Archive for the ‘Paperless Office’ Category
Steve Breault, CEO
Your business may be one that is involved in selling services, goods or any other kinds of materials that will include documents for record-keeping and data entry. Most companies like grocery stores, one that involves provision of services and other goods have to keep document software that will help them track every transaction that the business entails. This is the case that most owners or managers, and even CEOs of large companies are most concerned with; this business document management is one important factor in the record-keeping department of the business entity. Having a good business document management will eventually make the managers, owners and CEOs to track the status of their business.
Many companies, even the smallest ones nowadays have to record their daily sales, their inventories and even the cash on hand and the accounts receivables and payables. This record keeping will make businesses to prosper more and be more efficient in checking for their business dealings in each business day. Hence, businesses, whether small ones or even the biggest ones now use a business document management that may meet their needs for every record-keeping they incorporate in their companies.
A part of the business document management that will make things easier for them is to track their receivables and payables. When employees concerned can see a shared document, one that comes from the finance department or from the department concerned, they can see a transaction that alerts them of their payables to a certain supplier or store. This way, they are notified of their obligation to pay and may eventually schedule for the payment, or have the account settled as soon as possible. Details like these things are needed in order to maintain a good relationship with other companies.
This will entice a good employee to do his or her job the speedy way too, accounts receivables and payables will be acted upon immediately. The digital imaging incorporated into the business document management system will be good enough to make the easy reports as the business document management can multi-task a lot of things. And no one has to delay the job that he has in acting for the duties he has; the document management software can be shared by people, select or not, inside the business system.
A good business establishment can provide the employees the easier way of communications and record-keeping. Making things in manual type, from encoding to record-keeping is such an old school. A solution is given to you by Vircosoft. They are the ones that have the capability to provide you with a business document management which system can be easy and even fun for the employees of the company.
Vircosoft has version control, one document software that allows for the document to be shared and revised by all, but still saving the changes for all to see. Version control is a much needed factor for a good business document management. You must check out the services that they have in store for you. Check online and be amazed at their services
Steve Breault, CEO
Do you know that it takes one tree to produce 17 reams of paper? But it takes many years for a tree to be sturdy enough to be made into paper.
In September of 2009, the Philippines was devastated with heavy rains and neck-deep flood, water washed away lives and important assets, including hopes and dreams of a good future. The reason why this happened is the grudge of nature to the people who abuse it. And one main thing we abuse our Mother Nature, trees included, is our need for paper.
The many companies needing office supplies nowadays are booming, the most needed supply is paper. But with this modern age of computers and sophisticated technology gadgets, what is the use of paper for; when we can communicate with our mobile phones, communicate with the world via the Internet, and even chat and laugh with our friends through the social networking media? You say for posterity purposes, but aren’t files better to keep than piles and heaps of dusted paper?
The world today, though, is getting smarter and wiser. Many people have already valued the importance of trees; it is never too late to take care of Mother Earth, replant trees and do reforestation.
Offices and companies too must do their share. There are a number of companies who are already encouraging people to go paperless. There is paperless software which does the job of recording and keeping data in the archive, and producing these data when needed. This paperless software enables the company to do the normal thing as most offices would do, record-keeping, data-entry, and communications, minus the use of paper. In fact, literal as it may seem, but this is what we shall call a paperless office. Cost effective and efficient, it provides an automated paper filing system that can capture, handle effectively and defend the company’s business secrets.
One thing that is expected to do with going paperless is the amount of time you will be wasting in order to manually enter the data you have already gathered. This becomes less of a problem though. The VFiler Rapid Indexer and the VFiler Automated Indexer can help you with getting these manual data-entry jobs.
These paperless software which are already available in the market, can provide you with shorter time in looking for files, increase efficiency in data-keeping/document indexing, increase accuracy of information entered, easier document identification and separation, and most of all, it will increase the chance of trees being saved from being cut and be produced into paper.
