| er you are simply enhancing the method you deal with | | | | the document imaging solutions technology, you can |
| electronic files or working out any paper problem the | | | | end up having a complicated solution that can not be |
| appropriate document imaging solution can offer a | | | | used by your employees because it offers too much |
| variety of benefits for your businesses, small or large. | | | | and does not suit your companys processes. |
| Whether you employ a number of employees that | | | | So to make a complete comparison, it is sensible to |
| spend the days working hours retrieving and filing | | | | obtain live demonstrations. This can either be on line or |
| documents or you spend a certain sum of money | | | | face to face, a live demonstration will permit the |
| each month just to put old records in a warehouse, | | | | vendor to demonstrate to you the strong aspects as |
| you must take into consideration how a document | | | | well as the features of their document imaging solution |
| imaging system can help you. | | | | while allowing you also to ask important questions. |
| The correct document tracking system will permit your | | | | 1. Is it user-friendly? The most significant area to |
| workers to access important records wherever may | | | | consider is the systems ease of usage. An excellent |
| be in the office. By simply making data and records | | | | document imaging solution is one that can be easily |
| available to a number of employees to view at one | | | | configured and installed out-of-the-box that can run |
| same time in fact is an important improvement over | | | | immediately with minimal training and customization. |
| your paper files. | | | | If creating, finding and filling documents is not intuitive |
| Furthermore, multi-layered file access permits | | | | and simple, no matter how intelligent is the system, it |
| employees to view then only change the documents | | | | will never be beneficial if your employees can use it |
| that they are allowed to handle. | | | | due to complexity and will just result in decrease ROI. |
| Consider these facts | | | | 2. Support. Generally, first hand support should be |
| 90 percent of corporate files exist only on paper. | | | | supplied by your systems retailer and not its |
| In a regular office, all pages that are handled everyday, | | | | manufacturer. |
| 90 percent of them are simply shuffled. | | | | Support options will vary. Some retailers will allocate |
| The average office record is reproduced about 19 | | | | you a certain number of time that you can bank |
| times. | | | | against calls in the future; some charges monthly |
| Companies spend an average of 20 dollars in labor | | | | support fee that consist of an limitless number of help |
| just for a document to be filed 120 dollars in labor just | | | | calls and some just charge on a per call basis. |
| to locate a misfiled document and about 220 dollars in | | | | Because document imaging solutions can be complex |
| labor just to reproduce lost documents. | | | | and because each installation is not the same, it can be |
| 7. 5 percent of documents in the office get lost and 3 | | | | sensible to decide on a service agreement that |
| percent gets misfiled. | | | | includes limitless upgrades and support particularly on |
| The average employee spends 5 to 15 percent of | | | | your first year; after that, you can determine how |
| their valuable time analyzing information, however | | | | much support you really require. |
| spends 50 percent looking for these data. | | | | 3. Customizability. Choose a document imaging solution |
| In the United States, there are approximately 4 trillion | | | | that is customizable so to complement the way your |
| documents in paper and growing each year at a fast | | | | business work. |
| rate of 22 percent. | | | | 4. Architecture. Today, many companies choose |
| Document imaging solution means converting paper | | | | intelligent document imaging solution that can store |
| records to electronic images with the use of primarily a | | | | data in their own original formats as well as running on |
| computer and scanner. Once these records are | | | | various hardware. |
| transformed to electronic images they are then stored | | | | 5. Scalability. Your document imaging solution must be |
| as data files that are viewed in seconds effortlessly | | | | competent of growing with your needs, as your files |
| from any of your business computer. | | | | increase and as your users increase. |
| A complete and reliable document imaging solution has | | | | 6. Security. Choose a system with more granular |
| the capability to index, capture, recall, search, view, then | | | | security options, such as security rules can be applied |
| print documents. | | | | to the whole system, or per cabinet, folder, document |
| Not like most computer applications that are only | | | | or just to specific portions of a document. |
| capable of storing information that are entered as | | | | 7. Searching. Find out if you can easily locate |
| binary data and configured in the applications special | | | | documents. Can you call up related docs easily for |
| format, a document imaging solution can efficiently | | | | instance all W2s or docs with specific customer |
| store as well as retrieve any kind of scanned record | | | | number? |
| or file no matter how your document was created, be | | | | 8. Workflow. Your system should have automotive |
| it typed, hand-written or printed. | | | | approval processes ability as well as document routing. |
| A document imaging solution can store information | | | | Take note that a good document imaging solution will |
| from pictures, business letters and cards, forms and | | | | be your foundation or groundwork for future |
| even huge drawings and maps. | | | | processing forms as well as workflow functions. |
| Selecting a document imaging solution for you | | | | Document imaging solution has numerous uses in |
| Remember that you should base your choice | | | | almost all businesses, big or small. You can benefit |
| depending on the needs of your business and not | | | | from it. |
| technology. This is because if you primarily focus on | | | | |