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Archive for July, 2010

What are the Advantages of a Paperless Office Services? Part 2

Tuesday, July 27th, 2010

In part 1 of this post we discussed some of the advantages of paperless office services as well as the fact that there are two major approaches that a company can take when adopting paperless office services and these are taking the big plunge and dipping in a toe.

Taking the Big Plunge: The big plunge can be a relatively intimidating approach. This approach requires a big budget, resources and time. Implementing the paperless office all at once requires: lots of consultation and preparation with employees. It requires a strong, visible mandate from senior management. It requires a certifiable, formal process of employee training. It requires detailed documentation of the re-engineering processes. It will affect every corner of an organization. It most likely will be relatively expensive, require consultants and compress a lot of activity into a time frame that is rarely met. This project is all or nothing and resources will be consumed and money will be spent until implementation is complete.

Dipping in a Toe: Starting a paper-free office at the departmental level is a practical and low risk approach. Commonly it is the departments themselves that recognize their problem and are looking for a solution. The risk and cost of a departmental paperless office services is not too high and if it never expands beyond the specific department it can be easily justified. If this department succeeds the solution can be expanded to include other departments. New departments implementing a paperless office can learn from the test departments successes and errors. Taking the dip in a toe approach allows your company to gradually shift to a paperless office and allows a company to become comfortable with the process without being fully entrenched.

Every business want to find a way to reduce paper usage, encourage keeping and sharing their documents in compliance. Document management software has broken the paradigm of the paperless office services being expensive, complicated and hard to use. With a relatively small investment and in a short amount of time a departmental solution can be running and setting a model for the rest of your organization.

For more information about paperless office services, contact OSAM Document Solutions, Inc.

What are the Advantages of a Paperless Office? Part 1

Saturday, July 24th, 2010

What company would not want a paperless office or want to reduce the large amount of paper that they use? A paperless office also gives employees access to their electric documents. Ultimately, they save resources by reducing consumption, reduces office rent by saving space, protects intellectual property by organizing and securing and allows easy access to electronic documents.

Paperless office customers are reducing paper usage and taking advantage of document management technology, secure user rights, workflow, search and the ability to access documents from anywhere they can use the internet. There are a number of reasons the paperless office has become increasingly popular in recent years including:

  • Save resources, which means reducing the company’s consumption of paper: “A ton of recycled paper saves 17 trees.”
  • Reduce the cost of office rent by getting rid of filing cabinets, etc.: “Each four-drawer file cabinet takes up to 9 ft. of floor space.”
  • Protects Intellectual Property by securing and organizing it: “20 percent to 40 percent of a workers time can be wasted searching for documents.”
  • Easy-accessible information: “More than 70 percent of today’s businesses would fail if they suffered a catastrophic loss of their paper documentation.”

There are two approaches that your business can take if you are considering implementing a paperless office. The first will be referred to as taking the big plunge and the second will be referred to as dipping in a toe.

For more information about paperless office, contact OSAM Document Solutions, Inc.

The Advantages of Data Capture, Part 2

Wednesday, July 21st, 2010

In part 1 of this blog posts we discussed how data capture streamlines the capture process of paper and electronic documents and allow distributed companies to easily capture images from remote locations as well as a number of other benefits of data capture.

Improved efficiency – Outsourcing your data capture services allows you to focus on your business activities as opposed to focusing on processing documents. Your employees will be able to concentrate on their business priorities, which results in increased productivity and efficiency.

No Capital investment is required. There is no need to invest in complex and costly software and hardware – just let a data capture service company handle your business information capture. They will prepare, scan and index your business’ documents without a large capital investment.

Improved customer service – Outsourcing your data capture services provides a method for faster document processing. Your staff will be able to access the important information contained in your documents and will be able to meet the needs of the customer more quickly. Providing a higher level of customer service due to the ability to easily access information and deliver answers to customers is another benefit of outsourcing data capture.

Augment disaster recovery – Natural disasters as well as other threats have shown how businesses can be vulnerable if a disaster recovery plan is not established. Back up archives are just one way a data capture service company can help your business recover vital information more quickly when it is faced with a disruption of operations.

