Document Management Systems are the structured process of filing electronic and paper records into formalized document repositories for future retrieval and archive. The ability for users to instantly find documents and retrieve to their desktop is one of the most compelling reasons for considering this enabling technology. Its application in customer service, product support and online delivery can be a valuable addition.
“Why do Document Management?” -- 6 Important Reasons
1. The biggest direct cost of a filing system is the labour cost for retrieving and replacing files. These costs can be 70% of the cost of the filing system. It takes about 20 minutes for someone to look for, retrieve, deliver, then re-file a document back to storage. Multiply your hourly labour costs by 30% and that's your hard costs for just one file. Don't forget to include employee benefits into your labour costs.
2. The cost for performing data entry on scanned documents is less than the labour cost for physically filing them into the proper file drawers and distributing them.
3. The biggest savings come from the ease for anyone in the organization locating a document without the assistance of another knowledgeable individual. What makes a long-time employee valuable is that he or she knows where everything is. When that person retires or leaves, it may take the company many months or years to train someone where the important files are and how to find them. A document imaging system enables anyone to find a file quickly.
4. A document imaging system has more security of access controls for your files than filing cabinets. Someone cannot access a document unless they have access rights to it. Most imaging systems have an audit control feature. An audit control program keeps track of every search and retrieval done by a user. These systems are critical in establishing compliance with privacy legislation.
5. With a document imaging system multiple people can access the same document simultaneously. This may be necessary for conferencing in the same room or with participants around the world.
6. A Document Imaging program can enable a company or government agency to let employees or other individuals, outside the office, have access to files. With the increased importance of the Internet, the ability for individuals to access documents on line is of paramount importance. Access to documents can be controlled by logins and access rights.
Additional Opportunities to Gain Productivity
With the ability to directly enter electronic documents into the system at the time of original creation, it is possible to reduce the input effort and eliminate many costly paper copies for distribution.
By integrating the Document Management processes into the business workflow, substantial gains in user productivity can be achieved. When combined with functionality provided by new digital multifunction devices, further leverage in technology investment can be obtained.
Leppert offers the expertise to design, integrate and maintain Document Management systems in a wide variety of applications. A range of potential software solutions are considered as the basis of each client assessment.
Leppert Document Management partners include:
Global 360, Sentryfile, Kyocera, Samsung, NSI Autostore, Fujitsu, Kodak.
Automated Document Processing
Leppert is able to assist clients in automating their document processing using solutions from a number of suppliers. Working with NSI Autostore tools it is possible to create customized indexing folders on the screen of selected Multifunction devices and use them to scan and index documents into backend systems. These tools permit advanced functionality to be put into place with less demand for user training and with limited need for manual data entry.
The Autostore suite of products permits capture from multiple brands of MFP devices as well as from electronic data sources. Processed records can be loaded automatically into many document repository systems including Microsoft Sharepoint, Documentum, Filenet, Laser Fiche, SentryFile 5...and many others.
Using other tools including Docucapture Plus, another middleware product which permits the automated operation of sophisticated workflows for indexing and storing files, Leppert is able to simplify many tedious and unpopular processes in the office. Processing documents using barcodes, database connectors, OCR systems and other advanced tools permits clients to manage their workflow more efficiently and with less dependence upon manual processing.
KYOcapture, a special version of the Autostore product suite designed to match the capabilities of the Kyocera product line permits the tight integration of the Multifunction device and backend file storage processes. Modelled on a three step process: capture - process -route, the KYOcapture system uses the Multifunction device as the front end to a much more robust and integrated output.
Automated processing can be applied to many types of filing issues in your office:
- Accounts Payable
- Accounts Receivable
- Client Records
- Shipping and Logistics Records
- Legal Filing
- Customer Support Records
- Technical Papers
- Quality Control Records