The most common question business owners ask is “now that I am investing in all this fancy equipment to manage information, what am I supposed to do with it and when is my Return on Investment?”
Are you prepared?
Information Management vs. Paper Management
I think we can all agree that the “dusty old file room” is antiquated, expensive, inefficient, and an albatross around every CFO’s neck. He/she is asking “with all this new hi-tech equipment why are we still operating in the Stone Age?”
One answer is “because no one has competently shown him/her how to maximize the value while dramatically reducing operating costs”.
Did you know that the typical document management software system generally saves a business more money, within a year or two than the cost of the equipment?
Talk about a return on investment. Our ROI collaterals (Cost Savings Calculator) will help you make this very convincing argument, using the prospects own numbers.
The value of paper is declining as the cost of storing and retrieving it is escalating. In your office, how many documents have been duplicated again and again?
More paper equals higher labor and in-house storage cost and less efficiency. Talk to any office manager, CFO, COO, business owner and ask them how many documents get misplaced or lost every week. How many hours are spent searching for them? When they put a dollar value on it, they get the picture very quickly especially when you present them with a powerful total document management system that costs under $200 per month. Answering this question alone is a major first step in overcoming any objections.
Types of Paper
There is no shortage of paper to be managed! Everyone knows that the majority of documents we process are either hardcopy or electronic. Look for a system that will take that major paper work load and turn it into a smooth and efficient process saving the end-user thousands of dollars every year.
Paper comes from three primary sources.
- Invoices from vendors, letters, contracts and more all come from external sources.
- Documents arrive via fax, email and e-fax (electronic fax)
- Business generate tons of internal documents daily
File Only Once
The process is simple. Capture documents, Index (ODBC validation against a front-end database for 100% accuracy), Store and Retrieve. The key is to do it quickly, preferably operator unattended, accurately and very inexpensively. We have the solution your customers will flip over.
Architecture
Electronic document management enables your customers to quickly and easily file all of their documents quickly, efficiently, accurately and inexpensively while utilizing equipment they have already purchased. Often the is no new hardware to buy.
Hope this little bit of personal experience helps!
Steve “DocMeister” Breault