Going paperless will make businesses save tons of money of paper, and more importantly, save a lot of trees. It may be a little funny and awkward to see an office without paper and pen, but it would make a good difference. Go check Vircosoft’s website and watch videos on how they make paperless companies work just like any ordinary office.
Steve Breault “DocMeister”
Steve Breault, CEO
Document management is a big part of a companies work load whether small-sized, mid-sized or large-sized. Document management is important to come up with better business operations. Whether companies are regulated or not, document management provides modernize organization. Through the years, many companies have been using paper-based management to store and retrieve files and many of these companies had also encountered problems regarding file management. Some experienced losing important documents because of calamities such as flash floods, earthquake and hurricane while some just simply misplace their documents in their offices’ archive areas. Paper-based document management costs companies thousands of dollars in maintaining a well-organized paper documents. They pay too much for printing and storing of paper documents; they pay for paper, inks, physical space and for the archivist who will personally manage the paper-based documents.
Paper-based documents are very hard to maintain and the actual physical task to maintain it is really labor-intensive. Many companies still store their important files and paperwork in old filing cabinets, which are most likely bursting at the seams with years of document storing. Good thing at present, some companies have started converting their paper-based documents to electronic or digital documents and start relying on digital document management for many reasons. First, it is much cheaper when compared to paper-based document management because the only thing you will need here are computer with the needed software and someone to operate the software. No archivist, paper, ink and archive area needed. Second, the documents that will be filed will be more secure because documents will not be exposed that easy not like in paper-based document management where documents are placed in cabinets and if one gets destroyed and it does not have another copy, the company will surely get in trouble. Third, digital document management is more accessible to staff, customers and to management because all you have to do is to deploy the software anywhere and anytime you want. Fourth, there is a centralized location of the document and that is the software not like when documents are paper-based, you will need to check all the corners of the archive area to look for documents. Fifth and last is that it is user-friendly which is an important part of customer service satisfactory.
One important advantage digital document management needs to emphasize is its strength for version control or the process where one manages multiple revisions and reproduction with the same unit of information. In digital document management, you can reproduce and track revisions as many versions of the document as you want without costing you additional not like in paper-based document management, the more you reproduce, revise and print a version or a copy, the higher it will costs your company. Digital document management also allows you to take snapshots of your document.
Going digital actually saves your company time and money! This kind of data management will surely help companies to work more efficiently and faster with better operations.
Steve Breault, CEO
Many businesses deal with facing customers on a daily basis and assisting them with their needs or queries. Often times, these customers are returning clients with records of their transactions with the company and before they can be entertained, their records must be pulled out from a file.
Searching for these documents is tedious, especially for a large company dealing with hundreds of clients every day. Imagine a room filled with filing cabinets – even with proper labels and categories, it would still take hours for an employee to find a single document as they have to look through every file carefully lest they miss the needed file. Also, customer satisfaction will likely decrease if they take too long in acquiring a document, as the customer’s patience is very limited when it comes to these matters.
It is for this purpose that companies should consider turning into a paperless office and buying paperless software to speed up document retrieval. While the initial cost for setting up a paperless office may seem expensive, the profits it will gain in the long run will be worth it. When you think about it, work will not only be easier with the help of these kinds of software; more tasks can be accomplished in lesser time. Manual retrieval of documents usually takes up most of the employee’s working hours in a day, but with paperless software, this will take merely seconds so he can focus on doing other tasks or serving more customers.
Maintaining a high rate of customer satisfaction is essential in any business. It will not only help the company’s reputation, it will also attract more customers. Investing on paperless software like Vircosoft’s VFiler will help increase customer satisfaction ratings. Not only does it help get documents faster, it can also do other tasks such as managing, securing, sharing, tracking and automatically filing data. With this, even employees who are not familiar with the software can easily be taught to retrieve records. If more employees serve more clients in a short amount of time, customers will surely be happy and would want to come back because of the great service.
This is only one example of how a paperless office helps a company earn more profit. In an age where technology is constantly developed to make life easier, businesses should jump at the chance to acquire tools that will collect more rewards for them. Especially if a business deals with a lot of customers who file a lot of documents, they should maintain the satisfaction of these people to ensure that they will keep coming back for more.
