Go Green with Document Management

Diane Mitol

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Ditch the Mail Room: Automate Your Snail Mail

Posted by Diane Mitol on Aug 14, 2019 2:17:58 PM

Introduction

While most organizations rely heavily on electronic communications, many still receive daily deliveries of postal mail, affectionately dubbed snail mail.   Don’t get us wrong, the US Postal Workers do a great job delivering mail.  According to the United States Postal Service (USPS):

  • Each day the Postal Service processes and delivers 187.8 million pieces of First-Class Mail.
  • On average, the Postal Service processes 20.2 million pieces of mail each hour, 336,649 each minute and 5,611 each second.
  • the Postal Service processes and delivers 484.8 million pieces of mail each day.

That’s a lot of traditional paper mail being handled every day. How much of that mail ends up in mailrooms at business and government organizations? 

According to the USPS, millions of businesses use postal mail. The vast majority of these have mail center-type operations, including thousands of large, complex corporate mail center operations.

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Topics: Digital Mailroom

Digital Prescription for Medical Office Efficiency

Posted by Diane Mitol on Jul 22, 2019 11:06:00 AM

Introduction

Thanks to recent government regulations, most healthcare organizations now depend on Electronic Health Records (EHR) to access critical patient information, but many still rely on paper documents in areas like claims processing, finance, and Human Resources (HR). According to the American Medical Association (AMA), primary care physicians spend, on average, over five hours a day on data-entry and other EHR-related tasks. Incorporating Enterprise Content Management (ECM) software can help providers close this significant technology gap.

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Topics: EMR

How People & Processes Work Together for Better Business Outcomes

Posted by Diane Mitol on Jul 9, 2019 11:00:00 AM

How People & Processes Work Together for Better Business Outcomes

If you’re a business owner, you and your staff have developed certain activities and tasks that are designed to accomplish your business goals.  These business processes can be visualized as a flow chart of steps and are often included in daily activity details of internal job descriptions. 

 All businesses have business processes, whether they are documented or not.  Some business processes are industry specific, but many business processes are applicable regardless of the industry.  For instance, a manufacturing assembly process is likely to be specific to a product (attach widget A to widget B before tightening screw C), while accounts payable processes are similar across all industries (match the invoice with the appropriate PO, secure authorization, cut the check).

In theory, business processes sound simple – a series of steps that results in a specified outcome.  But in practice, it’s not always that easy.  However, there are challenges...

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Topics: Business Processes, Business Process Management, Business Process Improvement

What You Should Know about Document Archival

Posted by Diane Mitol on Jan 21, 2019 3:45:00 PM

What You Should Know About Document Archival

Arguably, the U.S. National Archives and Records Administration may hold one of the largest collections of archived documents, including everything from historical documents to art work, veterans’ records to genealogy records, and much more.  Often times, when we think about archival documents, we think about the type of sweeping historical preservation for which the United States National Archives is known.    

But the truth is, that nearly every organization – from major corporations to small businesses -- has some type of archival documents that must be preserved:  (1) Incorporation papers, (2) Tax records, (3) Accounting files, (4) Customer information, (5) Personnel files, to name a few.  In this respect, then, most of us have our own version of document archival, which is nothing more than the storage and preservation of information. 

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Topics: Document Management, ECM, Document Archival

How to Maximize Your Business Efficiency (and Improve Your Profits)

Posted by Diane Mitol on Dec 27, 2018 3:30:00 PM

How to Maximize Your Business Efficiency (and Improve Your Profits)

If you’re like most business owners, your focus is probably on bringing in revenue.  After all, revenue is the life-blood of your company.  The more revenue coming in – the more profits your company will show, and that’s a good thing.  

But it takes more than an eye to revenue to succeed.  Even if you bring in very high revenues, if the revenues come with high expenditures attached, you’ll find that your business is not sustainable over the long haul.  Remember that PROFIT = REVENUE – EXPENSES.  This means that there are two ways to enhance profits:  (1) increase revenue in cost effective ways; and, (2) decrease expenses.

