Go touchless so you can eliminate the manual paper processes, and your business documents can be wherever you are.
Sometimes when we speak with companies about document management, we hear, “This solution would be so great … if only we had the budget for it.” It’s a common misconception that all document management solutions are complex and unaffordable. People assume you have to buy the whole expensive software package with all the bells and whistles, and don’t realize that you can purchase a scalable solution like DocLink to start small and grow at the company’s pace.
For some companies, it’s easier to get approval on the investment if it comes in smaller pieces. Some businesses may not have the budget for the full solution all at once, so being able to purchase a smaller solution that meets the immediate needs, with the ability to add on as those needs change, is much more feasible. This is the three-step phase we recommend as you dip your toes into the paperless pond.
Step One: Electronic Documents
The most important and probably easiest concept to explain is the idea of taking printed physical documents and converting them into electronic ones. One of the powerful features of DocLink is its secure repository, think of it as a virtual filing cabinet with advanced linking features, that allows you to bring in any type of documents or files. To accomplish this, we simply need to capture an image of the document, either by scanning it or sending it to a virtual printer, then give that document meaning by adding index values or metadata. This enables you to easily search, access, store and send your documents, whether in the office or remotely.
By purchasing this simple, document repository system, a company could save significant amounts of time and money that would be spent storing and searching for documents.
Step Two: Output Automation
Being able to store and view documents electronically is huge when it comes to saving on storage costs, but the costs to send documents through the mail or via courier can get quite expensive too. The Output tool will automatically distribute documents via email, fax or print – or however the recipient would like to receive it. And you can also have the capability of packaging associated or supplemental documents to deliver out as well.
Not having to separate, fold, apply postage and mail all of those documents is a significant benefit, and not having to keep track of who needs which documents sent in what format is a huge time-saving, increases efficiency, and offers your vendors and customers options to meet their needs.
Step Three: Workflow Automation
The next step in a paperless office environment is being able to route documents for approval. An invoice, for example, might need to go through several levels of approval before accounts payable can cut a check. Sometimes that even involves sending it to different approvers based on the amount or the vendor.
With workflow automation, once the invoice is scanned into DocLink, it can automatically be routed to the appropriate person in the approval process. Then after reviewing, making notes or coding, that approver can click a button to send it to the next step in the approval process. Workflow automation saves time while allowing for reporting and auditing of activity. In addition, managing processes electronically minimizes the chances for error and gives supervisors the ability to manage to the exception, instead of the rule.
There are even more advanced tools that could be added to the solution to automate the capture and indexing, create custom electronic forms, make documents accessible via mobile, etc.
These three stepping stones represent a strong, simple foundation that can be enhanced later through an extensive business process review. It is important to remember that document management is not an all-or-nothing solution. You have the ability to configure the solution to best fit the company’s specific needs and budget and add on as your needs grow.