Archive for February, 2010

The Paperless Office Lowers the Cost of Managing Your Business

Sunday, February 14th, 2010

Steve Breault

Is your office a beehive of paper-chasing activity? Most have employees scampering around searching for mislaid or lost documents. The time wasted adds up to really big dollars! The Paperless Office makes it easy when anyone wants to find a document by using the retrieval tools available in the document imaging system. Having access when needed is critical. If the documents are easily accessible the cost falls through the floor. Access is provided by the document imaging system. There continues to be major enhancements in scanning technology enabling the conversion of paper documents to electronic images fast, cheap, and easy. Purchasing a business quality scanner moves paper documents into your database system simple.

Your storage system provides long-term and reliable repository for your electronic paper. A reasonably priced storage system will accommodate changing documents, mounting volumes and advancing technology. Indexing creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective. The Vircosoft retrieval system uses information about the documents, including index and text to find images stored in the system. A good retrieval system will make finding the right documents fast and easy.

Storing records in an imaging system both maximizes retrieval ease and speed and markedly lowers storage cost and employee expenses. Envision being able to look throughout all active and inactive files for any buyer from your desktop. Document Indexing enables you to allocate or route a document to anyone anyplace on the network. Taken in its entirety imagine how much you can reduce the cost of managing your business while increasing your efficiency.

Steve Breault “DocMeister”

Paperless Office: Less Work, Reduced Cost, More Value!

Tuesday, February 9th, 2010

Steve Breault

The sweet smell of victory! We have been talking and writing about the coming of the Paperless Office for over ten years and finally people in the know are acknowledging ” we are there”.

At an escalating pace businesses are migrating into a Paperless Office environment. The technology has made the process so simple that you don’t have to be a “techno-whiz-kid” to do it anymore. The public perception has changed dramatically as well. Initially the mindset was that this is a great tool for “big business” but small and mid-sized businesses could not afford the cost of the hardware, software and training. Individuals have not been left out of this exciting opportunity either. Now anyone can easily afford a manage their paper electronically.

All we want is a fast, easy and inexpensive way to process our mountains of paper and the ability to find them again in seconds, often from outside of the office. Fortunately the cost of everything required to move toward a paperless office has dropped dramatically.

Over the past decade new technologies have emerged making this possible including e-mail, low-cost document management systems such as HighPoint and vFiler from Vircosoft, cool applications like Word, Excel, e-books and many more. Making things even easier is the fact that virtually everyone is computer savvy thereby simplifying implementation, training and operation.

Most people refer to the technology as Paper-less because in reality hard copy paper has not gone away as originally envisioned. In fact we are accumulating more paper than ever before. People still like to hold a document rather than read it off of a computer screen. So, the movement is more tuned into digital paper management to control costs, save space and improve efficiencies while enabling us to have our paper, in hand, when we want it.

The good news is that now really is a great time to start implementing a Paperless environment in you business. Most likely you already have the basic necessities; a digital copier, fax machine, a network and access to the Internet. Add an easy to use Open Source Document Imaging Software system and you are ready to go.

Thank you,

Steve Breault “DocMeister”