Does Your Document Management Problem Need a Customized Solution?

August 8th, 2013

There’s lots of talk about the benefits of document scanning, digital records and automated processes – and plenty of doc management software programs that claim to do it all – but what’s the document management solution for companies with complex needs that can’t be addressed with template software?


If your business falls into this category, read on to learn how other companies have realized the benefits of document management with customized solutions that solve their unique document problems.


Automated Workflow

Shelves of Hospital FilesIt seems like a tiny matter, but manual form approval can bring business to a screeching halt. This was the case for a Fortune 100 technology company that incurred significant costs when manual form routing delayed critical business processes. OptiScan’s team created a powerful workflow solution that dramatically enhances efficiency. The custom program automates the approval process with built-in rules that dictate routing, define approval parameters, designate back-up approvers and relieve bottlenecks.


Web-Based Document Management

Like many paper-based companies, a major Arizona pool builder found itself drowning in paper, with stacks of contracts piled high on desks and filing cabinets taking up an entire room. The issue grew worse as the company (and paper) grew larger – until OptiScan designed a web-based doc management program that immediately solved the company’s paper problems. We scanned, digitized and uploaded contracts, vendor payments, and other critical documents, and our web software allowed immediate, approval-based access to documents that once were locked away in filing cabinets.


Quality Documentation

In highly regulated industries, effective document management is an absolute must. This is especially true for one of OptiScan’s clients, a global security company whose quality documentation is audited on a near-daily basis. And since they’re required to provide such documentation for every single item they ship, they needed a solution for accessing and furnishing related documents quickly and easily. OptiScan’s custom program digitizes documents and stores them on the web, helping the company access quality reports, speed up processes, and improve the bottom line in a very real way.


Automate Form Approval to Speed up Sluggish Paper Processes

January 28th, 2013

Many companies continue to use paper for their everyday business processes. In a typical scenario, one department creates a PO, prints it out and routes it to another department for review. Assuming the PO meets with approval, the paper form is signed and delivered to a third in-box for sign-off. By the time it’s approved, the PO has traveled from department to department in a tedious process that’s needlessly time consuming and inefficient.


KeyboardIn today’s lightning-fast business environment, such inefficiencies bring work to a grinding halt. Automated form approval eliminates lag time by speeding up common business processes. E-versions of paper forms are electronically routed from one department to the next. Approvers can choose to review and sign off on docs manually, or they can approve forms automatically based on built-in, predefined rules and parameters.


Companies like Oracle, EMC and OpenText offer Business Process Management (BPM) tools to help businesses automate form approval and other processes. However, simply buying the software won’t solve your paper problem overnight.


Unless you’re in the business of Workplace Automation, you may consider hiring a consultant to help you examine your processes from top to bottom to select the right BPM tool for your company. A consultant can also guide you through discovery, identify holes in your processes, help you develop clear metrics on approval parameters or bottlenecks, and create audit trails for your automated forms.


Transitioning from paper-based processes to automated forms will maximize your company’s efficiency, mitigate delays in form approval, and relieve approvers of the burden of reviewing and signing forms that meet criteria for approval.



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