Steve Breault, CEO
Some businesses would rather not turn their office paperless because they foolishly think that investing on software and equipment would produce financial losses on their part.
After all, if they have managed to get by with traditional methods using paper to list and document their data, they need not shell out money to go paperless. However, what many businesses do not realize is that by maintaining their conventional ways, they are losing much more compared to the initial cost of starting a paperless office. In fact, eliminating the use of paper completely in a company reaps several benefits in the long run.
One major benefit of investing in paperless office software is that it significantly reduces labor cost. In a typical setup, workers make use of paper to disseminate information. This includes faxing or photocopying data, manual delivery of memos to offices, filing documents and other related tasks. According to statistics, forty to sixy percent of an employee’s time in the office is spent handling paper. With this high percentage, it clearly means that other tasks cannot be accomplished in a day because employees spend their hours looking for and passing around documents. Also, keeping information printed elevates the risk of misplacing or losing an important document. These mistakes are ever present each year, and it takes a lot of time, not to mention money, to get back a document that has been filed in the wrong place, labeled incorrectly or lost completely.
Investing in paperless software will decrease any company’s labor costs. If documents are turned into digital copies, employees can access a needed document in a few seconds, thus enabling them to get more information with lesser time and accomplish more tasks for any given day. It is also easier to find documents even if they have been incorrectly labeled. Paperless software like Vircosoft’s VFiler easily manages all documents that have been digitalized through its software, so if one employee accidentally deletes an important document, the company does not have to go through great lengths just to retrieve it; instead, applications like VFiler easily creates backups for the documents so all documents virtually cannot be lost.
Another significant advantage is that businesses can easily transfer or send their documents to their company’s various branches, so money spent on shipping costs are decreased. They may even choose to distribute tasks to their workers situated all around the world and benefit from lower labor rates in other countries.
So whether a business is just starting out small, or is already a well-established enterprise, achieving a paperless office will help in reducing expenses and churning out more profit. In the end, while traditional methods are hard to let go of, if they are turning out to be more expensive, then letting go for a cheaper but faster method is clearly the better option.
Thank you,
Steve Breault “DocMeister”
Steve Breault, CEO
In this day and age where the advancements of technology continue to grow, more and more businesses are opting to go digital. Gone are the days of drowning in massive amounts of paper; this time, organizing documents and data are as easy as a few clicks on the computer. This method, commonly known as a paperless office, is becoming widely accepted in companies all over the world, as going paperless reaps more benefits than an office sticking with traditional methods. Especially when unwanted occurrences, such as disasters, strike, having dependable paperless office software can help greatly in recovering lost information.
Imagine worst case scenarios, such as floods or earthquakes, where buildings and other infrastructures would be greatly damaged. While companies always have a disaster recovery plan, it still cannot offer a hundred percent guarantee in recovering all its lost information. Especially in a conventional setup where paper is used to save all documents, businesses will have a difficult time gathering their data if it is damaged from natural disasters. Paper is fragile and easy to destroy, so losses would be greater if digital copies were not made to backup the information.
Investing in paperless office software would decrease the losses if ever disaster strikes. Disaster recovery is a key option which comes with the software so businesses can protect their information easily. It would aid companies in devising faster ways to resume normal operation.
Since companies store large amounts of information, and if this information is digitalized the first and most important step is to have a backup for all these data. This may include having backups on computers or systems found inside the company building or others that are located elsewhere. This way, if a computer is damaged, the information stored on it may be placed in other systems, and companies may address the needs of both employees and customers immediately after the disaster.
Businesses may also employ other security measures to ensure the safety of their data. Tools like surge protectors are needed so computers and electronic equipment will not be damaged by power surges. Generators or Uninterruptible Power Supply (UPS) devices can also be used so systems are able to continue working even if there is no power available. Most importantly, anti-virus applications, firewalls and other related software may be used to increase data security.
