Posts Tagged ‘Paperless Office’

Steve Breault, Vircosoft Founder / CEO

There is a common scenario with businesses where business document management software isn’t in place. Does this common business scenario look and sound familiar to you? The loss of valuable time due to manual opening and preparing business mail for internal distribution is a common phenomenon. Besides, there is the possibility of misplacing important documents because of the inefficiencies that goes with handling large volume of mail manually. Often, such important documents may be left in unsecured settings or not delivered as at when expected or delivered altogether to the wrong person. Any of these stated instances can happen to any business if it continues to run without integrating the electronic document management software in the mail room. If these statements illustrate the condition of your business mail room, it’s the right time to integrate the automated mail room services enabled by business document management solution into your business processes.

Benefits of integrating automated mail room services enabled by electronic document management software in your business: When compared to manual sorting of mail, automated mail room services enabled by business document management does not require multiple handling by several people before it gets to its intended person. Therefore, the possibility of loss is eliminated. Another benefit is the improvement in business workflow processes which shows itself in the efficient delivery of every mail to the intended destination. Of utmost importance is the security of each mail which cannot be compromised once this software is activated within your business processes because every crucial document can be scanned at the point of entry to your company, separated, indexed, and filed automatically while the recipients receive just the email notification of each document. Hence, the flow of information into your firm is thereby automated and secured at the mail room level.

How the automated mailroom services solution enabled by business document management software work in a business network: Once the critical business processes of your company is made compatible with the automated mail room services solution, each mail is scanned and indexed according to your predetermined settings so that each document, for example, a scanned invoice, is afterward sent automatically to the right top management personnel for review and approval before it gets forwarded to the account section for payment processing. With this streamlined system, you can easily imagine the level of business efficiency such process automation will bring to your company once this document management software is fully integrated.

In like manner, each document is tracked as it passes from one desk to another so quickly and effortlessly as each employee carries out action on it based on your predetermined business routine rules.

Business document management software that enables automated mail room services is able to secure and deliver to you improved business efficiency and very significant dollar incentives once it is applied to your business procedures. In fact, your employees will have much time to devote to the critical aspect of your company which guarantees improved cash flow and a continual increase in your business profits.

Steve Breault, Vircosoft Founder / CEO

Business document management software is a tool that saves time, money, and guarantees operational efficiency when installed in the setup of a business or an organization.

There is no doubt that running a business or an organization based on paperwork and file cabinets significantly reduces productivity and increases the costs of doing business in a wide range of processes of which labor costs is substantial.

Document management software permits you to capture, archive, store, and access your business information online. Once the deployment of business document management is accomplished in your business setup, you can access your business information from anywhere, securely and when you need it. Other major benefits of the electronic document software include ease of compliance with regulatory requirements where applicable and disaster recovery support which should give you confidence when it comes to critical documents.

Besides the basic functions of capturing, archiving, storing, and the ease of access to your online documents, business document management software does a lot more in a business or an organization some of which are stated as follows:

Document management software will ease your business inter-departmental approvals and improve customer care: With electronic document management, staff members’ ability to get urgent inter-departmental approvals comes with ease in a record time. This is because this electronic document solution creates a more streamed-lined and functional system for sharing business documents across the departments of a company which helps to improve customer care. Here is a scenario that explains this better:  If a client places a call to the Customer Care Department of your company where the document management software has been installed with a request for a refund, the Customer Care Officials will surely access the document online with ease within seconds. If after discussing with this client the Customer Care Officials proceeded to make a refund, the relevant document can be forwarded to the Billing Department within a record time so that the client gets a refund almost instantly.

Business document management solution improves the operations of a company’s accounting department: In an attempt to ensure a high level of success and return on investment, many businesses have chosen to start their electronic document management software deployment in the accounting department. Typically, document management system can create extreme evident efficiencies within an entire traditional business organization that has a pattern of conventional processes involving paperwork like the purchase order in requisition process of product or service procurement applications through the approval stages to the level of obtaining checks for payment by a bank. In this type of system, delays are bound to occur at some points in the approval process due to the non-availability of one or more of the managers or executives involved.

However, once the electronic document solution is installed in this company’s corporate network, the whole process can be completed in a record time with a single entry of information needed by the requestor and distributed to all managers concerned electronically. The concerned parties can be notified automatically about the arrival of a new document in their mailboxes waiting for their review and action after which the requisition is relayed directly to the purchasing unit while the entire procedure is done speedily and efficiently.

