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Document Management

Step One Step Closer to a Paperless Office

Submitted by Webmaster on Mon, 08/02/2010 - 15:34
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Interactions with your clients generate a lot of paper work including consultations, office visits, contracts and invoices. In order to manage the vast amount of documents and information that inundates your office, it is imperative to have an innovative and efficient system that allows for easy storage and quick retrieval.iStock_000004077201Medium With a document management system, you will be able to access all of your documents from the convenience of your computer’s desktop without sacrificing information security. Whether you are in the medical industry, education, or other professional services, a document management system can fit your business.

With a document management system, you can easily create custom folders to manage all your company’s information. The integration of a document management system allows for a more efficient and cost effective way to grow your business and improve customer service. The system endows you with an accessible and user-friendly access point for all client records. The system takes you one step closer to a paperless environment by making it easier to replace your bulky filing cabinets with streamlined hard drives.

Document management systems capture and store the scanned documents using a simple multifunction system. You can easily convert paper documents to a digital format. Once you have a digital document, you can easily pass them from department to department and even to your clients. Retrieving documents has never been easier. Instead of sifting through hundreds of paper files, you can call up documents by keyword or date. continue reading...

Utilize Data Capture to Minimize Cost and Errors

Submitted by Webmaster on Mon, 07/26/2010 - 16:44
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Keying in data off of business forms is often a very monotonous and time-consuming process. Plus, the more the processes are rushed, the more errors are made.iStock_000004115693Medium

Fortunately, you can utilize your multifunction systems to automatically enter routine data. Data Capture software has the ability to read data from scanned documents and translate it into your business applications. It can also index the scanned documents for easy retrieval later on.

Data Capture software uses Optical Character Recognition (OCR) technology to translate scanned text into editable text. When the document is scanned using a multifunction system, it is routed to a folder where it is processed. continue reading...

The Power Punch of ITEX 2010

Submitted by Webmaster on Tue, 01/19/2010 - 19:37
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Each year ITEX brings in the big guns, unleashing an arsenal of new information and product to help the office channel. The ITEX strike force is again in motion with its tenth show to address the current state of the “office economy.” Each year they find and deliver red hot information to industry providers that’s aimed at ramping up their arsenal of business tools. The annual tradition of arming the evolving Dealer, VAR, ISV, CTO and other providers in the channel has ITEX delivering key information to help organizations widen their knowledge on new innovations for product and supplies, service and IT, on document solutions or emerging programs such as MPS. Bottom line?  ITEX assists providers in repositioning their business models to magnify profits.

Professionals in office technology have found that the environment has shifted due to the “new economy” and are looking for answers; to address the changes along with their customers’ demands for cost-efficient and conveniently acquired product and services. Within this transformation, providers see the need to integrate & merge offerings of hardware, software and services to become better, single-source providers to their customers in order capture and retain market share

As providers evolve into “hybrids,” ITEX breaks it down and provides an actionable tool kit. continue reading...

Assessing & Benchmarking Document Costs: Developing a Future Document Strategy

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2010-01-11_212722 Are You Asking Yourself…

  • How much am I really spending on desktop, workgroup, internal production print, and outside print services?
  • How do our total document expenses compare to those of our key competitors?
  • What factors contribute to these costs?
  • How much money can we save and how?
  • How much of an investment in time and money is needed to assess my document costs?
  • Does this require a detailed on-site audit?

Challenges

  • Getting to the true cost of documents across your organization
  • Cost reductions
  • Determining peer performance & benchmarking
  • Developing an enterprise document strategy
  • Increasing efficiency & optimization

Introduction & Objectives
The proliferation of output devices such as printers, copiers, fax machines, and scanners has significantly contributed to the dramatic increase in document output volume and cost over the years. While the majority of today’s organizations acknowledge the potential savings from better document management, many still lack the understanding and expertise to address the problem. Third-party providers including office equipment manufacturers, document outsourcing firms, and independent service providers are offering assessment services that focus on identifying costs and inefficiencies around document output. continue reading...

Examining the Cost and Value of Documents

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2009-12-14_213847 Dramatic changes in the ways that organizations define and use documents today have given rise to tremendous opportunities— as well as significant risks. The same documents that can have a negative impact on costs can have a positive effect on helping achieve an organization’s goals. To ensure that documents are used to their best advantage, it is important to have a clear understanding of the kinds of costs they can incur, as well as a sense of the ways in which they can create value. It may not be possible to determine precisely the value of a document in the same way that one can identify the specific costs associated with it, but recognizing that cost and value coexist is vital to managing documents effectively.

