Three Technologies that Can Provide Immediate Efficiency and Productivity Improvements
There are so many applications out there on the street that tout “Instant ROI”, “Immediate Efficiency” and “Enhanced Productivity”. But really, when you get down to it, do they really deliver? In the world of document automation, there are some key focal points that can provide immediate value, and most of them revolve around paper and process. So here is a list of the “Big 3”:
Document Capture – “The Filing Assistant”
In a previous life, my office was right outside our records area, a vast paper wasteland, with over 60 file cabinets. I used to watch one of our administrators walk back and forth all day, filing new paperwork, creating new folders, and filing away an endless stream of paper. Think of document capture software as an efficient clerk, that takes a scanned document, identifies where it needs to go, what folder it needs to go to, and how it needs to be named. With document capture, most customers see a 25-75% reduction in time to file paper documents, immediately.
Document Management – “The Electronic Filing Cabinet”
In that same previous life, traffic flowed all day, back and forth to the filing area, as administrators would look for paper records, sometimes make a copy, and then walk back to their desk. All departments would be seen: Contracts, Service, IT, Finance, etc. In steps document management, where you can access files from your desk in an instant. No longer do you put customers on hold to find out some information. Document distribution is a snap, and now you can easily email or fax documents from within your digital filing interface. Huge time savings, improvement in customer service and many other benefits can be gleaned immediately.
Document Workflow – “The Electronic Inbox & Outbox”
–Ah, the messy paper desk. Walk into your accounting or HR department sometime and just take a peek at what sits on the desktop. Usually it is a mass of paper and folders, being manually processed, reviewed, signed, and then moved on through the organization. In steps electronic workflow. Working hand-in-hand with capture and your repository, now documents can be easily sent to individuals for review or approval. Business rules are now built right in to the system. Need to route all expenses over $1000 to a manager, it’s a snap.