Tuesday, November 18, 2014

The ABCs of an Integrated Paperless Solution

The ABC’s of an Integrated Paperless Solution

Document management systems do so many different things – it can be a little intimidating at
first. We want to do our best to simplify the topic for you so you can focus on the functionality that resonates most for your company. Let’s take it back to the basics by looking at the ABC’s of a paperless solution and what it means to you.

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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