To ensure that the best data recovery option is given to businesses once they have managed to become a paperless office, they may consider buying Vircosoft software. It is currently the best and cheapest document management software in the market.
In addition, both of their products, HighPoint and KnowledgeTree, have the most advanced document recovery tools so companies are assured that their data is always safe even when faced with disaster. So to be sure that a company’s paperless software does not fail, they should trust Vircosoft.
Thank you,
Steve Breault “DocMeister”
Steve Breault, CEO
In 1975, a technology expert predicted that offices would be handling records electronically by the year 1990. Nearly two decades later, the basis for this idea, a paperless office, is yet to achieve fruition.
A paperless office encourages a work environment which eliminates or has minimal use for paper. In an age where technology continues to make life easier, a paperless office is ideal for companies looking to save at cost and production. Instead of shelling out huge amounts of money to buy printers, copiers, paper and envelopes so information and documents may be disseminated or filed, a company may save more by investing on a set of scanners and filing their records digitally. Going paperless also saves a lot of space, especially in a small office. Filing cabinets tend to be huge, take up a lot of room, and can only be used for a single purpose. Computers, on the other hand, can be portable and used for a variety of things.
Digital records are also more accessible to those who want to view them, thus saving time and energy. Imagine having to open dozens of drawers and browsing through hundreds of folders just to acquire a single document – that would be frustrating and exhausting. However, if records are stored electronically, a few clicks and typing a few keywords is all it takes. Also, if copies need to be circulated, sending the files via electronic mail is more convenient and only takes a few seconds to be received.
Plus, with the help of gadgets like cell phones, PDAs and portable computer tablets, you can view whatever you need anytime, anywhere. Tablet PCs also save people from having to walk around carrying pads of paper to meetings and conferences. Anything they have to jot down they can draw on the tablet and it can be saved and viewed at a later time.
It also doesn’t hurt to know that a paperless office helps care for the environment. With the ever looming threat of global warming and other environmental risks, more and more people are looking to save the planet, going paperless will encourage conserving trees.
All in all, the prospect of a paperless office may sound a little scary, especially to established companies who have gotten through years of paper dependence. Surely it will take a lot of work to transfer every record electronically, but in the long run, a paperless office will be more efficient and beneficial, especially in a generation where people witness technological advancements every day.
Steve Breault “DocMeister”
Let me let you in on a secret… vFiler Rapid Indexer makes document imaging, capture and indexing easy and inexpensive. Hundreds of businesses world-wide are saving thousands of dollars with this powerful Paperless Office solution.
CLICK here to watch a short video and see how
(Registration is NOT Required)
Imagine all of these features for $995
- Hardware Independent - Monitors / Watches folders
- All MFPs and Scanners Supported
- Capture from Multiple Folders
- Capture from Outlook
- OCR Multiple Zones, Full Page, or ALL Pages
- Batch Process & Separate Documents while Indexing
- Create Pull-down lists for RAPID-INDEXING
- Database Lookup (Query) for RAPID-INDEXING
- Creates searchable PDFs
- Metadata Publishing
- Interface to YOUR accounting system through ODBC for data validation
- UNLIMITED DOCUMENT PROCESSING - no click charges
- File documents to Windows Folders
- File documents to ODBC databases
- Automatically File documents to HighPoint™ or KnowledgeTree™
- Launch HighPoint™ or KnowledgeTree™ Workflows automatically by publishing document types or to specified folders
- Links HighPoint™ or KnowledgeTree™ metadata
STOP paying HIGH upfront purchase and license renewal fees.Businesses are switching to vFiler Rapid Indexer. RIO is fast.
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Technical Support Contact Information:
888.446.1770 ext 2 (Phone & Fax) Main Office
616.871.0215 Support Lab
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Contact: sales@vircosoft.com for Price Sheet and Order Form
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Steve Breault, “Doc Meister”
The Paperless Office has more definitions than, well, definitions. Everyone has an opinion. After over ten years in the business we have pretty much seen them all.
