Posts Tagged ‘Paperless Office’
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
Imagine this: an employee prints a document needed for a business proposal. He attends a meeting and his superior reads his proposal over. The boss likes the proposal but has a few revisions in mind, so the employee goes back to his workstation, files the old proposal in a folder and types up a revised version. The cycle repeats and the folder keeps getting thicker, and more paper gets wasted until finally, the proposal is approved.
This is what happens in a company that refuses to become a paperless office. Business document management could have been a lot easier and they would have saved a lot more money on expenses if they choose to go paperless and acquire some document management software.
Paper, along with other equipment such as filing cabinets, printers, copiers and scanners cost a lot. Moreover, filing documents and retrieving them can waste an employee’s working hours instead of being able to complete more tasks. Document management software eliminates all these worries, as businesses would be able to arrange, file and categorize their information with ease.
Document management software also offers version control so companies may keep track of all their files. If a business proposal, projects or other documents are in need of revision, the software arranges all the versions of the original file, so if they are needed, they can be viewed and accessed quickly.
There are other reasons why you need version control for managing your data. If there are many creators or authors to a certain project, companies need to keep track of their names and contributions to give them fair credit. They can also backup and restore information. Say, an employee messed up and saved a project containing unnecessary revisions, with a few simple clicks, he can remedy the error and acquire the original data without getting into trouble or being shouted at by his bosses. It can even track changes made years ago, so if something goes wrong, the company can view the original version and take note of any mistakes that could have been overlooked. It also allows synchronization, so more people can view the files and be updated with any slight changes being made to their project. It can even take note of all the transformation that has been happening, so employees are able to understand how a project has develops and the reasons behind it.
Lastly, a creator can make big changes without causing trouble for himself. He can detach part of the project, try out his ideas and polish everything before re-attaching the revisions to the project. So whether it is a small business, a well-known corporation, and especially if it is a company dealing with software creation, document management software can help businesses keep track and safely make changes to their files.
To get the best features and take advantage of lower rates, Vircosoft offers two types of software that are currently the most affordable open source document management software in the market. HighPoint and KnowledgeTree are two powerful applications that can file, share, track, manage and secure documents. They also help greatly with version control, so companies would not need to worry about making errors in their projects and being unable to correct them.
So to completely eliminate worries and run a more efficient business, companies should consider purchasing document management software starting today.
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
Since companies are hesitant to go paperless, or to create a paperless office, they are missing out on the opportunity to save a lot of time and make work easier for their employees. Completely eliminating paper will create more space in the workplace and a faster acquisition of documents and information.
Document imaging is the primary tool in starting a paperless office. They are systems that can replicate documents and come in the form of copiers, scanner or other paperless software that can capture, save and reprint images. While these tools are relatively expensive, investing on them will result in bigger benefits and less cost to your company in the future.
Document imaging software is a space saver. Since your records are stored electronically, you will no longer need filing cabinets, drawers and storage boxes to keep your documents. These types of furniture are huge and heavy, so if you have a small office, movement will be limited with these around. All you need is a computer with a hard drive that can handle the software and your documents.
You will also save a lot more time when looking for records since you don’t need to open a bunch of cabinets just to acquire one document. Instead, all you need is to type in the file name or title of the document in the software and your stored information will be shown in seconds. With this, your employees can perform more tasks in a lesser amount of time.
Another benefit is customer satisfaction. Customers who come to the office with their queries and needs often have other appointments to attend to, so their patience is limited especially if they have to wait a long time before being entertained. The software you use will help you respond to your customer’s requests quicker and your satisfaction rating will increase. You will also be able to serve double the number of customers in the time you spent manually searching for records.
Document imaging also saves a lot of time when it comes to disseminating information. Say you are the CEO of your company and about to attend a business meeting. A few minutes before presenting your data, you realize that you forgot your papers in the office. You will waste a lot of time and embarrass yourself by making your clients wait for you if you decide to go back to your workplace just to get the documents. On the
other hand, if you make use of software, you can call one of your employees and have him send what you need through e-mail.
If you are unsure of where to start acquiring your document imaging software, one of the popular names is Vircosoft. Vircosoft is the most affordable open source document and management software in the market. It has two products, SMB open source document management software called HighPoint and an Enterprise version dubbed KnowledgeTree. With Vircosoft’s integrated VFilter, it would be easier to manage the number of documents you have stored electronically. Best of all, it is easy to use, so you do not have to worry about spending a lot of time learning how to use it.
The benefits of a paperless office are endless. If you start investing now, you are sure to save a lot of expenses in the long run. Also, not only do you save time and space, you also help the environment. So what are you waiting for? Go paperless now!
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.
Download and Try vFiler - Registration Required. Includes Access to Training Videos
Technical Support Contact Information:
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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”