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How to Go
Paperless In Three
Simple Steps:
A Guide for Small
Businesses
“In the Age of Information, ignorance is a choice.”
Danny Miller
Businesses rely heavily on information. Recent studies have found that 20 percent of
the average employee’s day is lost to the unnecessary handling of documents. To make
matters worse, in 50 percent of such instances, manual searching does not produce the
sought after document.
Managing a steadily rising mountain of data has become a significant challenge for
many companies. A growing number of businesses are implementing electronic
document management systems, and have found this to be the ideal solution to a
frustrating, expensive and labor-intensive dilemma.
This guide provides detailed insights to help you make an informed decision regarding
document management solutions. You’ll learn how the services of a document
management company can benefit your business, what drawbacks you might
encounter, and what to look for in a provider.
Why DocuWare
DocuWarehas established a notable presence in the burgeoningfield of enterprise
content management. Founded 1988, the company now ranks among the world’s
leading Document Management software companies, with a global presence reaching
from New York to Munich, the UK, Spain and France. DocuWare products are available
in 70 countries and 16 languages to over 100,000 users in approximately 10,000
installations.
Managing Information—A Growing Problem for
Businesses
“We create, collect, process, distribute, store, manage, retrieve, maintain and dispose of
information as an integral part of every business process and activity of
the organization,” a government agency Web site declared.
“In an effort to increase our efficiency we have spent millions to create business
applications and systems that can process vast volumes of information. In spite of our
investments, we still spend a considerable amount of each day manually processing or
searching for information.”Perhaps you can relate. As the inundation of data continues
to build, companies must find ever more robust ways of managing it.
Important Facts about Document Management
Systems
Document Management Systems (DMS), also referred to as Electronic Document
Management Systems (EDMS) bring togetherseveral technologies which combine to
form the ideal systemfor managing the creation, capture, indexing, storage, retrieval and
disposal of information assets.
Any document management system will have these key integration points: 1) Capturing
documents and the information contained in those documents, 2) using that information
as data to be integrated into other systems you use, and 3) retrieving documents at the
moment they are needed, as easily as possible.
Another important function of a DMS is enforcement of security parameters set for each
user. This ensures that sensitive data cannot be viewed by unauthorized persons.
Key Benefits of Using Document Management
Solutions
By implementing a DMS, companies are able to reduce or even eliminate redundant
and excessive labor costs involved in document handling, and achieve substantial ROI
from their DMS purchase.
Studies by EDI Group and Gartner estimate that businesses save from $1 to $5 per
document, and reduce overall document related costs by 40 percent, just by
implementing a document management system.
In another study, half of the organizations represented saw a full return on their DMS
investment within six months—and ROI after five years was at 404 percent.
The government agency mentioned above found document management technologies
to be an ideal solution to data overwhelm, “delivering immediate value and increasing
organizational efficiency and effectiveness.”
Top Questions to Ask Vendors
Before you begin your search for a Document Management System provider, it’s
important to assess your company’s needs. Start by analyzing how your organization
uses information. What are your requirements regarding data privacy, security, access
and collaboration? Understanding your company’s unique workflow will help you to
choose a provider that matches your needs. Here are some questions to get you started
in the right direction:
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Will the DMS you’re considering integrate well with your existing software
programs?
Will it automatically recognize what type of document you are trying to store, and
automatically grab the text elements and populate the most important index
fields?
Can the system transmit a document to shared applications?
Does the system store files in native formats or convert them?
How often does it back up files, and where does it store these?
Can users access the system remotely or via the internet?
What types of security protocol does the provider use?
Will users have the ability to restore deleted files?
Can the system search the content of original paper documents?
How will employees locate and access documents?
Will the system accept and allow you to edit live files in MS Word, Excel, even
video, audio and CAD, files?
What does the system’s search function include?
Does it have the ability to generate keywords?
Does the system allow for separate retention times?
Can authorized users cancel or extend expiration dates?
Can you find any document with a keyword search?
Can you save your email correspondence and link to related documents?
Can you digitally sign and approve documents which triggers email notification to
others?
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Can you manage any document on your iPhone, iPad, Android or other tablet?
Can you lock down access rights at any level you want?
Can you integrate related doc searches from any of your applications?
Can you create an audit trail of who did what to what file exactly when?
Can you “print” files and have them automatically stored correctly – every time?
Can you scan and have the file automatically recognize what it is and where it
goes?
6 Key Features to Look for In a Provider
A comprehensive DMS solution will provide a robust set of features, which should
include all of the following:
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Maintain an electronic documents repository.
Ability to properly encrypt files and keep documents secure.
Integration with other applications your business uses.
Facilitate workflow; the ability to find and access information in a streamlined
manner.
5. Audit data according to the four Ws; Who, What, Where and When.
6. Compliance with regulatory requirements for retention, backup and security.
You should also have the option to host your information where you choose, whether on
your own system, in a managed system or on your system with the ability to access
data from any location. Many companies prefer to have a DMS provider host
information for them because of the added layers of security.
