The ABC’s of an
Integrated Paperless Solution
ACCESS
One of the main reasons companies look at going paperless
is so that everyone in the organization has easy access to the documents they
need from wherever they are. The problem with paper documents is they can only
exist in one place unless you make copies and spend twice the time and costs to
file them.
When an employee signs onto a document management
application from their computer, they can easily search and find any document
they have the proper security rights to view. They can quickly take an action
on the document – approve, route, notate, email, code – whatever the case may
be. And all those actions will be recorded behind the scenes for auditing and
reporting purposes.
BACK UP
Another common challenge caused by paper documents is the
struggle to bring documents together. If a customer requires back up
documentation when you deliver their invoices, that often means hunting down
each of the associated documents, making copies and re-filing the originals. If
that’s a typical practice for you, it can eat up a lot of your time.
With a paperless system like Sage ERP Document
Management, documents are brought together by way of similar property values.
If you were to search by check number, for example, you could find a check and
all of the invoices that check was used to pay for. All related documents can
be quickly opened side-by-side for verification or attached to an email and
delivered.
CONTROL
In their paper form, documents can be easily lost,
misplaced or buried. Those involved in processing the document lose visibility
and can run the risk of getting charged heavy late fees for invoices not paid
on time.
With an electronic workflow, everyone can view a document
and its status right from their desktop at any given time. Alerts can be
scheduled to notify employees if a document isn’t acted on in a certain amount
of time. This means managers don’t have to stay on top of everyone’s tasks
anymore to make sure things get done, but they have the ability to run status
reports from the system if they choose to do so.
These are just a few of the main reasons to start
thinking about going paperless. For more information or to schedule a
demonstration, give Arxis Technology a call!
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