2009 11 Dec

Workflow Efficiency With Electronic Document Storage- The Answer To 8 Big Complaints

When things get busy at work and the stress is on, locating and controlling key documentation is of paramount significance to ensure efficiency and productivity- but how often do you find yourself coming up against any of these eight familiar complaints?
Workflow Efficiency : The 8 Familiar Complaints.

If some of these complaints are recognizable to you, then a document management solution may help:

- I hire somebody just for filing and archiving
- I can’t maintain customer service enquiries
- When somebody goes on holiday, we’re lost without them
- I never seem to know where the files are
- I’ve had to rewrite significant documents because we lost the originals
- If we were sued, we’d spend ages finding the appropriate documentation
- We have too many paper records for compliance purposes
- Everybody in my company seems to have their own filing system

Workflow Efficiency : The One Simple Response

Document management is a glamorous name for keeping things organized. Perhaps the truly paperless office might never occur, but at least all the files you have can be organized correctly.

Document management is the result of several useful technologies (printing, scanning, archival and storage) combined in a useful and coordinated way. High-quality document management software has the subsequent properties in recent times :

- Simple for staff to use
- Won’t break the bank, and offer a genuinely money-saving ROI
- Can be installed in-line with your present IT infrastructure.

Document Management Systems: Save Time

Abandon filing and photocopying (and their associated costs). With document management software, everything is kept electronically on computer. Everything is named too, so finding documents is simple- helping you improve service to your customers and your colleagues too.

Document Management Systems: Reduce Costs

Of course good document management saves staff time. But in practice there are numerous other cost savings too. Free up your storage space and use it for business! Reduce administration time. Arrange projects more efficiently and reduce the margin for costly errors.

Normally, a good document management system set up and configured correctly can pay for itself in six months- time you can wisely use to push your business forward.

Document Management in Real Life

Here are some key elements to workflow and communication developments which stem from the use of Document Management Systems:

Everyone has an In-Tray Files, pictures, e-mails, whatever… they all come in through your in-tray, where you can classify them, label them, and then act on them.

Search and retrieve. Before document management, you had to keep in mind filenames. Now, search by author, customer, date, project, even just a phrase, and you’ll almost immediately have the document you require.

Out of the office? No problem- we can give you access to your office files with the same find-and-retrieve features over the web- at home or on the other side of the planet.

Scan it in… No need for huge paper archives. Scan it in and discard the paper copy. You be able to even scribble notes in the margin electronically.

E-mail or fax it out. Electronic documents are so much more adaptable than paper. With your documents in electronic format, emailing and faxing them (and making changes and editions ) is merely a click away.