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Topics: ECM, Business Process Improvement, Paperless Solutions, Business Process Automation

Go Beyond Document Management to Business Process Management

Posted by Diane Mitol on Nov 6, 2018 11:05:00 AM

Go Beyond Document Management to Business Processes Management

Many paper-based processes, while at their core essential to a business’s operation, can be improved when transformed into digital processes.  That’s why it’s important to go beyond your old document management system (or outdated paper system), and look at your business processes to see how they can be better managed using today's AI and automation technologies.  The benefits are amazing!

Document management, whether digital or paper-based, refers to the organization and storage of documents,  in a predetermined system that enables users to find, share and edit documents. Electronic document management systems commonly provide storage, versioning, metadata, security, indexing and retrieval capabilities.  Paper document management systems commonly provide...file cabinets.  

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Topics: Document Management, Business Process Management, Business Process Improvement, Business Process Automation

Business Process Outsourcing - What, Why and When

Posted by Diane Mitol on Oct 22, 2018 3:13:00 PM

Business Process Outsourcing – What, Why and When

We hear a lot these days about business process outsourcing (BPO), and for many of us, that phrase conjures up agonizing telephone calls with off-shore call centers who are ill-equipped to answer your questions or provide the service that you need.  In reality, today’s BPO is a far cry from the call centers we all love to hate.  When done right, BPO is seamless for the business and transparent to the customer. 

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Topics: Business Process Outsource (BPO)

HR Challenges, HR Solutions and Records Management

Posted by Diane Mitol on Oct 17, 2018 3:57:00 PM

HR Challenges, HR Solutions and Records Management

Challenges

Managing employees requires skill -- managing employee records requires time.

 

Employee record keeping is one of the most cumbersome processes in your organization – especially if you’re trying to maintain all of your employee records in paper form.  Even small businesses are required to comply with Federal, state and local requirements for maintaining personnel records, which means a lot of paper.  

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Topics: HR Solutions, HR Records Management

ImageSilo - The Digital Alternative for Records Management

Posted by Diane Mitol on Aug 13, 2018 4:37:00 PM

ImageSilo - The Digital Alternative for Records Management

For many businesses, records and other types of business information exist in both paper and electronic form.  There may be many different copies of the same document and there may be different versions of a document.  Multiple copies and multiple versions of the same document can make tracking the correct document a complicated affair.  

Additionally, some information can be vital to the entity’s existence an operation, and must be maintained securely. These include records that have legal implications for an organization, such as compliance requirements, contractual commitments, HR records, accounting records and others.  

Finally, in most organizations there are specific workflows required in order to maintain records and process information.  Activities such as legal updates, notices, approvals, invoicing, or a multitude of other activities that require access to the records, along with specific actions taken and tasks required (workflows) by responsible parties. 

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Topics: ImageSilo

Outsource to Improve Your Business Processes

Posted by Diane Mitol on Jun 13, 2018 1:43:00 PM

Outsource to Improve Your Business Processes

What’s your core business?  Accounting?  Legal?  Medical?  No matter what it is, we’ll bet that a large percentage of your employees’ time is taken up with tasks that are not directly related to your core business…tasks like direct mail, invoicing, maintaining personnel records and a host of other processes that are necessary to keep your business going, but that do nothing to improve your bottom line. 

Smart companies are learning that by hiring a business process outsourcing company to manage their internal documents, they no longer have to spend valuable time tracking down the correct invoice, resale certificate, HR record, or any other document. While it’s true that most of today’s documents are created digitally, many companies still have file cabinets filled with old paper documents. Whether digital or paper, most organizations find that managing all of the data contained in these documents is an onerous task. 

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Topics: Business Processes

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While we've retained our original blog name about green document management (think paperless!), Paper Alternative Solutions has expanded to do so much more.  From people to processes, and beyond... we help business move ahead and save money.  

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