Data capture streamlines the capture process of paper and electronic documents and allow distributed companies to easily capture images from remote locations. This service provides business with numerous benefits and ultimately improves your business efficiencies in numerous ways.

For more information about data capture, contact OSAM Document Solutions, Inc.

The Advantages of Document Capture, Part 1

Sunday, July 18th, 2010

Document capture streamlines the capture process of paper and electronic documents and allow distributed companies to easily capture images from remote locations. This service can provide your business and how the provide these business with a system to capture, store, manage and electronically retrieve their critical business content. This article will examine the benefits of this service.

Accelerate Business Processes by giving customers what they are asking for much more quickly. Many documents companies receive are requests from partners, suppliers and customers. By converting these documents to electronic documents as they enter your business, you eliminate pushing paper processes and are able to respond more quickly. Also, you can accelerate time to revenue as well as reduce late payments and fees.

Reduce costs by reducing your need for manual data entry or reduce real estate expenses because you won’t need quite as much space for document storage. With outsourced document capture, you can reduce your technology costs – no costly hardware, software or maintenance licenses. With data integration to your business’ existing systems, you will save money by processing invoices and purchase orders faster.

Increased productivity – when you are pushing papers or spending time searching for important documents, you are unable to focus on your core business. By outsourcing document capture services you will have more time to focus on growing your business as opposed to processing paperwork. Document capture allows you to capture documents in digital form and access all the information you need quickly and easily.

Reduce search time – When documents have been scanned and indexed, searching for documents is a breeze. You will be able to find the important information you need to get the job done without digging through papers or filing cabinets.

For more information about document capture, contact OSAM Document Solutions, Inc.

Electronic Document Management System: Why Outsource, Part 2

Thursday, July 15th, 2010

In part 1 of this post we discussed how the integration of electronic document management systems and other document capture and processing services for back file conversion are complex. In this segment of the post we will further discuss the benefits of outsourcing your back file scanning to an electronic document management system.

Once you have become an expert in all aspects of the document management and scanning process: hardware/ software, document preparation, scanning, indexing, quality assurance, and document tracking methodologies, how useful will this information be once the back file conversion has been completed? In most cases it’s useless because it is a one-time event.  Listed below are a few reasons to outsource your back file scanning requirements to a document management service provider.

Eliminate risks

There are tremendous risks associated with investing in a new back file scanning operation.  Markets, competition, government regulations, financial conditions, and technologies frequently change – and an agency’s investment in a one-time project over a one-time period can have multiple possibilities of failure. Keeping up with changes, especially where each next generation requires a significant investment of resources and dollars is very difficult.

Outsourcing to an electronic document management system is a vehicle for eliminating these risks. Outsourcing providers make investments not on behalf of just one company, but on behalf of their many clients.  By sharing these investments, the risks acquired by any single company are significantly reduced.  The result is that when agencies outsource to a document management company they become more flexible, more dynamic, and better able to change themselves to meet changing opportunities.

Technology timetable

“ ½ Paper content + ½ digital content = 0 solution”

Using a file retrieval system that is partially digital and partially paper is inconvenient and may lead to incorrect record retrieval.  The commitment to a software/hardware system and the imaging solution to fit this software is at risk the longer a scanning project takes to complete.  Outsourcing scanning to a electronic document management system with a history of fast high-volume turnaround reduces this risk and enables the day-forward scanning to begin earlier.

For more information about our electronic document management system, contact OSAM Document Solutions, Inc.

Document Management System: Why Outsource, Part 1

Monday, July 12th, 2010

The integration of electronic document management systems and other document capture and processing services for back file conversion are complex.  Aside from the equipment and staff requirements, the process for back file scanning is significantly different than day-forward scanning.  Inexperienced management and operators using fast robust equipment with improperly designed process engineering for a specific scanning project only increases the problem.

