Go Green with Document Management

When Document Management Isn't Enough--Here's What to Do

Posted by Mike Paperalt on Oct 18, 2017 3:32:09 PM

When Document Management Isn’t Enough – Here’s What to Do

If you have a Document Management system, and you’re still having trouble finding the data you need, there’s a problem!  When document management alone hasn’t brought efficiency to your business, it’s time to figure out what went wrong…and fix it.

Managing files and documents has always been a big challenge in business. From the days of paper documents and multiple file cabinets to modern “data in the Cloud,” technology has come a long way! Today’s Content Management Systems are powerful software platforms that save time and money.

However, even the most powerful Document Management System won’t automatically improve your business efficiency.  Here’s what it takes:

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Topics: Document Management, Cloud Document Managment

When Capturing Data is Like Raking Leaves in the Wind

Posted by Mike Paperalt on Oct 13, 2017 5:40:22 PM

 

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Topics: Document Scanning, Document Management, Document Capture, Data Capture

Why Gartner Redefined ECM and What It Means for You

Posted by Mike Paperalt on Feb 22, 2017 3:58:23 PM

Why Gartner Redefined ECM and What It Means for You

ECM – Electronic Content Management – has generally been used to describe products that manage unstructured content.  (See our previous blog post Document Management vs Records Management vs Content Management for a detailed discussion about the differences among products.

Gartner says that “new technologies, external market challengers and digital business requirements are changing organizations' requirements for managing digital content.”  Indeed, in some aspects, content management is merging with people management to provide better customer service.

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Topics: Document Management, ECM

How to Decide if EDM is Worth the Cost

Posted by Mike Paperalt on Feb 9, 2017 4:49:27 PM

 

How to Decide if EDM is Worth the Cost

Organizations have been managing information for as long as they have needed to record transactions.  From clay tablets to papyrus and palm leaves, as soon as humans began recording events, trading goods and marking property boundaries, some form of documentation has been used.

Eventually, parchment replaced papyrus, then paper replaced parchment, with the first papermaking process documented in 25-220 AD.   Later improvements to the papermaking process came in the 19th century with the invention of wood-based paper.  But all that easily manufactured, readily available paper created a new problem…where and how to keep it in an orderly fashion.

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Topics: Document Management, EDM

What's Your Document Scanning Sweet Spot?

Posted by Mike Paperalt on Jan 18, 2017 2:02:15 PM

What’s Your Document Scanning Sweet Spot?

sweet spot

noun

informal

  1. the point or area on a bat, club, or racket at which it makes most effective contact with the ball;
  2. an optimum point or combination of factors or qualities.

For most organizations, the sweet spot for document scanning is that point at which the benefit of going paperless surpasses the cost of scanning

But, when you’re trying to convince those who hold the purse strings that going paperless is the way to go, just how do you get to the sweet spot, or ROI?  Just how do you convince the accounting gurus that scanning documents is not a waste of time, money or resources?   How do you prove the benefits?

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Topics: Document Scanning, Document Management

What Our Readers Told Us About Document Scanning

Posted by Mike Paperalt on Jan 12, 2017 3:17:51 PM

What Our Readers Told Us About Document Scanning

Last week, we wrote a post titled Why You Shouldn't Scan Documents.  Amazingly, that post garnered more views, more social media comments, and more requests for information than any of our positive posts about Document Scanning.  Why did this post resonate so widely? Here's what our readers told us:

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Topics: Document Scanning, Document Management

Take Charge of Your Organization's Documents

Posted by Mike Paperalt on Dec 8, 2016 6:01:54 PM

Take Charge of Your Organization’s Documents

Information management can be a challenge!  Unfortunately, for many organizations, vital information comes in many different formats and resides in many different informational silos:  Human Resources, Accounting, Purchasing, Client Records, etc.  It’s virtually impossible to cross-reference, observe patterns or control the data.

Moreover, many organizations don’t plan when it comes to managing this data, but rather act reactively when information needs to be gathered or analyzed.   This ad hoc methodology results in duplication of effort, lack of specific standards and the adoption of solutions that can’t “talk to one another.” 

While the overall goal of any Document Management solution is to better control data, unless an organization approaches the problem holistically, they are likely to be to take unnecessary risks, run into increased costs and miss opportunities to cultivate their data to add business value.

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Topics: Document Management

What to Do When Paper Files Overwhelm Your Office

Posted by Michael Coppola on Dec 28, 2015 6:28:45 PM

 What to Do When Paper Files Overwhelm Your Office

If you've ever spent time hunting through stacks of paper for a specific invoice or searching through paper files for a letter that you received last year, then you know the frustration that paper-based filing systems can bring.   Despite the prevalence of electronic documents, the fact is that paper is still a major part of the workflow in many organizations.  

While some consumers and customers may opt-in for paperless statements and on-line payment options, there are many who still prefer receiving paper notices via snail-mail, and for whom paper is the only option. Moreover there are some documents, such as deeds and contracts that require signatures with must at least originate in paper form, with the originals filed for safe-keeping.   For this reason, even though you may wish for a paperless office, it’s not likely that you’ll be able to go fully paperless for quite a while.

So, why not find a better way to handle the paper that you have to deal with?

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Topics: Paperless Office, Document Management, Paper Files

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

The Truth about Document Management - Part 2

Posted by Diane Mitol on Mar 25, 2015 2:50:44 PM

The Truth about Document Management – Part 2

In our previous blog post, we discussed the fact that whether you manage paper files or use an EDM system, you will encur document management expenses.  The only question is which form of document managment makes sense for your firm -- paper-based or electronic.  In that post, we focused on the various capitol and overhead costs involved with the use of paper files.  This post focuses on the personnel costs associated with a paper-dependent office.  In most cases, these human expenses actually exceed the physical expenses. 

The Truth about Paper-based Office Personnel Costs

Recent research from Price Waterhouse provided these statistics on the time and money spent on paper in today’s typical organization:

  • Of all the pages that get handled each day in the average office, 90% are merely shuffled.
  • The average document gets copied 19 times.
  • 5% of all documents get lost, 3% of the remainder get misfiled.
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Topics: Document Management

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