The Benefits of a Paperless Office
Increase efficiency while reducing cost with electronic document management
Overview: How Document Management Software is continually eliminating the need for physical file storage in small and medium-sized businesses.
Why go Paperless?
As the world goes digital, so will your filing cabinet. Software programs like Imperial Software System’s EZ Doc Filer are taking the document management market to new heights. By allowing documents to be scanned into a database managed system, new imaging and retrieval solutions have the ability to store a company’s document archive on a server while integrating their legacy database application.
A direct result of this electronic organization is the easy access of all data that is withheld in each document. Files can be parsed into different data fields and queried as if they were created in a word processing or spreadsheet application. While this is standard of most document management software, few will have the functionality necessary to accept incoming files from company exclusive directories or from email and fax. A program like EZ Doc Filer (mentioned above) can both deliver files to and from email, fax, and the web.
For those companies who have not yet taken advantage of electronic file storage solutions, below is a list of features one should inquire about before settling on a specific document imaging system:
- Easy document retrieval
- Eligibility for documents to be queried and searched
- Prevention of lost documents
- Copier enabled scanning
- Quick PDF conversion
- Fully customizable user-interface
- Ability to fax and email from within the application
- Automated time and date stamp for proper intra-office logging
- HIPAA compliancy
Once such software has been implemented for use in a small or medium-sized business, the client can expect to reduce time spent searching for, retrieving, returning, indexing reviewing, and storing documents; searching for lost documents; and copying paper documents.
In a volatile economy, why waste valuable resources and capital on off-site storage fees and annual file system expenses? Rid yourself of the clutter presented by large, bulky in-house filing cabinets and make the change to a paperless office today.
Jeffrey Olchovy (http://www.imperialsoftwaresystems.com) is a front-end Web developer and certified SEO.