Steve Breault, Vircosoft Founder / CEO

Document management software is as relevant in health organizations as it is in any other sector of the economy. All hospitals and other medical facilities need to deploy adequate business document management software systems in order to improve their productivity both in the short and in the long terms. The business document management solution also ensures improvement in operating activities and compliance with regulatory standards and procedures.

The boat-load of administrative procedures handled by hospitals and other healthcare facilities occupy a substantial amount of time and therefore add to the operating costs incurred within the healthcare system. The application of document management software system within a healthcare setting works to centralize numerous pieces of information and it helps to integrate them for use at any time by multiple sections or departments.

Effective business document management solution combines the field of information science and healthcare basics into an electronic software system database program that connects all aspects of a patient’s health records, the patient care logs, the financial statement or reimbursement record, and all privacy protection legalities fused into each patient’s records. The database structures and organizational features incorporated into this software also integrate well with meeting the requirements of HIPAA for patient privacy and easy access to records when needed.

Healthcare administrative application of document management software: Where there are multiple pieces of a patient’s information documented in files, on medical forms and on receipt slips, it becomes difficult if not impossible for such pieces of information to be accessed by all departments of a healthcare facility at the same time. Therefore, when it comes to tracking a patient’s medical history, legalities and financials within a healthcare setup, document management software streamlines information access in a way that anyone who accesses a patient’s medical records will have access to the most comprehensive and updated documentation always.

Document management software system improves patients’ healthcare account payables or payment reimbursement procedures: When it comes to payment reimbursement procedure, it is typical for a healthcare facility especially a hospital to have to relate with multiple health insurance providers where different insurance policies and patient’s out of pocket costs and insured services are all different from one health insurance provider to the other. When document management software is deployed, it permits various reimbursement procedures to be carried out electronically by automation programming based on the records documented in each patient’s database. Since it is certain that there will be inflow of much documentation, business document management system incorporates document imaging device which automatically allows immediate transfer of new pieces of paperwork information into the database of each patient.

Clinical healthcare applications of document management software: Effective document management software solution is built around the electronic health records of each individual so that patients vital information like demography, progress notes, problems, medications, vital signs, medical history, results of laboratory tests, and records of immunization are preserved for clinical uses. It follows then that every pertinent detail needed for clinical decisions for each patient is available in one place. The likelihood of overlapping or repeating medication or other services are also eliminated with the application of the document management software since care received from outside health facilities can easily be included in the patient’s existing electronic record and quality control is therefore assured.

Steve Breault, Vircosoft Founder / CEO

If your business is making its customers spend too much time on hold, it certainly requires the deployment of business document management software which is capable of speeding up the rate of processing your documents and also improves the rate of service delivery to your customers while keeping the costs of rendering service to each customer lower.

In a global business environment that is rapidly changing, customer service is cardinal and though sound intelligence is very valuable, yet it is no longer adequate to provide the vast pool of knowledge and the data required to take prompt business decisions when you really need it especially when dealing with a client on phone or one that is physically present in your office but the deployment of business document management solution will help you achieve all the customer satisfactions in a record time when it comes to the rate of hunting down crucial business information. Here are some benefits companies achieve when the business document management software is integrated into a business set up.

Business document management solution guarantees instant retrieval and processing of documents required to provide answer to existing clients’ questions at the right time: The simple reasons why some companies are able to retain many customers every now and then is that they offer their customers a level of satisfaction in terms of answering their inquiries and questions appropriately with relevant documents at the right time. If one of your customers call in to request for a copy of their contract with your company and it takes a longer time to satisfy the client, that is sure to give a poor image of your company and it is an indication that the business document management software needs to be integrated in your business.

Document management software gives the prospect of attracting more clients: When your company customer service is enhanced through the ability of your staff members to access customer records within seconds and the required information delivered or e-mailed immediately, then your company stands as a reference point in a business world of stiff competition such that many referrals can be expected and hence more clients gained for your business. It is therefore true that when a business provides the best customer service possible through electronic record keeping, it seals good relationships with its existing clients and it is therefore placed to gain new ones.

Electronic document management solution helps your employees stay focused on the core business of your company: Research reports says most business managers spend up to 15 per cent of their time reading documents but spend a whopping 50 per cent of the time looking for it. By implementing the document management software in your business, it will help your company eliminate the time wasted on hunting down documents so that both the management team and the employees can spend more time working on the core aspect of the business of your company.  In fact, more employees can be reallocated to business tasks that provide value and increase the income of your business enterprise.

