Posts Tagged ‘digital document imaging’

Document Imaging Software Increases Office Efficiency and Saves Money

Friday, August 31st, 2012
President and Founder of Vircosoft

President and Founder of Vircosoft

Document Imaging software can help business owners and managers in easily locating, scanned files, PDF papers, records and other electronic documents. The software to manage documents can be a web-based application or computer software. Today, businesses must not only manage electronic documents but also know how to deal with problems that are associated with managing these documents like version control and finding the right documents. The need for a good Electronic Data Management Software (EDMS) is clear and any product you get must be able to solve your problem. However, not everyone can afford to buy an expensive EDMS. There are many managers and personal users who are looking for a free solution to their problem. These people can get good open source document management software that can help in solving their problem.

There are several tangible and intangible benefits of getting an electronic document management system. Here are some tangible benefits of getting this system:

Reduce storage

When you have EDMS software, you don’t have to maintain a hard copy of the documents. Almost all the paper documents can be saved as electronic documents which can be saved in an archive or within the business. This will help in reducing the storage requirements of your business.

Reduce retrieval time

Getting paper documents from an archive or a storage facility can be more time consuming when compared to electronic retrieval of documents. EDMS not only reduces the retrieval time but also help in conducting advanced searches. Conducting these searches can be especially useful when you are trying to make some major changes or searching for information or data that is subject to litigation.

Reduces cost

If you maintain paper documents, you have to take print outs of documents which will increase your expenses on paper and toner. Paperless office is not possible but it is anticipated that using EDMS can help in reducing the need for paper copies of documents. Even if you use an EDMS that does not have electronic signature capability, you must only get the master paper printed which will reduce expenses.

Improve productivity

When documents are electronically stored, employees have to spend less time searching for the documents. Improved document approval and review cycle will reduce processing time and improve the efficiency of business.

Improved disaster recovery

Most EMDS contains important business document and has a disaster recovery system that allows the user to restore the documents when there is a disaster or disruption.

EDMS not only offer several tangible benefits but can also offer some potential intangible benefits. Some of the intangible benefits offered include:

a) The documents that are stored electronically are more secure than paper documents. These electronic documents are stored in a secure location which ensures that only the right people get access to these documents.

b) When the documents are electronically stored, there is improved compliance to legislation and regulation.

c) There is central management and control of all electronic documents.

d) There are reduced chances of documents getting lost or stolen.

e) EDMS can help in enhancing competitive situation as it improves internal documentation processes.

f) Customer service improves as employees have faster access to important customer information.

What Are the Benefits of Document Indexing Software?

Monday, March 19th, 2012

Steve Breault, Vircosoft Founder / CEO

Document indexing is the process of adding tags and marks to documents. These tags and marks are then stored in an index and used when someone wants to search for a document. Document indexing is normally used by engines to help retrieve information from different websites. It helps search engines to be fast in document retrieval. Document indexing can also be used by an organization which wants to optimize its filing system.

An organization which needs document indexing done automatically should use document indexing software for automation of the indexing process. There are many benefits which an organization can get from document indexing. Some of these benefits are discussed in detail below.

Faster retrieval of documents:

When the documents are indexed tags and marks are used to identify them. These tags are normally derived from the content in the documents and/or a short description used to describe the document. When a user searches the document index using a certain keyword the index quickly returns a list of documents with tags same as the searched keyword. Therefore a user can quickly select the document that he/she wants. Unlike document filing which requires a user to search the content of each file individually so as to find what he/she wants. There indexed documents are easily accessible.

Allows easy orientation for new employees:

When your organization recruits new employees you will need to familiarize them with the filing system and other aspects of the organization. With document indexing software the new employees will be quickly shown how to search for files in the organization. If you are using the old filing system for document organization then you need to go through the whole filing system so that the new employees can understand how to find files.

Faster Decision making:

In an organization decision making is normally made by using files which have important information about the organization. If the organization uses document indexing software they can quickly search through and find what need quickly enabling them to make faster decisions.

Increases efficiency and reduces running costs:

In organizations with indexed documents, document access speeds are highly increased. This makes the overall efficiency of the organization to increase especially when the organization deals with a large number of documents. When the efficiency of document retrieval is increased the running costs for document retrieval services is reduced. This is because you can employee fewer employees to do the document retrieval work.

Improved security of documents:

Tags can be used to represent security levels on documents. This can be used to restrict some users from accessing documents with certain tags. This greatly helps the organization to protect its organizational secrets.

Gaining a competitive advantage:

Many organizations do not use document indexing software. This makes their file retrieval system cumbersome. If your organization uses a document indexing and retrieval system you gain a competitive advantage. Better customer service and reduced cost are two examples.

