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.

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Pros and Cons of Storing Digitized Data on the Cloud

April 8th, 2013

Working in the “cloud” is becoming more and more prevalent among large and small companies, and there are certainly benefits to online file storage. But, as with every technological innovation, there are costs involved, too, and not just the dollars and cents variety. While the benefits handily outweigh the drawbacks, here’s a look at the pros and cons of storing your data in the cloud:

 

Cloud computing security conceptPROS

 

24-Hour Accessibility: Storing your files on the internet allows you to access them from any networked computer in the world, any time of day. This is a especially useful for companies with a large virtual workforce or for staff who travel frequently or may be working on multiple devices throughout the day.

 

Storage Cost & Capacity: With online storage, capacity is almost unlimited and the price tag is surprisingly low. It’s often cheaper to store files on the internet than it is to store them locally, especially if your business requires large files that take up considerable space on local servers.  Storage vendors – such as Dropbox and SugarSync – can usually digitally encrypt data stored on their servers so that access to sensitive data is only available to authorized users.

 

Backup & Recovery: Online file storage backs up your files automatically. Backups are simple and fail-safe in the cloud, removing the potential for human error in a manual process. Some effective and affordable services include Mozy, Carbonite and Crashplan.

 

Operating System: Online storage is accessible regardless of your operating system or device. For example, you can access stored files  on any Mac, Windows, iPad,  iPhone or Android device.

 

Maintenance: It’s hard to beat the simplicity of maintaining internet storage, even at large companies. Users are simply given a login, password  and secure  access to  files online.

 

CONS

 

Internet dependence: The single-largest benefit of the Cloud is also its greatest weakness; you can’t access your files or save them online unless you’re connected to the Internet. In the case of spotty wifi or if your connection fails altogether, the Cloud will do you no good.

 

Security Risk: While your files are protected from local disasters, you assume a different kind of risk with online storage. No matter how secure your file – or how secure your storage program – there is always the potential for a breach.

 

Server Outages: As with local servers, there’s an outside chance the server storing your files online will crash, too, bringing your work to a grinding halt. Even with the very best cloud service providers, it’s a risk that comes with the territory.

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Five Signs You Need a Document Management Professional on Staff

January 9th, 2013

For most mid-size and large companies, there’s a constant flow of documentation – contracts, invoices, memos, records, meetings notes, agendas, handouts, client files, proposals, RFPs… the list goes on and on. Problems often arise when the massive amount of documentation becomes overwhelming, or when you can’t find that one document that’s essential to completing a project. Dashing from office to office in search of a signature or a single piece of paper is daunting and unproductive.

 

paper and computerIn today’s digitally dominated business world, efficient companies need to have a process for converting paper files into a digital format, and integrating them into some type of document management system. For smaller business, a simple office scanner and basic software may suffice. For larger companies, it’s another story.

 

A part- or full-time document management professional may be crucial to improving efficiencies and productivity among all team members. For instance, let’s say you have loads of legacy documents or files that need to be converted to a PDF format, and then indexed for fast retrieval. That process can take many hours – and who has those extra hours to spare?

 

Here are five signs you need a document management professional in house:

 

  1. You have a constant flow of paper files or incoming forms that are steadily increasing file storage space on site.
  2. Retrieving paper-based files is a slow and arduous process. Or, (even worse) you have to continually retrieve documents from an off-site storage facility.
  3. You are unable to digitally retrieve scanned files because the company’s digital data is not indexed properly, and/or it’s not searchable.
  4. Your paper files are always getting misfiled or misplaced. You’re constantly hunting for documents.
  5. You aren’t properly prepared for an unplanned disaster, such as a fire, theft or equipment malfunction.

 

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