Customer relations are an integral part to any company. Without customers you don’t have a business.
No matter what industry you are in, you need to access information quickly. It’s a key factor in determining your quality of customer service interaction. Wouldn’t it be wonderful if hold or call-back time was reduced or even eliminated?
You can answer frequently asked customer questions easily and efficiently and lower costs with the use of Electronic Document Management Systems technology. continue reading...
Provide Your Customers with Better Service With EDMS, you won’t have to put a customer on hold or have them wait for a call-back. Retrieve and view document instantaneously on your computer while the customer is on the phone or waiting in person. The customer gets the information they need quickly and your staff is able to move on to the next request.
Some people may ask why most businesses are beginning to implement an electronic document management system when hard copy documents have driven businesses for years?
These electronic systems provide searchable access to scanned information, create a disaster recovery plan and ensure government regulatory compliance. All these things enable better business decisions and smoother customer service interactions.
Many businesses are under the incorrect assumption that paper documents are somehow free. The fact is that the cost of managing paper documents may be more expensive than digital management alternatives.
The Cost of Paper Filing
Consider an average three-drawer filing cabinet. You have the cost of the actual cabinet, the cost of the folders, the cost of the paper prints and copies, and the cost of renting a space to keep the cabinet. Then you have to take in consideration the time it takes to copy, categorize and file documents in paper folders. Every time you need information you’ll have to physically search for the documents that could easily have been misfiled or misplaced. continue reading...
Since the 1960’s, barcode technology has been used in business industries including the identification of railroad cars. Today you can use the same barcode technology grocery stores and inventory systems do to streamline your business processes like invoicing and collection.
Barcodes allow critical business information to be processed quickly and accurately.
For an example consider invoices. Convert the invoice number to a barcode and printed onto the payment remittance stub. When payment is received, the check and the remittance stub are scanned in to the system. The payment is thus recorded and a digital copy of the check is stored. continue reading...
The most expensive liquid in the world may be the ink located in the cartridges used for ink jet printers. Did you realize that it costs around $2,800.00 a gallon for this ink? With expenses like this, it’s not surprising that many new computers now include a color ink jet printer for free—the computer company will probably make more of a profit on replacement cartridges than they did on the original computer.
So how does this affect you?
Ink jet printers may make sense for casual use at home but they can be a huge burden to office budgets.More and more businesses are realizing that a color multifunction system is a smart part of a cost reduction strategy. continue reading...
Has your business upgraded electronic invoices yet? Send your invoices by email instead of mailing them and get faster delivery, shorter collection times and reduced printing and postage costs. Best yet, technology exists where you won’t have to change your existing accounting software to send your invoices by email.
Automatically Generate Your Invoices
As the system prints invoices it will automatically look for customers who have provided an email address in their customer record. The subject and body of the email are preconfigured to let the customer know about the invoice. continue reading...
Scan to email is one of the most convenient forms of scanning today and can provide the greatest efficiency improvement in any organization. Your customers are progressively expecting to receive documentation via email. You can effectively meet this critical business requirement through the use of devices like multifunction systems (MFPs).
MFPs feature high speed scanning that allows documents to be converted to common digital formats like PDF, .jpeg or .tiff formats. These files can be sent to email addresses or directed to a network folder. continue reading...
There has been a movement to incorporate new document capture technologies into businesses worldwide. Why would you spend hours patiently keying in information from delivery tickets, sales orders and remittance stubs when you could automatically extract information from scanned documents?
How Data Capture Works Documents are scanned using a scanner or multifunction system and then utilizes the following technologies to read data from the document:
Zone OCR: Optical Character Recognition (OCR) converts scanned text into text that can be edited in common word applications and imported into a database. Zone OCR reads text from a specific area of a document.
Barcode Recognition: Information can be read from barcodes on documents. For example, the invoice number on your proof of delivery slips can be embedded in a barcode. When these slips are scanned, the capture software reads the barcode. continue reading...
eCopy, Inc. is continuing its quest to help close the workflow divide in the workplace—where digital documents follow one path and paper documents follow another, often much slower, route—with its latest software solution. eCopy PaperWorks is a desktop document imaging solution that helps users scan paper documents, merge them with other digital files, modify the documents and connect them to back-end repositories and line-of-business applications.
PaperWorks replaces the company’s eCopy Desktop offering. It augments the eCopy ShareScan Suite and ShareScan Essentials network scan-capture and routing solutions, which integrate with many leading MFPs and enable users to easily scan paper documents and integrate them into more than 100 leading business applications, such as enterprise content management (ECM) software, document management repositories, fax software, collaboration platforms and more. While PaperWorks can be used as an adjunct to ShareScan (and is included in both ShareScan bundles), ShareScan is not required to take advantage of the desktop software’s features.
“ShareScan handles distributed front-office capture and connects to business and enterprise applications,” explained Tim Durant, vice president, Business Development Worldwide for eCopy. “PaperWorks handles the document processing piece of the puzzle: working with documents to scan, merge, modify and connect.”
PaperWorks is a desktop document imaging application that falls on the software continuum between simple scan-capture solutions (such as Sharp’s Sharpdesk) and full-blown document management applications (such as Xerox DocuShare Express). Rather than just scanning a file and dumping it to a folder, where it then has to be opened with another application, PaperWorks allows users to work extensively with digital applications. They can use the PaperWorks interface to capture paper documents from any desktop scanner or network MFP; combine already-existing electronic files (such as Microsoft Office files and e-mail) with scanned documents, faxes and more; view, edit, mark up and manipulate files; and create secure, searchable PDFs of the new documents. And thanks to eCopy’s expertise in connecting to back-end applications such as Microsoft SharePoint, users can deliver and retrieve files via PaperWorks to workflow, document management, communication and other business applications. continue reading...
When one thinks about threats to organizational security, the words hackers and computer viruses come to mind. In this world of network attacks, printers, copiers and fax machines are easy to overlook. These systems can store trade secrets, financial and medical information, and valuable information like customer lists or pricing schedules. Loss of this information could be devastating.
The good news is that there are practical steps you can take to improve the security of your printers and copiers.
Output tracking technologies can keep a record of which documents are printed. You can access the printing logs to see what documents an employee has printed. Your staff will know that the company is monitoring information security thus creating an environment where employees are hesitant to steal information through the printer.
2. Encrypt Hard Drives on Multifunction Systems
When you scan a document on a multifunction system the scanned image is stored on the device’s hard drive before it is sent off to an email address or network folder location. New security technologies can encrypt documents on the multifunction system’s hard drive and make sure files are erased after they have been transmitted. continue reading...
Are you looking for ways to improve and streamline your business processes? A great place to start is to evaluate your current business practices.
A business process is a structured series of steps that produces a repeated outcome. Accounts receivable—what happens from the time you generate an invoice until you get paid—is the most common business process. These paper and digital documents are the vehicles by which information flows through your business regardless of what industry you are in.
Technology will improve your business and streamline the flow of information to: continue reading...