Faster batch processing of documents:

Some documents have similar characteristics thereby they have similar tags. By using document indexing software you can quickly search through your documents and arrange them to be batch processed. Batch processing involves the manipulation of documents with similar characteristic in a queue. This also allows for faster and easy updating of documents.

Does a Paperless Office Really Mean No Paper?

Saturday, March 17th, 2012

Steve Breault, Vircosoft Founder / CEO

There are a lot of misconceptions regarding the term ‘paperless office‘. Many believe that an office or work environment termed paperless will be literally devoid of any form of printed paper. Reality, though is somewhat different!

A paperless office should really be read as a less paper office. This term is more realistic in describing many offices and company’s today. People have been talking about achieving a paperless office since the 1970’s but in reality we are a long way from achieving the dream. Technology has developed at a fast rate and many innovations have reduced the need for everything to be recorded on paper but, as cutting edge as the new equipment is, it will never be able to completely eliminate the need for paper.

Not long ago everything had to be printed and stored in a hard copy. Now massive computer memories and new technology such as I-pads have reduced the need for printouts but many businesses will still eventually print a lot of information that they have stored on hard drives and the like. Despite the advantages in electronic storage many still need a tangible copy to refer to and many will often print out copies, ‘just in case.’

Paper use in business has dropped slightly for the last few years but there has also been an increase in the sales of household printer paper. Many companies will no longer print and forward an invoice, instead choosing to electronically invoice a customer in their attempt to move toward a paperless office only for the consumer to then print out the invoice for their own records.

In reality it will be nigh on impossible to achieve a completely paperless office. Recent studies completed by Hewlett-Packard have highlighted several reasons why paperless offices remain out of reach. Firstly, comprehension of information often results in documents being printed. Many find printed words on paper easier to understand than the same words on a monitor or screen. Secondly there will always be some ‘unenlightened’ staff members who refrain from using new technology to the height of its ability, again leading to more paper cluttering the office or workspace. Lastly, and on the same note, tradition will always hinder new beliefs. Many companies and businesses still feel better communicating with customers by using a traditional letter. Of course a copy of this letter needs to be kept and this is often achieved with a paper printed copy.

As more and more offices begin to see how using less paper may lead to reduced costs we will begin to see ‘less paper’ offices but it will be a long time before we see the two thousand year use of paper completely eliminated. Future generations who are more au fait with the use of electronic devices will grasp the benefits of hard drive mass storage but until the majority of people are enlightened offices will never be totally free of paper.

The move towards paperless offices is commendable but has yet to be achieved. Less paper offices are now the norm but it would be wrong to imagine a paperless office as a reality for now. In the near future, who knows?

IT Managers Search for Document Management Software

Monday, October 24th, 2011

Steve Breault, Vircosoft Founder / CEO

Most company managers are looking to convert to a paperless office and are very aware of the benefits they will derive once business document management software is incorporated into the setup of their companies. When it comes to scanning, indexing and securely storing business information digitally onsite or offsite, easy access or retrieval of business documents with the click of a mouse, excellent operational efficiency and productivity, meeting and surpassing customer expectations by providing top-notch services and 24/7 remote access to documents from anywhere, IT managers know that digital document management software takes businesses years ahead of paper and mixed media once installed. If a company operates in a sector where cumbersome regulations and frequent audits are required, then this business document management application provides excellent audit trails paper files can’t withstand.

There are basic features company executives and managers should look for in any electronic document management software that promises efficiency and enhanced productivity and here is a checklist that will help you avoid a pitfall in selecting the best business document management software your company needs:-

User friendly interface: Any efficient digital document management application must be built on a solid user friendly interface. It is obvious that the best software solution can fail if it’s difficult to use by employees. Efficient electronic filing system will have tool tips or help functions to guide users through every step whether it is document scanning or capturing, indexing, accessing and general procedures involving management of business information. The software should have a single sign-on for all applications so that users won’t have to sign-on every now and then or need to remember and use multiple sign-on passwords.

Features to help make content searchable easily: If a digital filing solution will make successful search of content possible in a flash, then it must have thorough, logical and consistent indexing features. Look for a business document software solution that incorporates a full text or enterprise search options in order to enhance search performance. It may be good to ask some clients of your prospective vendor about their content search user experiences before you proceed to seal the purchase contract. Don’t settle for an electronic document filling application that is known for occasional document loss and don’t settle for an application that offers less than an excellent result when you are in a haste to locate a document file.