This sound like you? “I want to capture and file incoming images from fax and email. I want to convert & store hard copy paper to an electronic format at bargain basement pricing. Then I want to easily (automatically if possible) file, store, find and share them and while I save big money.
How? Do your homework on the Search Engines or find a professional to conduct an evaluation of your processes. Buy a good scanner. Buy a good low-cost imaging system that can be easily upgraded as you determine what features you actually need.
Powerful feature-laden systems starting at under $1000.
Call Steve the “DocMeister” in the Morning. 888.446.1770
The concept of the Paperless Office has been kicked around for years. Some say there will never truly be a Paperless Office. Others tout that it is too hard, too expensive or too complicated for the small and mid-sized business. Twenty years ago they all would have been right. I say it is not only possible today, but necessary to compete. The low-cost and the ease of setting up a Paperless Office is unprecedented.
Why, one might ask? It is the technology and mind-set my friend. What used to be complicated is now so easy, given the right solution, even someone with no computer experience (a rarity today of course) can start work in a Paperless Office environment comfortably and efficiently.
Every office is weighted down with paper, but that does not mean you have to follow suit. This issue is easily solved. What has become even bigger problem to effectively manage are the hundreds; perhaps thousands of electronic images sent and received every day from scan-to email, fax-to-email and attachments of all type formats. Once received, then what?
Traditionally in the absence of an electronic filing system recipients simply created their own filing system on their PC’s. Sound familiar? Need I go through the pitfalls of this type of system? I think not. Too often when a document was needed, post haste, no one could find it. Not a great strategy for the customer standing by, often under pressure, for a copy of a maintenance agreement the auditor needs now.
Have you ever calculated the annual cost to find, retrieve, re-write and reproduce on the good ole’ copy machine? The number will most likely be staggering. Download this Cost Savings Calculator from Vircosoft and see for yourself. We have been working with businesses for over ten years. Once they saw the value, ease-of-use and fast R.O.I. started the transition to The Paperless Office immediately. The R.O.I. can be under six months, often faster.
Today inexpensive world-class software can transition your business to The Paperless Office quickly and easily. Look for these features:
§ Project & Task Management with Gantt Chart
§ Shared Calendars
§ Bulletin Board for Team Collaboration
§ Search folders, document contents and metadata
§ Group and User Level Security
§ Document Audit Trail
§ Check-in and Check-out Documents
§ Document Version History
§ Hardware Independent - Monitors / Watches Folders
§ All MFPs and Scanners Supported
§ Capture from Multiple Folders Simultaneously
§ Capture from Outlook
§ Automatically Split Multi-Page Documents Easily
§ Automatically Straighten, De-speckle, de-skew, rotate and resize images
§ Auto-Orientation
§ Reads 16 Barcode Types (1D and 2D)
§ OCR Multiple Zones, Full Page, All Pages, or Selected Pages
§ Create Searchable PDFs
§ Interface to Your Accounting System through ODBC for data validation
§ UNLIMITED Document Processing - NO CLICK CHARGES
§ High-end Forms Recognition - (form template training)
§ Metadata Publishing
§ Marked Processing
§ OMR Processing
§ Document Imprinting
§ Index and file multiple document types and departments simultaneously
§ Auto-create Windows Folders by User-Definable Indexed Fields
§ Auto-name File Names by User-Definable Indexed Fields
§ Automatically Publish metadata into ODBC compliant databases
§ Automatically Publish documents and metadata into leading Document Management Systems
§ Automatically Publish documents and metadata into SharePoint
§ Automatically Publish documents and metadata into HighPoint™ or KnowledgeTree™
§ Launch Routing work flows inside HighPoint™ or KnowledgeTree™ by Document Type
SUMMARY
Make no mistake about it the Paperless Office is here and you can have it. Software from Vircosoft and other major development and distribution companies is available for download and testing free of charge. During these challenging economic times many companies are pondering difficult decisions. No one wants to let an employee go. The Paperless Office can enable someone to work on other tasks that will help maintain the business.
Thank you,
Steve Breault “DocMeister”