Steve Breault, Vircosoft Founder / CEO

Business document management software is an efficient electronic filing system that works well for all types of businesses. Software helps the business owner save money, improve efficiency and render better customer service.

The smooth operation of any business depends on how effective the process of storage, retrieval, sharing, control and management of its information has been. For most organizations, the challenge of managing documents increases as the volume of documents increases particularly where the modern system of filing documents has not been deployed. 

When the business document management software is deployed in a business, it helps to create, name, index, store, control, retrieve, and in fact, manage the entire process of document filing within the business organization. The software has been designed to manage large volumes of files simultaneously among all users in the business set up with utmost efficiency.

Business document management is beneficial to those businesses whose costs of filing and managing paper based files is increasing by the day. It also benefits those businesses that require quick and easy access to business documents regularly in order to share information with clients, partners, and even regulatory agencies or vendors.

Here are the basic features of good and efficient document management software you should look out for when you are seeking to deploy the technology in your business.

Efficient document management software facilitates multiple indexing and customer satisfaction: Efficient business document management must enable multiple indexing of documents for easy reference and retrieval. Any user should be able to locate the right file within seconds from among the large volumes of the already stored documents. The document software must enable easy and logical search operations of stored files including the different versions of any given document.

This is particularly beneficial to you since it implies that your employees can attend to customers’ enquiries and questions while on the phone. So, if a customer calls in to ask for specific information or a copy of their contract and such information isn’t provided within seconds, then the filing system of that business must be working against customer satisfaction and must be replaced with proven document management software.

Efficient document management software guarantees customizable security options: Efficient business document management must provide effective security options that allow customization of features to meet the needs of your business. With this security customization, there comes your control over all users who have access to the stored documents. Good document management system also protects the original document throughout its entire lifespan.

Good document management solutions work seamlessly with client’s existing computer systems and server: When deployed in your business, efficient document management software will work in compatibility with existing computer systems and your company server to do the magic of filing your business documents automatically. Good modern technology filing solutions also allow easy integration with third party software systems whether the software is for scanning or imaging.

Steve Breault, Vircosoft Founder / CEO

Business document management software is a perfect fit for all kinds of businesses; small and mid-sized companies inclusive. As a perfect fit, document management software has come to replace the file cabinets so perfectly and even much more with many benefits over and above the file cabinets. For example, document management software fits into the doctors ‘offices and relieves the offices of many paper based files and at the same time preserve the medical diagnostic  files online to meet regulatory requirements. Business document management application does a similar thing to the lawyer’s office and makes it free of all the old case files while the documents will continue to be legally and properly kept electronically.

The amount of floor space paper documents and file cabinets occupy and the time and human power spent in filing and retrieving documents the traditional way constitute the biggest headaches of businesses. Therefore, business document management can go far to ease every known documents storage headaches for all professionals including doctors and lawyers and therefore boost their efficiency.

The reasons you should dump the file cabinets for document management software includes the followings:

1.      It is often difficult to retrieve the documents if you are not on site or if the person who does the filing is away from your office. With the document management software, you can have access to your documents at anywhere real time with no confusion because the files will all be indexed and stored.

2.      Business document management will help you avoid jinx of any sort that sometimes occur when you have to locate important files urgently. No matter the quantity of your data base, you will never lose any file once you deploy the electronic document management solutions.

3.      You gain the time needed to re-file a document after use into a file cabinet when you deploy the document management application.

Now, here are some of the numerous benefits of using the document management in your organization.

Capacity to import: Good business document management software will enable you to import your file into where you would be able to organize and then store it where you wish to for easy retrieval.

Common storage: You can store all of your documents together according to your choice regardless of origin and file type. So, all drawings, correspondences, e-mails, images, MS office files, and other kinds of files can be stored together.

Ease of Retrieval: The rate at which you are able to find any document stored with the aid of the document management software determines how good the electronic file storage is. Within seconds, any document can be found when you deploy the document management system simply by using search terms which may be in full or in part.

Permits editing of files: Documents store online with the aid of the document management software can be edited at will by you or whoever you authorise to do so.

Improvement in automation and efficiency: The business document software guarantees the efficiency of your business operation and in fact, it allows automation so that things you were doing on paper before can now be done in a more efficient way. The security of your documents is guaranteed so that you alone can determine who should have access to your documents.

Steve Breault, Vircosoft Founder / CEO

Document management software (DMS) is a computer- based application that captures, process, does document indexing, stores the file, aids easy retrieval, and distributes or even disposes of the document. This document which could be in any form is automatically stored online by the business document management software and it is protected from unauthorised access by the most sophisticated firewall security system.