It should be scalable for your current and future needs: Consider the future of your business and its growth potentials and see if the document management software is scalable to offer relevance and support to the present and future needs of your business. Will the digital document solution be adequate for your present and future needs? Will the vendor offer professional integration services or will you have to struggle alone? Ask yourself these questions because the greatest return on your investment once you incorporate the digital filing application will be when you can leverage on it to improve your business now and in the future.

For every business to thrive and grow, it requires reliable access to its documents (including emails) which must be safe and secured always from unauthorized persons. Efficient document management software helps businesses rise above daily challenges while its managers are focused on reaching projected goals.

Is Document Management Software Important?

Monday, October 17th, 2011

Steve Breault, Vircosoft Founder / CEO

Documents are a critical component of running a business. Keeping business documents helps in ensuring the survival of every business. While every business owner knows this, too often, because of the sheer volume, mission critical documents are left unsecured or simply placed in a file cabinet.  In fact, many businesses put a higher priority on managing their office supplies than they do their business documents. There is a simple, low-cost, easy to use solution in the form of document management software.  Digital business document management software is what you need.

How business document management software will support the growth of your business: An efficient business document management solution will help you turn your paper files into electronic documents, index the files, store them and help you to retrieve instantly. Imagine never losing or misplacing a document ever again?  A business document management system will help you monitor the progress of your business even when you are offsite or on a business trip by having real time access to every document.

It will assist you to prepare your business financial statements accurately and in record time, it will help you to keep track of your business receipts from anywhere and at any time and identify the sources of every receipt. When you need to prepare your business tax returns, this electronic document management software will assist you to track every document needed to file your tax returns accordingly, it will also help you to keep track on your customer database and information when you need them as well as keep track of vital business contractual documents.

The software will also ensure maximum security of your business information from all unauthorized persons and you could restrict some parts of your documents from being accessed by unauthorized persons even among your employees while enabling you to be efficient in attending to your customers at a speed that is not attainable with the use of paper document and the file cabinets, hence, helping you to improve your customer relationships and satisfaction and enabling your employees to be more efficient and productive- which are really the basic elements a business needs to grow.

Document management solution will help you to run your business automatically and cope with multitasking situations: Once incorporated into a business setup, document management system aids a business to run automatically and then you will able to cope with multitasking business requirements without the need to waste time, energy and money  in tracing any business document again. Your company should be able to focus more on the core aspect of your business which will improve productivity and your business profits.

Does Document Management Software Reduce Business Expenses?

Thursday, September 29th, 2011

Steve Breault, Vircosoft Founder / CEO

In today’s tough economic situation, the focus of many businesses is on cutting costs, eliminating waste and making a business operate more efficiently in order to improve on its bottom line. Companies usually have clear objectives for achieving these goals and lots of strategies are often deployed but the practical steps for achieving these goals are not always obvious. One of the important areas business managers should focus attention on when it comes to cutting costs and making a business run efficiently is the proper management of paper based business documents by deploying digital business document management software.

A research report reveals that an average office staff spends half an hour searching for lost or misfiled business documents each day which amounts to a whopping 130 hours every year while management staff spends one hour every week looking for the same sets of misfiled or lost documents. Put together, a staggering but wasted 182 hours in overhead costs each year goes for searching documents at a time when technology helps businesses runs efficiently. Every man hour spent on the job searching for lost or misfiled documents takes away from your business rather than add to its profit. Here are some ways document management software helps businesses cuts the costs of doing business drastically and improves business profits:

Business document management solution prevents lost man hours, cost of replacing lost document, saves cost of warehousing paper documents, eliminates paper related costs like printing and photocopy and makes efficient use of your office staff: Digital document management software that scans your paper files and stores them electronically in the form that makes accessibility easy and quick at any time and from any location adds to the profits of your business in many ways. This software which is bundled with a capture and indexing solution system will ultimately save your business money in many ways like saving you the cost of warehousing heaps of paper documents and removes the cost of printing and making photocopy of documents and even the cost of hiring messenger and courier services for distributing business documents.  If you’re looking to auto-file documents then you will need an auto-capture solution bundled with your document management software to perform that task and eliminate man hour needed to file documents manually.

Once it is deployed, this electronic filing solution will help your staff work efficiently without the need to waste time searching for any document and you don’t even have to worry about losing any document. So, there is no need paying for wasted man-hour since every man-hour contributes to the growth of your business and profit maximization. You do not also need to bear overtime costs with clerical staff once your business operation becomes automated.

Document management software will help you improve invoice processing, enhance payment of bills promptly and gain discounts for early payments, eliminate cost of using courier services for mailing documents to customers, improve customer service and hence gain customer satisfaction: Business document management software helps a business to improve its cash flow, avoid duplicate payments, gain access to customer information in record time and answers customer questions or inquiries promptly.

