Capture,
Store, Route & Retrieve documents with complete ACCPAC integration!
docAssist™ is a powerful web-based document
management and workflow system that integrates seamlessly with ACCPAC. Index,
search and retrieve stored documents (Invoices, P.O.’s, etc.) directly from
within ACCPAC. Lose those filing cabinets and start storing your critical
business documents securely with instant online access.
Five Often Painful but Always Worthwhile Questions to
Determine If You Need a Document Management Solution!
Do You Need a
Document Management Solution?
Determine If You
Need a Document Management Solution!
Every
business has a document management challenge and every business has developed,
over time, ways to cope with that challenge. Whether your current document
management solution looks as complex as rooms around the country filled with
filing cabinets and armies of clerks, or as simple as stacks of cardboard boxes
piled around the perimeter of the office, there are affordable, realistic, and
functional solutions available to help.
To
help you decide if your company has outgrown your current methods of dealing
with your document management challenge I have come up with five simple
questions to access your need.
1. Do filing,
retrieving and storing paper documents consume human and monetary resources
that could be better used elsewhere?
If you currently have staff members that are dealing
with paper filing and duplication tasks that are not a part of their core job
function or whose time could be put to better use then you are missing a major
opportunity. It’s not uncommon to be able to shift 2/3 of the resources
dedicated to paper handling to other tasks after implementing a solid document
management system. A recent Price-Waterhouse study estimated storage, cabinet,
and paper costs to conclude a lifetime per-page cost of 25˘ to store paper,
costs that are completely eliminated by going digital.
Whether it is the
ability to scale your business without additional hires or the option to
reassign resources to more valuable tasks a document management solution should
be in your plans.
2. Does your
company have compliance standards or regulatory oversight that must be complied
with?
If you’re a public company, Sarbanes-Oxley makes the
answer an automatic yes but even small and medium sized privately owned
business face OSHA, taxation, employment and other federal guidelines for
document storage and security. Depending on you particular specialization your
business probably also faces requirements associated with HIPAA, ISO, FDICIA,
the USA PATRIOT Act, or a host of other rules and standards. When faced with
facts like, 2-4% of all documents are misfiled and 7.5% are completely lost,
the possibility of non-compliance is high.
Document
management systems do away with the risk of misfiling or losing documents
meaning you can always produce the document that your auditors are requesting.
3. Is there gap
between your paper information and your enterprise data?
Even after implementing CRM, Accounting and ERP
systems a huge portion of your corporate knowledge still exists in paper form.
Vendor invoices, bills, P.O.s, quotes, fax orders, and packing slips (to
mention a few) are still filed, duplicated, passed around and inevitably lost.
Many businesses also have repositories of technical information or historical
reports that are only available as paper at a single geographic location - not
to mention the documents stored on desktop hard drives and personal filing
cabinets.
A document
management system that is integrated with your enterprise software allows you
to access your entire business knowledge storehouse from your desktop with
security settings, back-ups and disaster recovery safeguards.
4. Do you have
paper-intensive processes that create delays or lack oversight?
Another study estimated that 90% of all paper
documents passed around an organization on a daily basis are
merely shuffled and that no significant information is added or decisions made
– sound familiar? It is also said that corporate professionals spend 40-60% of
their time processing paper. By ensuring that early steps in a process are
completed correctly before passing them along processing time can easily be cut
by as much as 50%. Add the efficiencies of completing these approvals online
and you can gain significant throughput improvements and a competitive
advantage.
A document
management solution with a workflow process lets you recreate cumbersome paper
processes online allowing you to speed approvals and giving you the oversight
you need to determine where these processes are breaking down, stalling, or
working smoothly.
5. Do you have
multiple departments, sites or remote employees that need access to the same
content?
If you have multiple sites or remote sales
representatives a document management solution can almost certainly increase
collaboration and speed document processing. In some cases the cost of
physically sending packages between sites may pay for a significant portion of
the system!
Whether it is
allowing sales people to remotely submit expense reports and project quotes or
the power to reorganize your A/P processes to allow for central processing the
ability to share knowledge, route information, and silo responsibilities across
multiple sites will save your business money and promote efficiency.
If you have answered yes to even
one of these questions then implementing a document management strategy for
your business can streamline operations, encourage cooperation, and enforce
security and compliance – giving your company a competitive advantage.
BIO:
You can find out more about docAssist and
their 30-day trial offer by visiting www.docAssist.com
Call docAssist 877.399.1100 find out how you
can get started with a year of document management for about the same price as
a couple of 4-drawer lateral filing cabinets.
© docAssist,
Inc 2006