DMS eliminates obstacles and reduces cost of doing business: The adoption of business document management software in a business removes most of the costs and obstacles associated with and created by the use of paper and file cabinets. The intensive labor costs due to paper duplication procedures, the effects of slow distribution of documents, the problem of misplaced originals and the near difficulty of retrieving files from off-site file cabinets are all completely eliminated when the document management software is adapted into a business set-up.

Experienced management experts have said that the methods of reducing or cutting business labor costs include the application of technology and by streamlining the processes of a business. When labour intensive jobs like manual document filings are replaced with technology, labour costs reduces considerably.

It is true that computers and the appropriate computer software applications can easily automate most normal tasks and eliminate errors. Good computer-based software ensures a hassle free, impartial, and orderly manner of meeting specific needs without any element of confusion. Electronic document management software has been declared to have a better accuracy of filing documents than the manual approach to filing documents.

DMS automates document filing and lowers labor costs: From experience, document filing is much of a chore. You have to always decide how to file a document, where to file the document, the location and the right sequence for the document. Besides, while filing the document you have to consider the ease of locating it when it is needed again. The labor costs involved in doing all these manual filing and retriever processes can add-up so quickly so that electronic filing is the way to go.

Let us assume that it takes an average of five minutes for an employee who earns $20 per hour to search for and locate a needed document in a file cabinet, retrieve the information needed from the document, replace it and walk back to her seat. If she needed to take the file with her to get more information, we should expect that the time taken would be longer than five minutes!

If this employee handles not more than five files a day, this translates to about 108 hours spent a year filing documents. In monetary terms, this translates to about $2,166 a year at $20 per hour. If the number of files handled per day increases to ten, the labor cost becomes $4,333 for just one employee who does document filing in your business organization. That labor costs could have been eliminated if computer based business management system is deployed where every employee that needs a file would get it on the computer within seconds without having to even stand up from their chairs.

This system of filing also eliminates the costs of recreating lost documents and it makes business operation effective and efficient.

Steve Breault “DocMeister”

Steve Breault, Vircosoft Founder / CEO

One of the major benefits of deploying technology in business is to improve the way the business is run, minimize costs and hence increase its net profits. Any business related technology that fails this basic rule should not be deployed in any business at all. Document management software is a computer-based technology that guarantees business efficiency and reduces the costs of doing business by cutting labor costs considerably. Here are some of the many ways business document management application aids the efficiency of a business.

Business document management solution stores and retrieves files with ease: When business document management software is deployed in a business, all the business documents can be managed with ease through easy storage and retrieval procedures. Every needed business file will be right at your fingertips in seconds through your computer  while such document will also be available to any other  authorised user at any other place without the constraint that off-site file cabinets symbolises. Any worthwhile business document management software should give you three- fold confidence on improved productivity, prevention of loss of data, and prevention of data theft.

Document management solution will streamline your business operation: Once deployed, streamlining your business operation is a built-in fundamental objective of the business document management system. With the document management solution in operation in a business, cluttered desks and cases of lost documents as a result of using the file cabinets will no longer be issues to worry about.  Also, satisfying the regulatory requirements on file retention will be taken care off once the document management solution becomes functional in your business.

Business document application will help you comply with regulatory demands: Document management solutions are well applicable to such highly regulated businesses as the companies in the healthcare industry. So, a hospital that deploys the document management applications will have all the necessary regulatory details imputed in it in order to make the file management solution unique to your healthcare business. The same applies to law firms, educational institutions, and manufacturing companies. Hence, your ability to keep up with regulatory compliance matters while managing your business files electronically will pose no serious challenge to you once the document management software is deployed in your business.

Electronic document management system is easy to learn and use: Tested document management application is easy to learn and put to use because it easily blends with prevailing business processes and guidelines. The software is designed to quickly capture and process document, index each file, store the document, retrieve the document with ease, and distributes or even archives the file. This file document which could be in any form is stored online automatically by the business document management system.  Every stored document is protected from unauthorised alteration of any kind and it is completely protected from any unauthorised access with the use of the most sophisticated and reliable firewall technology security system.

Record management is a very important part of any business. Record keeping therefore has to be done in one form or the order. However, whatever form is adopted for storing business documents needs to take into consideration efficient indexing system to satisfy the legal compliance requirements for file retention purposes.