 

Digital Document Management Software Creates Employee Retention

Thursday, September 29th, 2011

Steve Breault, Vircosoft Founder / CEO

If we take away the mundane task of filing paper documents and the use of the file cabinets by integrating electronic document management software into your business operations, you will surely see a dramatic positive change. A paperless office also creates a positive attitude among office staff.

Digital document management systems allow you to manage your business documents using your computers and system network  to create, scan, store, retrieve, edit, share, email, and even print your documents at anytime and anywhere you choose to access your documents once they are digitally stored. Performing this task of electronic filing of documents using capture and indexing software is a performance enhancer for any business process and can be used to improve efficiencies and cut overhead cost which is what modern day businesses are aiming at.

Document management software enhances productivity and creates positive attitude to work among office staff in many ways which in turn improves employee retention. Here are some ways this software will help improve employee retention for your business:-

Digital document filing software will help your workers to work smartly: Office staff loves to work smartly and digital document filing solution provides them with the tool for easy access to documents just at the click of a computer mouse without any need for searching through heaps of paper files or looking through file cabinets while keeping customers waiting. Working with digital document management software phases out posting, faxing, printing, and making photocopy of documents before sharing important business information with fellow office staff or a customer which is a smart way of working which employees love.

Electronic document management solution will help your employees to work remotely: Once the business document management software has been incorporated into your business operation, it allows your workers or staff to work remotely and access your documents from anywhere so long there is an internet connection and any type of internet access like dial-up, desktop computer with broadband connection, laptop, Wi-Fi, VPN and PDA. Even smart mobile phones can be used to gain access to your online documents which enhances productivity and makes working fun for employees and it will even encourage them to work from home even at odd hours if necessary.

Business document management software will improve multi-user access and enables your employees to get work done faster: This software allows multiple users to access any given document simultaneously without creating multiple copies of the same document on different computers within the same network since the document management software stores the documents in one central database and it therefore makes sharing of documents among many users easy.

Whenever you choose to manage your office documents digitally, you will be making an important decision that has many inherent benefits in it for you, your employees and the future of your company since employee retention is a crucial factor that helps to improve a business outlook, its efficiency, its profitability and how it is accessed by existing and potential customers.

 

 

Document Management Software Files Automatically

Tuesday, May 31st, 2011
Steve Breault, Vircosoft Founder / CEO

Steve Breault, Vircosoft Founder / CEO

Business document management software is an efficient electronic filing system that works well for all types of businesses. Software helps the business owner save money, improve efficiency and render better customer service.

The smooth operation of any business depends on how effective the process of storage, retrieval, sharing, control and management of its information has been. For most organizations, the challenge of managing documents increases as the volume of documents increases particularly where the modern system of filing documents has not been deployed. 

When the business document management software is deployed in a business, it helps to create, name, index, store, control, retrieve, and in fact, manage the entire process of document filing within the business organization. The software has been designed to manage large volumes of files simultaneously among all users in the business set up with utmost efficiency.

Business document management is beneficial to those businesses whose costs of filing and managing paper based files is increasing by the day. It also benefits those businesses that require quick and easy access to business documents regularly in order to share information with clients, partners, and even regulatory agencies or vendors.

Here are the basic features of good and efficient document management software you should look out for when you are seeking to deploy the technology in your business.

Efficient document management software facilitates multiple indexing and customer satisfaction: Efficient business document management must enable multiple indexing of documents for easy reference and retrieval. Any user should be able to locate the right file within seconds from among the large volumes of the already stored documents. The document software must enable easy and logical search operations of stored files including the different versions of any given document.

This is particularly beneficial to you since it implies that your employees can attend to customers’ enquiries and questions while on the phone. So, if a customer calls in to ask for specific information or a copy of their contract and such information isn’t provided within seconds, then the filing system of that business must be working against customer satisfaction and must be replaced with proven document management software.

Efficient document management software guarantees customizable security options: Efficient business document management must provide effective security options that allow customization of features to meet the needs of your business. With this security customization, there comes your control over all users who have access to the stored documents. Good document management system also protects the original document throughout its entire lifespan.

Good document management solutions work seamlessly with client’s existing computer systems and server: When deployed in your business, efficient document management software will work in compatibility with existing computer systems and your company server to do the magic of filing your business documents automatically. Good modern technology filing solutions also allow easy integration with third party software systems whether the software is for scanning or imaging.

