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Archive for the ‘Document/Microfilm Scanning’ Category

Document Management in Phoenix: How Document Management Solutions Benefit Government Agencies Center (Part 3 of 4)

Monday, August 15th, 2011

This blog post is the third of a 4-part series that will describe how document management solutions benefit government agencies.

Improving ROI and Enhancing Agency Mission

Document management in Phoenix creates benefits that positively impact return on investment, including:

Reduced cost of physical storage.  Physical file storage, archival storage and offsite storage can largely be eliminated.

Reduced cost of supplies.  Since paper copies are cut significantly, so are the associated costs.

Staff realignment.  Because it takes less time to do a task, staff can either be reduced or reassigned to higher-value tasks.

Improved efficiencies.  Document management in Phoenix facilitates automatic document retention, fast and easy electronic file retrieval, and simultaneous viewing of the same document by multiple people.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Management in Phoenix: How Document Management Solutions Benefit Government Agencies Center (Part 2 of 4)

Friday, August 12th, 2011

This blog post is the second of a 4-part series that will describe how document management solutions benefit government agencies.

Document management in Phoenix helps all types of government agencies improve performance.  Agencies that benefit include:

  • Local Government:  Multiple departments -  records, accounts payable, public works, community development, clerk of the board, fire, police, information technology, courts, human resources and more – can use document management solutions to improve customer service, meet records compliance requirements, and increase employee efficiency.
  • County Government: Counties have used document management systems to make government operations more accessible to constituents through customer service centers, external-facing web sites, and self-service kiosks.  Typical county departments that benefit from document management include records management, transportation, clerk of the court, treasurer, assessor, clerk of the board, public fiduciary, materials management, recorder, sheriff’s office, information technology, finance and more.
  • State Government:  Like many agencies, Arizona’s state government has been plagued with job cuts.  Successful document management in Phoenix allows each department within state government to provide, at a minimum, the same level of service to their constituents without additional staff.
  • Court Systems:  Document management solutions support various judicial systems including limited jurisdiction of cities/towns, general jurisdiction of counties, and the Arizona Supreme Court.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Management in Phoenix: How Document Management Solutions Benefit Government Agencies Center (Part 1 of 4)

Wednesday, August 10th, 2011

This blog post is the first of a 4-part series that will describe how document management solutions benefit government agencies.

Government agencies must maintain high levels of constituent service even with shrinking resources.  Document management in Phoenix is a solution that helps government agencies of all types maintain and even improve service levels.  Among the benefits to local, county, and state agencies are cost and time savings, self-service solutions and increased transparency.

In today’s challenging environment, document management in Phoenix enables government agencies to do more with less.  Although limited resources and strained budgets are the norm, an agency is nonetheless expected to maintain high levels of service to its constituents.   Innovative solutions like document management improve agency services without requiring additional staff.  In fact, these document management solutions even empower constituents to do more for themselves through self-service web sites and kiosks.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments (Part 4 of 4)

Monday, August 8th, 2011

The first step in transitioning to a document management system is to assess the applications and processes currently in place.  Any new system should easily integrate with your current environment.  Once installed, the system must allow existing information and processes to transfer smoothly.

You should not have to recreate entire department processes to fit a new document management system.  If significant changes are required with a particular solution, you should continue your research and analysis to determine a more viable option.

Document imaging in Phoenix creates a more efficient human resource department with less paper shuffling.  By reducing the time employees spend on low-level tasks, document imaging allows personnel to work on more essential things – like finding and keeping the best employees, meeting compliance standards, and managing time-sensitive payroll processes.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments (Part 3 of 4)

Friday, August 5th, 2011

This blog post is the third of a 4-part series that will describe how document management solutions benefit human resource departments.

Boost Department Performance

The goal of document imaging in Phoenix is to lessen the paperwork burden so human resource professionals can focus on a company’s most important asset – its people.  In addition, document imaging creates meaningful benefits that enhance department operations.  Some of these benefits include:

  • Reduced storage costs: digital records eliminate physical space requirements and the associated costs.  Space previously reserved for document storage then becomes available for more productive uses.
  • Improved document retrieval time:  industry statistics calculate an average of seven minutes is spent every time an employee looks for a paper document.  Once digitized, document retrieval can be accomplished in seconds.
  • Increased document security: documents in digital format provide unlimited control.  Access to human resource documents can be granted on a variety of levels.  In addition, access can be immediately allowed or revoked if an employee’s status changes.
  • Integrated compliance documents:  documents required to comply with regulatory acts can be incorporated into the system as they are created.  Integration eliminates the need to duplicate and move heavy paper files to a secure facility for safe keeping.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

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Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments (Part 2 of 4)

Wednesday, August 3rd, 2011

This blog post is the second of a 4-part series that will describe how document management solutions benefit human resource departments.

