Archive for the ‘Paperless Office’ Category
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”
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”
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
Steve Breault, CEO
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”
Sales of vFiler™ our document imaging software are UP, UP, UP!
Some people are buying vFiler™ to automatically file documents hands-free into their current document management system and others are creating their Paperless Office by bundling vFiler™ with our HighPoint™ or KnowledgeTree™.
Offering great products and services is one thing. Reaching NEW motivated customers, especially; during a recession (not over yet regardless of what the politicians say), when the private sector is under attack and tumultuous economic times, is quite another!
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Check out our Blogs for a lot more great information.
Thank you,
Steve Breault “DocMeister”
Is your office a beehive of paper-chasing activity? Most have employees scampering around searching for mislaid or lost documents. The time wasted adds up to really big dollars! The Paperless Office makes it easy when anyone wants to find a document by using the retrieval tools available in the document imaging system. Having access when needed is critical. If the documents are easily accessible the cost falls through the floor. Access is provided by the document imaging system. There continues to be major enhancements in scanning technology enabling the conversion of paper documents to electronic images fast, cheap, and easy. Purchasing a business quality scanner moves paper documents into your database system simple.
Your storage system provides long-term and reliable repository for your electronic paper. A reasonably priced storage system will accommodate changing documents, mounting volumes and advancing technology. Indexing creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective. The Vircosoft retrieval system uses information about the documents, including index and text to find images stored in the system. A good retrieval system will make finding the right documents fast and easy.
Storing records in an imaging system both maximizes retrieval ease and speed and markedly lowers storage cost and employee expenses. Envision being able to look throughout all active and inactive files for any buyer from your desktop. Document Indexing enables you to allocate or route a document to anyone anyplace on the network. Taken in its entirety imagine how much you can reduce the cost of managing your business while increasing your efficiency.
Steve Breault “DocMeister”
The sweet smell of victory! We have been talking and writing about the coming of the Paperless Office for over ten years and finally people in the know are acknowledging ” we are there”.
At an escalating pace businesses are migrating into a Paperless Office environment. The technology has made the process so simple that you don’t have to be a “techno-whiz-kid” to do it anymore. The public perception has changed dramatically as well. Initially the mindset was that this is a great tool for “big business” but small and mid-sized businesses could not afford the cost of the hardware, software and training. Individuals have not been left out of this exciting opportunity either. Now anyone can easily afford a manage their paper electronically.
All we want is a fast, easy and inexpensive way to process our mountains of paper and the ability to find them again in seconds, often from outside of the office. Fortunately the cost of everything required to move toward a paperless office has dropped dramatically.
Over the past decade new technologies have emerged making this possible including e-mail, low-cost document management systems such as HighPoint and vFiler from Vircosoft, cool applications like Word, Excel, e-books and many more. Making things even easier is the fact that virtually everyone is computer savvy thereby simplifying implementation, training and operation.
Most people refer to the technology as Paper-less because in reality hard copy paper has not gone away as originally envisioned. In fact we are accumulating more paper than ever before. People still like to hold a document rather than read it off of a computer screen. So, the movement is more tuned into digital paper management to control costs, save space and improve efficiencies while enabling us to have our paper, in hand, when we want it.
The good news is that now really is a great time to start implementing a Paperless environment in you business. Most likely you already have the basic necessities; a digital copier, fax machine, a network and access to the Internet. Add an easy to use Open Source Document Imaging Software system and you are ready to go.
Thank you,
Steve Breault “DocMeister”