Document Management Software Makes File Cabinets Obsolete

Thursday, April 28th, 2011
Steve Breault, Vircosoft Founder / CEO

Steve Breault, Vircosoft Founder / CEO

In times past, businesses relied heavily on paper document filing systems and file cabinets to file and also to retrieve their documents when they choose to. However, times have changed and file cabinets are quickly becoming obsolete giving way to electronic business document management with the application of document management software

There are many benefits associated with the use of electronic business document management over the old fashioned paper documentation systems which use the file cabinets.  File cabinet document filing system requires more and more physical space with increase in the quantity of paper documents available for filing while electronic system requires just the bits and bytes of your computer and the electronic filing software for filing your business documents after scanning which will not compete with your employees for space.

The world is gradually going green in factually all things and lovers of the environmentally green concepts have argued in defence of the preservation of trees from which tens of thousands of sheets of papers were made for writing, office and contract documentation purposes. Think of it, when sheets of papers are discarded they turn into methane gas by chemical means which when burnt makes the environment unsafe for human habitation. However, by making use of the document management software process to file your business documents, you would through your business help to protect the forests and also help to protect the environment and keep it safe for human habitation.

The process of accessing and retrieving your data is another very important benefit of electronic business document management. It is much easier when compared to working with and filling paper documents. When more than one employee needs to work with a paper document, there is always the need to make copies of that document for easy accessibility by every employee concerned but with the use of document management software, the need to make copies becomes eliminated as employees authorised to have access to any document stored online can do so at any point in time and at the same time in different locations real time.

The security of your business documents are better guaranteed with electronic storage of files as most common business document management software available make use of the most reliable firewall technology security systems to protect your documents at all times and yet you are allowed the ease of access any time without any encumbrance from the security features since you and any other employees authorised by you will be given free access. In fact, your employees may also be restricted to the level of access you want them to have to your business documents once they have been scanned and stored with the aid of the document management software.

It is sure that the need to file business documents will always remain with us though methods of filing or managing information may change. It is then necessary to endeavour to go with the evolving trend in information management and the way to go when it comes to electronic document filing is the use of the business document management software.

Steve Breault “DocMeister”

 

Document Management Software is a Necessity

Thursday, March 31st, 2011

steve-in-white-1Every organization strives to grow in terms of profit, revenue, consumer base and geographic or global presence. However, an organization can achieve its business goals only if the growth is managed carefully. For instance, a company growing at a fast rate may not be able to handle increased workload or capital costs successfully. Modern technology such as automatic data capture incorporated using optical character recognition is aimed at helping small, medium and large companies increase productivity and profitability.

The very first image scanner was developed and built in 1957. Earlier image scanners consisted of a single photo detector along with a rotating drum. Image scanners have undergone a variety of changes in terms of their size, quality and speed. With technological advancements image scanners now come in compact format and can be easily placed on your desktop. Apart from this, modern image scanners can be easily integrated with document management software to capture and store data automatically.

As your business grows, the number and types of documents handled by your company will also increase. Imagine a situation where your office receives thousands of invoices and remittances per month. Even if the entire system of documentation is computerized, there may be instances where managing data can become problematic. For example, a customer paying multiple invoices with one check can complicate document processing. In fact, this would involve manual entering of the amounts against each invoice. One small error can lead to repeat work, wasting precious time and effort. This will also reflect on the productivity of your company and seriously hamper its growth prospect.

Document management software coupled with technologies such as optical character recognition (OCR) helps simplify document processing. OCR software is an artificial intelligence system able to recognize, scan and store sequences of characters or lines. The characters are scanned, checked against a database and relevant information is stored for later use or forwarded for further processing. Automatic data capture using OCR and other such technologies can be of tremendous help to organizations that receive large number of documents on daily basis.

Every office has a document management system in some crude form or other. For instance, there may be some naming convention in place so a particular type of document or information can be easily searched in the computer. Similarly, your computer systems may have different folders for different types of documents, aimed at easy search and retrieval. However, how many times has an employee accidentally deleted a folder or forgotten where a certain information has been stored. It may also happen that a document has been stored in the wrong folder, resulting in unnecessary search or recreation of the document. Document management software greatly reduces such errors by automating the entire data processing system.

A document management system can be programmed for automatic data capture to scan and store data in certain format and location. The data is indexed so it can be easily retrieved whenever required. Such a system usually has a document feeder that feeds paper documents into the scanner. The document scanner then captures required information and stores it on the computer in a systematic manner. This stored data can be easily backed up reducing the time wasted in searching or recreating deleted or lost information.

Both information and time is of great importance in the success of any organization. Document management software provides a combination of different solutions with the sole aim of leveraging the process of document creation and retrieval. Such a system helps provide accurate information in a timely manner, thus increases productivity and helps manage growth effectively.

Steve Breault “DocMeister”