Focus on People, Not Paper

Few departments within an organization manage the tremendous amount of paperwork that commonly flows through human resources. Because of this crushing volume, human resource personnel often find themselves spending more time pushing paper than on higher value tasks.

For example, the average personnel file contains more than 50 different records.  An employee’s file begins the moment he or she applies for a job and grows considerably with each year of service. The sheer volume of information associated with each employee can be overwhelming. As a result, storage and management of personnel documents in paper format no longer remains a viable option for most human resource departments.

Specific human resource data that must be electronically captured, managed and protected for both past and present employees include:

  • Job Applications
  • Resumes
  • Recruiting Information
  • Insurance Information
  • Benefits Elections
  • Workers Compensation Documents
  • Performance Reviews
  • Payroll documents
  • I-9s

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments (Part 1 of 4)

Monday, August 1st, 2011

This blog post is the first of a 4-part series that will describe how document management solutions benefit human resource departments.

Human resource departments manage a great deal of complex paperwork.   As a result, HR personnel spend an inordinate amount of time on lower-level tasks.  Document imaging in Phoenix lessens the paperwork burdens and frees human resource professionals to focus on more meaningful projects.  Additionally, document imaging reduces costs, increases efficiencies, improves security and ensures compliance with government regulations.

Document imaging in Phoenix helps human resource departments avoid drowning in paper.  Processes such as recruitment, hiring, employee reviews, and benefits management create tremendous amounts of paper. If no digital archive of human resource paperwork exists, the company risks losing valuable information.

In addition, human resource departments must ensure compliance with numerous regulatory acts such as the Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and Privacy Act (FERPA), Fair and Accurate Credit Transactions Act (FACTA), and Family and Medical Leave Act (FMLA).  To avoid non-compliance, employee documentation must be secure from theft, intrusion, fire, natural disasters and other threats.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

AP Document Management Software Avoids Three Common Cash Leaks, Part 2

Friday, June 10th, 2011

In part 1 of this blog post we discussed how staying strategic and lean in AP can be critical to the financial health of an organization during both busy and slow periods. In this blog post we will discuss the challenges that organizations face when they attempt to optimize their AP department.

The Challenges

When organizations need to optimize AP, they face inefficiencies in three major areas:

  • Slow approval and payment cycles, which result in missed discounts and late payment penalties.
  • Low visibility resulting from data and documents being stored in separate systems and locations.
  • Fixed costs—paper, duplicate data entry, storage, shipping—don’t add value.

Continue reading the OSAM Document Solutions Blog for more information about how document management software can help your AP Department avoid three common cash leaks or for more information about our document management software, contact OSAM Document Solutions, Inc.

AP Document Management Software Avoids Three Common Cash Leaks

Wednesday, June 8th, 2011

Accounts Payable (AP) is a document-driven process. Some invoices are simple, some complex. Some arrive electronically, others through fax machines or the postal service. Despite ERP efficiencies, the manual AP document processes necessary to support ERP data extend cycle times and increase risk of error. Paper processing and approval, duplicate data entry, and lack of effective collaboration often result in missed discounts, late-payment penalties, and inaccurate accruals. Document management software can help.

Staying strategic and lean in AP can be critical to the financial health of an organization during both busy and slow periods. Every discount must be found and every penalty avoided. Organizations look to improve AP processes in slow times in order to prepare for higher activity when productivity is up and payments to suppliers increase.

Continue reading the OSAM Document Solutions Blog for more information about how document management software can help your AP Department avoid three common cash leaks or for more information about our document management software, contact OSAM Document Solutions, Inc.

Arizona Document Management Software Streamlines Government Services

Friday, March 25th, 2011

They say what goes up must come down. The challenge is yours to help pick up the pieces when it does. Financial structures and long standing industries may waver, but government must stand strong to serve the people. Governments must serve more people than ever before with less – less staff, less money, less resources. It’s time to let OnBase help lighten the load.

Arizona document management software like OnBase takes the most time-consuming, paper-based tasks of government service and makes them easier. From optimizing intake paperwork to automating permitting processes, to providing secure constituent self-service, OnBase saves hundreds of hours of busy work every week. Staff no longer have to provide the same information to multiple systems, files or people. They can access all documents from one central location, instead of from various agencies, state systems and records rooms.

Without replacing existing systems, OnBase gives old technology new life. It bridges the gap between those systems and the transparency requirements of today. It also helps protect institutional knowledge, and prepare for the near future when 50 percent of staff is due to retire. Better processes mean better constituent service.

For more information about Arizona document management software, contact OSAM Document Solutions, Inc.