Go Green with Document Management

Diane Mitol

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The Paperless Office -- Is It Really Possible?

Posted by Diane Mitol on May 28, 2018 3:12:00 PM

The Paperless Office – Is It Really Possible?

 The “paperless office” was a slogan first used in a 1975 Business week article to describe the office of the future.  While that article was prescient about having a PC on every desk, goine entirely paperless remains to this day an elusive goal.  While office automation does make paper redundant for some tasks like record-keeping and bookkeeping, and email and other electronic communications have lessened the flow of paper documents, the plain and simple truth is the offices still cope with paper every day.  There are still forms to fill out, advertisements to sort through, and even snail mail letters.  Some people still prefer a paper bill or invoice and write a paper check rather than doing an electronic payment. 

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5 Tips for Going Paperless

Posted by Diane Mitol on Apr 23, 2018 5:24:31 PM

5 Tips for Going Paperless

The History of the “Paperless” Concept

As long ago as 1975, the paperless concept was being discussed.  In fact, in June, 1975, Newsweek Magazine published an article called “The Office of the Future.”   It was touted as an “in-depth analysis of how word processing will reshape the corporate office.”   In the article, Vincent E. Giuliano of Arthur D. Little, Inc. was quoted as saying that “1990, most record-handling will be electronic."

Fast forward to present day, and what do our offices today look like?  Is most of our record-handling electronic?  And can there really be a completely paperless office?  Or is the truth of “paperless” somewhere between row upon row of paper-crammed file cabinets and the sleek concept of the paperless “office of the future?” 

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Topics: Paperless Office

What BPO Companies Can Do for Your Business

Posted by Diane Mitol on Sep 16, 2015 5:24:22 PM

What BPO Companies Can Do for Your Business

Often organizations think of BPO (Business Process Outsourcing) synonymously with offshore outsourcing.  However, there are distinct differences.  Certainly, as their names imply, both are a form of outsourcing.  To further complicate matters there are Third-Party Service Providers, who may, or may not be offshore and who may or may not be considered as BPO.  Let’s get our definitions straight:

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Topics: BPO

EDM and ROI - Is Electronic Document Management a Good Investment?

Posted by Diane Mitol on Sep 10, 2015 2:58:02 PM

EDM and ROI – Is Electronic Document Management a Good Investment?

We had a potential client last week tell us that he just didn’t see how going paperless could make a big enough difference in his business process to make the “hassle of scanning and learning a new system worth it.”  (His words, not ours!)  

We pointed out that even if his employees have been working with paper documents and forms for years and have gotten very efficient at handling paper-based documents, he just might be underestimating how much time, effort, and money is being lost to paper.  In fact, the costs associated with paper systems are the main reasons why organizations go digital:

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Topics: EDM

What's YOUR Excuse for Not Using EDM?

Posted by Diane Mitol on Aug 13, 2015 3:09:23 PM

What’s YOUR Excuse for Not Using EDM?

Lately I’ve been taking an informal survey of the business managers that I meet who do not have a document management solution.  I’ve been asking them this question:  Why don’t you use document management?

Here’s my top ten list of the best (or worst?) answers I’ve been give:

  1. We’re so busy managing the business that we don’t have time to think about document management.
  2. We thought about it, but it’s just way too expensive.
  3. Too much trouble.
  4. We manage our documents in Word.  (REALLY???)
  5. It’s just not a priority.
  6. No time to learn a new system.
  7. We don’t want to invest money in something that we’re not sure about.
  8. I think all those “Cloud” solutions are a big hype.
  9. We have a good staff.  They can usually find any document that I need.
  10. No need.  We just pack-up all the paper files at the end of the year and move them into storage.

So, if your business revolves around paper (and what business doesn’t) and you’re not using document management, what’s YOUR reason?

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Topics: EDM

Binghamton Chamber of Commerce Learns about the Cloud

Posted by Diane Mitol on Jul 31, 2015 3:19:22 PM

Binghamton Chamber of Commerce Learns about the Cloud

The Binghamton, NY, Chamber of Commerce recently held a panel discussion to help its members learn “How to Navigate the Cloud.”  Michael Coppola, CEO of Paper Alternative, Inc. not only served on the discussion panel, but also sponsored the event.   

Panelists included: Kevin Blake, Moderator, ICS Solutions Group; Travis Hayes, ICS Solutions Group; John Wrona, Finger Lakes Technologies Group; Don Patterson, The Partners Insurance and Financial Services.

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Topics: Cloud Computing

Navigating the Cloud for Content Management

Posted by Diane Mitol on Jul 15, 2015 4:56:39 PM

Navigating the Cloud for Content Management

Content management is a BIG deal for most organizations.  That’s because content management or CM concerns a (sometimes complex) “set of processes and technologies that supports the collection, managing, and publishing of information in any form or medium.”  (Thanks Wikipedia).   In essence, an organization’s content is all of the data (paper and digital)  the pertains to the organization, including contracts, HR files, tax returns, accounts payable and receivable, images, licenses, legal documents, spreadsheets, and more. 

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Topics: Cloud Computing

How a Scanning Service Transforms Business Archives

Posted by Diane Mitol on Jul 1, 2015 6:11:00 PM

How a Scanning Service Transforms Business Archives

Document archives, also called legacy documents, are an accumulation of records, files and data that have been retained over the course of an organization's lifetime, and that are kept to provide historical documentation of transactions, events, personnel and clients.  Often there are legal requirements for “official records” regarding the length of time they must be kept and/or specific compliance requirements regarding how the data must be protected.  Probably just as often, paper files are kept with little regard to why they’re being put in storage, other than the need to clear filing cabinets to make way for newer files. 

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Topics: Document Archival

ImageSilo - the "Paper Alternative" that AIIM Users Rate 4.4 Out of 5.

Posted by Diane Mitol on Jun 12, 2015 5:08:00 PM

ImageSilo – the “Paper Alternative” that AIIM Users Rate 4.4 Out of 5

ImageSilo is a records management product that provides a genuine “paper alternative.”  In fact, users from the Association for Information and Image Management (AIIM) have given this product a 4.4 out of 5 Star rating.  They say that ImageSilo, is a Software-as-a-Service (SaaS) ERM that “enables businesses to more effectively and securely manage, retrieve, and store information of any kind, including electronic files, paper documents, print streams, and emails.” 

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Topics: ImageSilo

Why Your Business Needs Document Management

Posted by Diane Mitol on Apr 22, 2015 3:50:19 PM

Why Your Business Needs Document Management

“Paper, typewriter, copier, pen, wire trays, dictating machines, and battered old filing cabinets are reliable, proven methods of running an office in a way that people can understand.“ New Scientist, March 27, 1980.

“More than a decade into the 21st century, one would think we would be closer to the ‘paperless society’… Yet just last month, news surfaced that the Department of Veterans Affairs Office in North Carolina was literally collapsing from the paperwork stored on site.” Forbes, April 19, 2013

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Topics: Document Management

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