, Managing Director

for more information: pkanner@tomorrowsoffice.com,

Phone: 212-507-9469

 

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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

 

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The dream of the paperless office has been around for years, but it has remained just that, despite the rise of e-mail and the web. True, paper consumption in American offices peaked in 2001, but since then it has declined only slightly from its high of around 150 pounds (68kg) of paper per worker per year. In Europe, meanwhile, each worker prints an average of 31 pages a day, seven of which were not even wanted, according to recent research by Lexmark, a printer manufacturer.

The cost of all that paper, toner and ink quickly adds up. Which is why, earlier this year, the University of Wisconsin-Green Bay adopted a novel strategy to save money on print supplies: it changed its fonts. Programs like Microsoft Outlook default to Arial, but a thinner-lined typeface such as Century Gothic requires less toner or ink to form its characters. A study in 2009 showed that switching to Century Gothic could save businesses as much as $80 per printer per year. The university predicts that this year it will reduce its $100,000 print-supplies bill by around 10% by making this simple change.

“No one had put the facts together, namely, that ink or toner is very expensive, that people still print a lot, and that there is a lot of variance between fonts in how much ink they use,” says Diane Blohowiak, the university’s director of computing. So far no students or staff members have complained. And the FBI, local governments and even America’s space agency, NASA, have all come calling, hoping to make similar savings too.

Using clever fonts, making toner cartridges last longer and saving paper are all bottom-up ways to cut printing costs. There is also an increasingly popular top-down option, known in the trade as “managed print services” (MPS). This involves outsourcing the operation and management of office printers and copiers to an external supplier such as HP, Xerox or Ricoh. That supplier is paid a monthly fee, and then has an incentive to cut printing costs by exploiting economies of scale in procurement, replacing printers with more efficient models and so forth. Some MPS suppliers even monitor individual employees’ use of printers or copiers in order to identify particularly wasteful or inefficient practices.

The industry’s rule of thumb is that MPS can cut costs by around 30%. As companies look for ways to save money, it is not surprising that the global MPS market grew by 27% to $25.8 billion in 2009, according to Photizo Group, a market-research firm.

Of course, the best thing, from both a cost-saving and an environmental point of view, would be not to print at all. In parallel with efforts to cut costs within their offices, many firms have also introduced automatic e-mail signature lines that ask external recipients to “consider the environment before printing this e-mail”. Does this work? Nobody knows. But until the paperless office finally comes along, it is at least a cheap way to look environmentally conscious.