Office Document Strategies Blog

5 Reasons Document And Information Retention Systems Are Key

Posted by Lee Kirkby on Wed, Sep 19, 2018 @ 07:09 AM

In the current world space for electronic storage seems unlimited.  Unlike the days when everything a business did was held in paper and stored in files in cabinets today's offices hold massive amounts of information on individual computers, on network servers, in cloud storage sites and sometimes if they are current on technology in organized electronic storage systems. 

Read More

Topics: digital filing, Paperless office, paper filing, document management, document storage strategy, document filing

The Document Digital Flip Flop

Posted by Lee Kirkby on Wed, Apr 19, 2017 @ 08:04 AM

Business processes have long been paper dominated systems.  Until the advent of computerized process systems some time ago everything that drove the operations of most businesses relied on pieces of paper to flow within and outside of a business for it to succeed.

Read More

Topics: digital filing, Document, document filing, document management, document storage strategy

AP Automation In The Cloud | Introductory Video

Posted by Lee Kirkby on Wed, Oct 5, 2016 @ 07:10 AM

As we have discussed in a couple of previous articles AP Automation is one of the fields which can offer significant benefit to most businesses.  Currently the average business is still handling at least 50 percent of its accounts payable in a paper format taking time, aggravation and risk when compared to the potential of a more streamlined process using newer technologies.  

One of the things which holds many potential adopters back is the concern over installing, maintaining infrastructure and financing the cost of setting up a solution for AP.  Like any software implementation it is a challenge to figure out if the returns are going to offset the costs of the hardware, software and the administration of the potential solution.  In light of this inertia often prevails and the status quo becomes the default option.

Enter the cloud

One of the reasons that so much interest and attention has developed over the past few years around cloud computing  is the potential to reduce the pressure for this default inertia when new system potential is identified.  

Read More

Topics: AP Automation, document management

Kycoera PinPoint Scan Enhances MFP Scanning - Leppert blog

Posted by Lee Kirkby on Wed, Sep 14, 2016 @ 08:09 AM

Most modern MFPs (multi-function printers) include the capability to support network scanning in their base applications.  Using simple scan to email or folder systems they make it possible for users to convert paper documents to images usually in PDF format.  This capability provides many benefits to users however the basics can often not be enough to make the systems efficient for frequent work.

Read More

Topics: MFP, Scanning, Kyocera copier, office technology, Paperless office, document management

Implementing Good Information Governance

Posted by Lee Kirkby on Wed, Jun 1, 2016 @ 08:06 AM

When I started in the Document Management field the common term for the practice of capturing paper records and converting them to digital images was simply document imaging.  While the process involved in doing the conversion seems pretty simple in today's terms back twenty some years ago it was seen as a miraculous change in office environments.  

Read More

Topics: Scanning, document management, docucapture, digital filing

e-Signature Enhances Document Management & Workflow

Posted by Lee Kirkby on Wed, Nov 11, 2015 @ 08:11 AM

One of the frustrations that many organizations experience when they decide to deploy electronic workflows as part of their document management is dealing with signatures on documents. 

Read More

Topics: document management

Document Management Is Not About Scanning But Retrieval

Posted by Ian Leppert on Wed, Aug 19, 2015 @ 08:08 AM

Virtually every multifunction printer (MFP) that is sold today has the ability to scan documents.  For many purchasers this scanning capability is one of the attractions about doing an upgrade to a new device.  They see it as at least the first step to doing some sort of document management and reducing their dependence upon paper files.

The first step in document management.

They are right, it can be a good step but I suggest it is not the first one.  Capturing paper documents through scanning is certainly part of the process which can lead to returns. Storing computer generated documents internally is also a great part of the process. Both of these are components to a well designed document management system.  They however are NOT the first step.

The real first step:  

Read More

Topics: document filing, document management, MFP

Document Imaging A Study in Many Names

Posted by Lee Kirkby on Sat, Dec 27, 2014 @ 10:12 AM

In the past two decades the field of document imaging has evolved through many forms.  When I first started out in this area it was simply known as Imaging.  This typically meant the use of a production

 level scanner to capture paper files and then store them into a structured electronic filing system for archive and potentially for later reuse through a search tool. 

Read More

Topics: document filing, document storage strategy, document management, business processes

Rented Production Scanner + Student Intern = Savings On Paper Filing

Posted by Lee Kirkby on Wed, Nov 19, 2014 @ 08:11 AM

Read More

Topics: document filing, Kodak, document management, document storage strategy, paper filing

5 Business Process Challenges That Could Have Been Avoided

Posted by Lee Kirkby on Wed, Sep 10, 2014 @ 11:09 AM

One of the frustrations we experience is when we see clients doing things that could have been avoided with a little consultation in advance and with some pre planning.  Since our role is helping clients to avoid issues with their critical business documents, when we see them facing problems we know could have been solved with some simple and early action, it is frustrating.

Read More

Topics: document filing, network backup, document management, document storage strategy, network server, server software, business processes, data security