More About The Paperless Office
Many document management companies discuss the savings of time and storage space, but the fact of the matter is that organizations may be placing themselves in jeopardy without the use of proper document management. That seems extremely strong language when referring to this topic, but let’s stop and look at the situation. How many businesses that you might be aware of intimately have proper documentation? Lack of documents will cause bottlenecks, and misunderstanding of the process. Documents in a business process are a means to measure, manage and improve processes. Workflow and routing help organizations move information on a timely basis. Knowledge and the sharing of information must come in the form of documentation as organizations can not afford turnover without a knowledge structure in place. People are the creator of the facts and the documentation to manage the process. Processes define the organization’s framework and count on the documentation for defining, auditing and startup. Change occurs in all organizations, and documents allow for change to take place. This facilitates the change by a documentation view. A paperless office might not be the completely correct terminology, but rather "Less Paper". DocuMS Document Management Software, is the best way to get there.
• Documents to be sharable and accessible based on security
• Open to analysis and adjustments
• Workflow and routing to critique
• Allows people to leverage processes
• Management documents with strategic direction and operational facts
• External documents to contain the market environment
• Creation
• Revision
• Critique
• Analyze
• Synthesize
• Catalogue and keyword searches
New paperless office systems allow for scanning, archiving, searching on criteria sets, workflow and routing procedures, electronic record keeping, record retention maintenance, voice recordings of minutes for staff review, complete audit trails of all activity, and security for who in the organization should be able to see or perform updates, and creation within the infrastructure of the business. Productivity time is now down to seconds for finding documents, rather then hours or even more. Correspondence is performed right from the staff member's desk, rather than moving to and from fax machines, and copiers. Policy and Procedures are reviewed and tested right at staff's PC workstations, keeping them up with changes and updates. Human Resource departments have all employee and potential employee information secure and all in one centralized data base, for easy access, and response. Insurance forms, legal issues, can be submitted directly from their desks, as well. The ideas of use really become endless, and systems must be flexible enough to accommodate your business needs.