Go Green with Document Management

Mike Paperalt

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Outsource to Improve Your Business Processes

Posted by Mike Paperalt on Jan 22, 2020 11:00:00 AM

Introduction

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

Is Your Business Ready for Digital Transformation?

Posted by Mike Paperalt on Jan 15, 2020 11:00:00 AM

Is Your Business Ready for Digital Transformation?

It seems that everywhere I turn, I hear the phrase “digital transformation.”  This seems to be the latest catch-phrase in strategic trends for business, having supplanted "paperless office" in popularity.   It’s important to note that digital transformation is not one technology, nor is it a one-time update or tweak to your current systems and processes.  Digital transformation is a sweeping customer-centric trend that promises to transform the way businesses do business.

Why Businesses Must Transform or Perish

Forrester summed it up this way in a recent report:  “Customers’ power in the marketplace continues to ramp up, so…business leaders need to transform digital customer experiences…The ability to align products, operations, and business models to what we call a “customer-obsessed operating model” will determine firms’ ultimate success. To digitally transform both experiences and operations… professionals (need to) apply technology to these facets of the business, ensuring that they are customer-led and insights driven.”

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Topics: Paperless Office, Digital Transformation

Don't Throw Money Away on Document Management

Posted by Mike Paperalt on Jan 8, 2020 11:00:00 AM

What's the Right Solution?

Document management, in the strictest sense, refers to the organization and storage of documents, and there are many different ways to manage documents.  The trick is to find the right “way” to manage not only your documents, but also other content forms (video, audio, images), as well as the processes and people that make your business flow.  So, don’t throw money away on document management.  Chances are you need far more than an indexing system for your documents.

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Topics: Document Management

Choosing a Scanning Service for Bulk Document Scanning

Posted by Mike Paperalt on Jan 7, 2020 3:35:51 PM

Going Paperless

Your company has decided to go paperless, and now you have to figure out how, when and where to scan all of the file cabinets full of paper files.  Not only is there the “how, when, and where” of the issue, but, there’s also the “what.”  In addition to the file cabinets, you may also have banker’s boxes full of stored files.  How do you choose what’s important?  Wouldn’t it be nice if you could wave a magic wand and have the paper gone and digital files in its place?

 

We don’t have a magic wand, but we do have words of wisdom:

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Topics: Document Scanning

E-Forms:  How Businesses Stop Paper at Its Source

Posted by Mike Paperalt on Dec 19, 2019 10:45:00 AM

Overview

As process improvement experts, we're interested in is the number of paper forms that are used by, and that come into organizations. From membership forms to order forms, tax-exempt forms to registration forms.  How many paper forms does your company use and/or receive every day? 

The cost of paper forms can quickly pile up and both businesses and their customers feel the pain.

Electronic forms, also known as E-forms can improve the situation, while cutting costs, and reducing the use of paper.  Companies who stop paper at its source see big increases in efficiency, control and bottom line improvement.

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Topics: Forms Processing

Make Room for More Education with ECM

Posted by Mike Paperalt on Dec 18, 2019 3:56:27 PM

Introduction

There are over 140,000 educational institutions in the U.S. alone. Many institutions need to do more with less budget and want solutions that are easy-to-use and that help them automate their manual processes. Education administrators know the benefits of a well-designed record-keeping system for education information management.  It should be able to:

  • Quickly survey important information about students, such as performance history,  attendance, disciplinary issues    
  • Maintain information about courses and programs
  • Allow administrators to transfer records between schools
  • Contain a broad range of data for decision-making, such as staffing, materials, budgeting and other critical management information
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How to Implement Process Improvement in Your Company

Posted by Mike Paperalt on Dec 17, 2019 11:00:00 AM

Overview

Often firms are acutely aware of the need to reduce the cost of processing internal transactions, yet, they fail to take action.  Usually this is because they just don’t know what action to take.

Even knowing which processes most need improvement, they feel ill-equipped to move forward.  This is not surprising, because for most firms, business process improvement is not part of their core function.  Rather, they are focused on meeting clients’ needs, producing the latest widget, or promoting the latest product, as they should be.

So the question for most firms is “how can we optimize the costs and the service levels associated with processing various internal transactions (also called back-office transactions), while still maintaining our core focus?”

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Topics: Business Process Improvement

The Problem with HR Files

Posted by Mike Paperalt on Dec 12, 2019 10:30:00 AM

The Problem with HR Files

How many pieces of paper are in your employee HR files?  If you’re like most organizations, the answer is “a lot!”  Not only is there a lot of paper, but there are a lot of different laws and rules governing the retention of the paper – from the IRS to the EEOC, legal requirements must be met.

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Topics: HR Solutions

Benefits of Paperless Accounts Payable Get A/P Employees on Board

Posted by Mike Paperalt on Dec 11, 2019 1:34:34 PM

Introduction

Going from traditional paper-based invoice processing to paperless processing brought these benefits for one manufacturing company:

  • Reduced invoice processing time from more than one hour down to 15 minutes.
  • Achieved a 90 percent classification accuracy
  • Lowered the processing cost per invoice from about $63 to less than $16

Just how were they able to achieve such results, and can your business expect a similar outcome from going paperless?  The answer is yes.  And, no.

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Topics: Paperless Accounts Payable

Nine Criteria to Help You Find the Best ECM Solution

Posted by Mike Paperalt on Dec 10, 2019 11:00:00 AM

Introduction

Finding the best Electronic Content Management solution isn’t just about researching a good product.  You need an ECM vendor that can be your partner in transforming the way you store and find your documents and data.  In order to do that, the vendor needs to do more than just sell a solution.  They need to understand your business and your business processes!  Nobody wants to sign on the dotted line and find out six months or a year later that the solution they chose is not working for their company.  The criteria below will help you to find the best solution AND a the right vendor. 

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Topics: ECM

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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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