Why cost and value matter more than ever
Predictions of a paperless workplace were widespread as recently as ten years ago, when new technologies were radically transforming the ways in which people communicated and connected with each other. In the wake of developments from e-mail to electronic data storage, who could blame anyone for expecting the piles and piles of paper in organizations to eventually go away—along with the high costs associated with printing, sharing and storing them? Reality, however, has proven far different. Networked access to the Internet and all the information available there has led to more printing, not less, and e-mail appears to have caused a large increase, rather than a decrease, in paper consumption.* Documents have become a kind of currency for today’s far-frompaperless workplace, and the organization that hopes to realize the most value from them must build those hopes on a sound document strategy. Such a strategy starts by identifying some of the key sources of document cost and value. continue reading...

Balanced Deployment at Work

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2009-11-19_200501 Recent IDC research suggests that “a large site with 1,000 plus employees is paying $200 plus per employee in direct hardcopy costs alone.”* So, not surprisingly Gartner research reveals a new trend in the way organizations think about managing their printing and imaging environments. “By YE05, 60 percent of all enterprises will have begun an enterprise wide effort to optimize document output fleet spending through changes to their purchasing and asset management policies.”** The same research suggests that there are significant savings to be had by those who turn their thinking into action, “Through YE08, enterprises that actively manage their document output fleets will be able to save between 10 percent and 30 percent of their recurrent spending.” continue reading...

HP Document Management Solutions®

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2009-11-16_210659 Streamline business processes, enhance information workflows and enable effortless information collaboration with HP MFPs, HP AutoStore and Microsoft SharePoint Portal Server.

Document capture and management = instant access to information

Together HP MFPs, HP AutoStore and Microsoft SharePoint Portal Server provide a superior document capture and management framework, giving you increased access to business information and the ability to easily share the information—for a reduction in costs and more efficient workflows.

Businesses experience a constant challenge in managing and accessing the volumes of documents generated each day, including e-mails, faxes and a range of other materials. In addition, information is stored in a variety of ways and in a variety of locations, making it difficult to find the right document at the right time. Complex paper-based systems result in ineffective, time-consuming and costly business operations. continue reading...

Improve Your Productivity and Facilitate Knowledge Sharing By Automating Your Document Capture and Management Process

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2009-11-12_182727In today's business environment, documents come in all forms and shapes, with many of them still in paper format. AutoStore is uniquely designed to capture, index and route documents regardless of file format or the source of content.

One platform for all of your capture and compliance needs.
Knowledge workers in today's business environment not only have to  worry about their own tasks, they also need to worry about how to address corporate mandates and compliance issues.
Q: How do you deal with all of these rules and directives?
A: With AutoStore you don't have to.
AutoStore manages all of the capture workflow rules and processes, which are set up by the IT administrator. All you need to do is click the right button on the copier, or select the right workflow from within your Microsoft Office environment. continue reading...

Achieving The CXO 's Agenda: Bottom-Line Benefits of the Optimized Imaging Infrastructure

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2009-11-05_181757 EXECUTIVE SUMMARY
Many companies searching for areas where they can show operational improvements while also cutting costs have turned their focus to their imaging and printing infrastructure. A new set of tools, technologies, and processes – combined with more networked environments – has given companies the means to optimize their imaging operations.
Remote management of imaging assets now enables companies to centralize key functions, improve their ability to respond to changing business priorities, and ultimately reduce the cost of support and maintenance. Improved reporting capabilities have helped companies optimize their mix of imaging assets and streamline their imaging investments. Companies also have shown that core business processes can be made more efficient by improving the way documents are integrated into traditional workflows. Overall, the companies implementing these measures achieved direct cost savings of between 8% and 41%, with the greatest savings a result of reduced spending on hardcopy devices, reduced IT support costs, and lowered consumables spending. continue reading...

Don’t Let Paper Have the Last Laugh

Submitted by Webmaster on Mon, 11/02/2009 - 17:14
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In 1975 a Business Week article discussed how the personal computer revolution would ultimately lead to a paperless office.  In 2009, thirty-four years later, the information contained in paper form has changed, but businesses are increasingly inundated with paper records.

The Environmental Protection Agency (EPA) reports:

· The average office worker goes through 10,000 sheets of copy paper a year.

· Each employee in a typical business office generates 1.5 lbs of waste paper per day.

· Reducing paper production by a ton saves the equivalent of 4,100 kWh of energy and 7,000 gallons of water.

Every aspect of the paper storage process adversely impacts a business’ budget and the environment as a whole.  These financial drawbacks of paper storage include the purchase of paper, personnel resources spent filing and finding documents, increase of square footage for physical file storage and recovery from flood or fire damage. continue reading...

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