Achieve Your Document Management Dreams

The first step is to find a document management system that will integrate with software already in use at your company. When it is integrated with existing production system software (accounting, customer service, proof of delivery, etc), document management offers many benefits. Some of these include reduced risk of error and the lowered related costs that can result; improved information sharing; and—most importantly—electronic audit trails.

Document management systems reduce paper consumption by receiving original documents electronically via incoming fax or an email, for instance. Existing paper records can be scanned and converted to an electronic form early in their life cycle.

Once captured into a system, the electronic document can be linked to a specific transaction. Consider the example of accounts payable: while working in your accounting software, you could press a function key to view all the related paper invoices that are saved in an electronic format. Just one keystroke can launch your imaging system and you can view all related documents as images, rather than having to physically go to one or more paper files.

Corporate America spends billions of dollars a year on filing, retrievals and lost files. Consider these facts from Gartner, the leading independent provider of research and analysis to the global IT industry.

“The average company spends $20 to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document. Meanwhile, 7.5 percent of all documents get lost, 3 percent get misfiled, and the average professional spends 50 percent of their time looking for information.” - Gartner Group

“Paper management reduces office productivity. Of a total 8 hours wasted per week in paper document management activity, finding documents wastes 1 hour, difficulty sharing documents wastes 1 hour, distribution and storage wastes 1 hour, and archiving and retrieval wastes half an hour.” - Gartner Group

If you are looking for a better document management solution or want to learn more about document scanning and imaging software and equipment, visit our web site at www.scanmypaper.com or call us at 816 221-0123.