Steve Breault, Vircosoft Founder / CEO

Business document management software is a document filing system solution for your paperwork files that works just like your preferred Internet search engine in efficiency whenever you need to retrieve your files. Hence, it replaces the file cabinets and makes your business document management system more reliable and efficient. 

Benefits of Using Document Management Software: Document management system is a very powerful and yet it is an easy to use computerised file indexing system that guarantees to completely transform the relationship you and your employees have with your file cabinets. When this filing system is in operation in a business organization, it eliminate the costs associated with recreating lost documents when such documents get lost in transit due to the use of physical file cabinets. 

When you deploy the business document management software in your business enterprise, it removes the huge hidden cost that has to do with managing the paperwork in your office. Think of it, dealing with office cabinet filing system is a chore on its own that requires a decision on where to file the document, the sequential location of the file and how to quickly retrieve the file when needed. Much of that requires time and labour and the labour costs involved can be very substantial on the long run.

Good business document management software should be very easy to understand and use by whoever needs to access and make use of the records. The twin challenges of how to store the documents and recognizing the location where the records were stored will be solved once the document management software is deployed in an office. Whatever the nature of a business, good electronic file management software offers a great deal of adaptability, user friendliness and file storage efficiency.

How to Choose the Right Document Software: Now, if your company has employees on its payroll who spend a great deal of their time on daily basis at work on filing or retrieving documents using file cabinets, or your business has been spending a lot of money monthly on warehousing old paper documents, then it may be in order to consider finding out about how to choose the right electronic document management software solution for your business.

Here are some tips you can use to investigate and select the appropriate document management software solution for your business from the numerous applications available on the market today and hence save yourself from frustration.

1.      Understand what content is involved in your business documents and how your process works. This step is needed to choose the software technology that will improve your business processes the most.

2.      Choose a system support personnel who would be responsible for evaluating the potential electronic document management solution.

3.      Create a template for the required applications that are specific to your business needs.

4.      Use the following tips to evaluate potential document management vendors:

i.                 Find out the background of the company.

ii.                Find out if their products comply with the standard expected in the industry.

iii.               You may want to know the market share of the product.

iv.               Obtain and verify references.

v.                Ask questions about the financial strength of the company.

You may conclude your selection process with asking about the experience of the vendor regarding the product and its implementation and thereafter choose a system.

Steve Breault “DocMeister” 

Steve Breault, Vircosoft Founder / CEO

Document management software is a management application that is sure to take your business ahead of the pack and it never hurts to be ahead. Business document management has increasingly become famous among all categories of business ventures irrespective of size. The increased popularity of DMS is primarily due to the fact that electronic business document management guarantees efficiency of data storage and it is no longer expensive as it used to be and it is obvious that many people are seeing the usefulness of the application to their businesses all over the world.

Among the numerous benefits of using business document management software (DMS) are the following.

All business documents stored electronically: When you adopt DMS in your business, all your business documents can be stored electronically and that maximises the speed of document storage and retriever process. So, searching for any document or for a specific document or documents containing a particular phrase or phrases which could have taken much of your time before becomes easier with DMS; you are such of getting your search results instantly. No wonder many have likened the business document management software to a magic.

DMS saves time and costs: Time is what is regarded as very valuable in modern business as ever, so that document management software helps to save time spent in managing your business documents both storage and retriever. Your employees can therefore utilise more of their time on other important tasks within your business which of course will save costs since more work will be done in less time. That is sure to improve your business fortune in more ways than could have been imagined.

DMS and document indexing: Document management applications help to give real reference structure to documents and that is what makes searching for the stored documents easier. With a robust indexing system, the DMS enable fast indexing and retriever of documents by content with the aid of full text tagging of documents.

Ease of DMS integration: Most business document management software integrates seamlessly into any Microsoft Windows application system. SQL or Oracle files and Windows Active Register or LDAP protection devices can be integrated as a functional part of DMS and it can be applied without any hassle into factually all business company structure.

DMS and ease of access to records: Through your computer systems, your employees are granted access to important documents from anywhere in real time with the use of DMS. However, a secured multidimensional system allows employees to see and edit only the documents they are granted access to.

DMS and business customization: To ensure your business gain competitive advantage, business document management software applications can be adapted to suit your business needs and also guarantee the efficiency of your business set up. If you are looking for such a DMS product, it is good to ensure you acquire the one that will incorporate the seamless integration of your business infrastructure.  Document management software has imaging capability that promises amazing customization and it is sure to be the product to enhance your business operations.

Steve Breault “DocMeister”