The mistakes often made in the planning of conversion services are in the estimation of the length of time required to complete the job.  In-house scanning always encounters problems resulting from a serious miscalculation in the effort required.  Often times the majority of the time spent in a scanning project is image QA, validation and correction.  The process, document management team and experience required to create a QA system that finds scanning problems is an issue in itself. THE LATER IN THE PROCESS A MISTAKE IS FOUND THE GREATER THE EFFORT TO CORRECT.

Inexperienced document management teams and operators will probably find problems much later in the process, multiplying the effort to correct.  Using a robust system only adds to this problem.  While some agencies successfully complete scanning services, most encounter problems which are usually the result of the large number of intangibles and unexpected issues that pop-up during such services.  A document management systems’s expertise incorporates these issues into the development of each detailed project plan.  With this inaccurate information in hand, it’s easy to see how in-house scanning can be a difficult and costly non-core business process.  Productivity and competitive advantages gained from outsourcing document management conversion services are multiple.

Additionally, training allowances are usually ignored in the estimate of the amount of time required to learn how to efficiently use the equipment. Since most documents are not in perfect condition, it’s unlikely that 100% acceptable images will be captured, or the operators will know how to acquire the necessary quality until several thousand images have been converted.

For more information about our document management system, contact OSAM Document Solutions, Inc.

Why Outsource to an Electronic Document Management Company? Part 2

Friday, July 9th, 2010

In part 1 of this post we discussed how outsourcing your back file scanning services to an electronic document management company is beneficial for numerous reasons. In this segment of the post we will further discuss the benefits of outsourcing your back filing scanning to an electronic document management company.

Eliminate productivity losses

An electronic document management company can handle document preparation and indexing to keep your staff focused on their regular jobs throughout the conversion. The switch to electronic documents must be seamless from the point of view of your clients and overall business operations.  Utilizing your current staff can result in low performance. Unfortunately, one of the results of an efficient operation is the reduction of staff.  Staff members will realize the more productive they are with the task (scanning), the sooner the back file project will be completed and the sooner their job will be eliminated.  If your staff is distracted or not motivated, an in-house conversion will not be effective and your regular operations will suffer during the conversion

Eliminate the need for new staff

In-house back file conversions often require the hiring of temporary staff, most of which will require training in relation to your core business. Temporary personnel are not vested in your companies success and are often more concerned about earning a living and moving onto their next assignment.  There is a high probability that they will take these new skills to another job before your conversion is complete. This will force you to repeat the hiring and training process.

Experience

A document management company’s staff is well versed in all areas of scanning and document management.  Should a problem arise, there is a good chance that they have seen a similar problem before and can quickly address it while mitigating the potential for production delays.

These are just a few of the benefits of outsourcing your back file scanning services to a document management company. Document management companies also offer business a number of other benefits and can be extremely cost-effective and time saving.

For more information about our electronic document management company, contact OSAM Document Solutions, Inc.

Why Outsource to a Phoenix Document Management Company? Part 1

Tuesday, July 6th, 2010

Outsourcing your back file scanning services to a Phoenix document management company is beneficial for numerous reasons. The integration of electronic document management systems and other document capture and processing services are complex. Aside from the equipment and staff requirements, the process for back file scanning is significantly different than day-forward scanning.

Once you have become an expert in all aspects of the scanning process that a document management company has expertise in: hardware/ software, document preparation, scanning, indexing, quality assurance, and document tracking methodologies, how useful will this information be once the back file conversion has been completed?  In most cases it’s useless because it is a one-time event.  Listed below are reasons to outsource your back file scanning requirements to a document management company.

Back file / Day-forward efficiency

Staff can be trained for the day-forward techniques of scanning quickly, without adding temporary staff. This will reduce equipment cost, setup and maintenance, and reduce the exponential magnitude of problems caused by error.  The agency can begin day-forward scanning shortly after back file scanning and the document management company will help develop data import and naming conventions to eliminate overlap errors.

Hardware / software support

Extending beyond scanning services, a Phoenix document management company’s Project Managers have experience dealing with various hardware and software systems.  The document management company’s team has the ability to customize a variety of solutions to meet your needs without burdening you with expensive software customizing fees.

For more information about our Phoenix document management company, contact OSAM Document Solutions, Inc.