The DocuWare Difference
Whether as an on-premise or as a cloud solution, DocuWare provides all the
components needed for Enterprise Content Management. DocuWare's solutions are
highly secure and scalable, flexible to integrate and use future-proof technologies.
DocuWare is ISO Certified, FDA Compliant and rated 5-Star by Buyers Lab Inc.
(BLI).Four core strengths, which distinguish DocuWare’s document management
software from the many other options in the market, are:
• Security
• Scalability
• Integration
• Future-proof
Here are a few of the ways DocuWare solutions will help your business:
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Capture documents easily – solutions such as optical character recognition and bar
code reading make automatic document filing and retrieval much easier.
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Reduce queue time – You can route information electronically using
DocuWare’sworkflow solutions, and eliminate time spent mailing and otherwise
transferring documents.
•
Minimize duplication – Make a single electronic copy of any document available to
all authorized users—even outside your organization if needed.
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Decreasedata keying requirements – Use a smart form to quickly access data via
lookups and export form data directly to business applications.
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Reduce storage and retrieval costs – A single repository reduces the need to
store multiple copies.Standardized indexing and integration with business
applications lets you instantly access the documents or other information you need.
•
Get enhanced access to records and data – Authorized users can search across
the organization. Workflow will automatically notify users when information has been
processed.
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Automate your business processes – Workflow will automatically move information
from one step to the next, using rules-based routing. The DocuWare system can use
referenced data to automatically update business applications, create additional
documents or workflows, and communicate with internal and external users.
•
Improve customer service – Access retained or in-process data instantly, and fax or
email requested information directly from your desktop to your customer within
seconds.
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Improve regulatory compliance – DocuWare technology can create audit trails of
access and activity, improving compliance with Records Retention Schedules can be
automatedand improved. And the system will automatically classify and store
incoming documents.
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Enabled reuse of information – Previously processed information can be used to
pre-populate forms or validate and standardize incoming data.
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Improve data quality – The automated filling and validation capabilities of DocuWare
e-forms reduce the potential for missing or misplaced data. Autoformatting, standardized selections,and dynamic form configuration, among other
processes, validate data prior to submission.This greatly reduces time spent
correcting data.
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Increase security – DocuWare protects your company’s stored data with stringent
security requirements. Backups provide vital records and disaster recovery
protection.
DocuWare enables any size organization - in any industry - to transform documents into
valuable capital. Regardless of format or source DocuWare automates business
processes and workflows by electronically managing and sharing documents.
Documents are readily available, where and when needed; one search quickly locates
related documents.
DocuWare boasts a bevy of satisfied clients across the globe. Here is what just a few of
them had to say after implementing and using DocuWare products:
"DocuWare is the cornerstone of our IT strategy, helping us to integrate software
applications from all of our offices around the world, shrink costs and simplify the
exchange of experiences." - Rainer Heisel, Director IT / Organization for HARIBO (This
long-established company located in Bonn, Germany, depends on DocuWare for superfast document retrieval. By turning to this Integrated Document Management Solution,
the company was able to streamline its processes and to improve its customer service
worldwide.)
"In addition to substantial time savings and meeting Federal fair lending laws, we can
now be sure of providing a secure exchange of sensitive information with financial
institutions. Electronic boarding reduces errors and delays and helps us meet closing
dates and smoothes the final stage of the process."
Jose Ortiz, Chief Information Officer, Neighborhood Housing Services
“The ability to search our database has made a huge improvement in our efficiency.
We’ve eliminated at least 100 hours a month in our Bookkeeping and Credit
departments alone. Finding our documents is tremendously easier. DocuWare saves us
not only time, but paper and stress as well."
Bill Szczytko, IT Manager, Maryland Management Company
"Before, we used to have one manual filing cabinet on each floor - it would not have
been possible to keep up with our old system with the growth we are experiencing.
Today we need the space for new employees. DocuWare makes this possible.”
André Bernhorst, Director of IT Servicefor Mobil Oil Company Health Insurance
Fund.
DocuWare customers have garnered recognition for their implementation of the
company’s solutions; Kansas Surgery and Recover Center (KSRC), received a Process
Innovation Award for its DocuWare application. KSRC’s DocuWare-based solution was
recognized for its creativity and effectiveness in the health care market. The award was
presented at the eSolutions World Conference and Expo.
In Conclusion
In an age when instant access to data can mean closing an important deal or providing
the best possible service for a valued customer, businesses that cling to outdated
methods of document management will fall by the wayside. Companies that choose to
implement the latest in document management technology, on the other hand, are
experiencing increased transparency and efficiency, adding significantly to their bottom
line. DocuWare solutions can help your company thrive in the information age.
For more information or to schedule a demonstration contact
[email protected] (347) 687-3533