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More and more companies are adding “going paperless” to their list of initiatives for the coming year. There are lots of good reasons you should take a look at your processes and determine if it belongs on your list as well. We’ll take a look at a few of the motives for investment in a document management strategy solution and help you decide if it’s time for you to take the first step.
Storing and searching for documents is becoming unmanageable.
One of the most common challenges we hear is the daily struggle to find documents when they are needed. If documents are being stored in their paper form, that means people will have to spend time printing, copying, sorting, matching, stapling, routing and filing. If an error happens anywhere in that process or if anything gets held up too long, it becomes impossible to find the documents you need in a timely manner. There are high costs to the company in the form of hours spent filing and searching for those physical documents, in addition to the costs of the paper, filing supplies and storage space (maybe even off-site storage in some cases.) Those costs combined with the opportunity to work more effectively are a strong motive for companies to go paperless.
Sending documents out is expensive and time consuming.
We have come across companies that are using couriers to get documents between remote offices each day. Eliminating those costs provides a huge savings and the convenience of being able to instantly access your documents no matter where you are provides a huge benefit as well. But also think about how you get documents out to your customers and vendors. If you have to keep track of who wants their documents emailed, who wants them faxed, and who still needs a physical copy in the mail along with which clients or vendors need backup documentation to be included, that process can take a very long time. Consider instead using output automation to recognize the receiver’s preference and send each document where it needs to go – attached to a customized email, faxed or sent to the printer with any other documents they need pre-collated.
Higher security and more auditing capabilities are required.
Some highly-regulated industries or particular departments have specific requirements around how documents are being stored and who has access to them. In the healthcare industry or an HR department for example, it is vital that medical records are not left out on someone’s desk or in an un-locked file cabinet. Paper documents are much more vulnerable to being misplaced and once they are, they could be gone forever. A document management strategy allows you to determine who should be able to access which types of documents or even a specific set of documents based on property values. Once a document enters the system, you can track activities like when it is viewed, routed through workflow or emailed. You could even configure email notifications if an activity falls outside the guidelines.
These are just a few of the reasons companies are adding document management as a priority for the new year. It’s all about looking at your business processes and determining if you could be doing things more effectively. doc-link by Altec is fully-integrated and scalable, so you could start by addressing your most pressing issues and grow the solution at your pace. To take the first step, schedule a discovery call to walk through your business processes with a document management expert. Give us a call or contact your reseller for more information. www.altec-inc.com
About Altec
Altec is a leading provider of Integrated Document Management solutions for Microsoft Dynamics AX, GP, SL and NAV. For more than 25 years, Altec has provided a wide range of paper to paperless solutions including its flagship product, doc-link™, which allows companies to go paperless to improve productivity. doc-link stores documents electronically where they can be easily accessed, routed through workflow and automatically delivered based on the recipient’s preference. Altec delivers its solutions through a global network of authorized partners in more than 60 countries. For more information visit www.altec-inc.com.
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