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Imaging Solutions Blog

Is Your Document Management Software Compatible with Your Existing Applications?

Posted by Baana Veen on 8/8/18 11:18 AM

The benefits of using document management software (DMS) are clear for most small to mid-sized businesses. These solutions offer greater reliability, better security, and improved efficiency than paper-based solutions or free cloud hosting.

But what about the rest of your business-critical applications? To be truly useful, you need to be able to rely on your DMS to integrate seamlessly with your entire suite of existing programs and processes.

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Topics: Document Management

How Document Security Improves Accuracy & Retrieval

Posted by Baana Veen on 8/1/18 10:05 AM

Do collaboration tools create security risks for organizations? If you ask most business owners and process managers, the answer is yes.

At first glance, this approach seems to make sense. The more time and energy goes into security processes like user authentication, the less time and energy goes into value-generating processes.

However, this dynamic is not a structural part of document security. It is a sign of improper implementation. A thoughtfully developed security solution improves collaboration within an organization.

The key is finding an expert service provider who can create a customized solution that adds value to your work.

Document Security Ensures Business Continuity

If it seems like the entire office technology industry is talking about security, it's for good reason. The number of cyberattacks worldwide has grown by a factor of 700 percent in the last year.

Today's organizations don't have only black-hat hackers to worry about, but also corporate spies and even state-sponsored operatives.

Small and mid-sized businesses are tempting targets for cybercriminals around the world. This is largely because most businesses with less than 1000 employees can't afford to put robust cybersecurity solutions in place like large enterprises can. They don't have access to the in-house resources necessary to make such a solution economically viable.

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Topics: paperless office, Document Management

The Paperless Office - Eliminate Manual Tasks and Make Compliance Easier

Posted by Baana Veen on 7/25/18 10:04 AM

One key change to your organization can triple your processing capacity, increase productivity, and reduce the cost of storage space. This change is called ‘digitalization’ – the conversion of paper documents to digital files.

The idea of the paperless office has been a goal for efficiency-minded office process experts since the 1980s. Technological leaps and bounds have us closer to achieving that reality, although in a slightly different form than our forebears may have expected.

While paper itself isn't going anywhere, its use in any office process is no longer an unquestionable fact. The clear majority of processes can benefit from digital conversion, reducing the number of times an individual document has to be physically handled.

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Topics: Document Management, paperless office

Simplify Paper Processes with Digital Conversion

Posted by Baana Veen on 7/18/18 11:56 AM

Managing paper records is often overwhelming. Users, customers, and business partners expect data to be on-hand the minute it's asked for, but searching for documents in a physical filing cabinet simply takes too much time.

The truth is that the costs of paper-based business are often greater than most people realize, and those costs only increase with time. Implementing a flexible, digital document management solution reduces the amount of time it takes to find documents, mitigates the risk of damage to documents, and significantly lowers the cost of document creation and archival.

For example, consider misfiled documents. A conservative misfiling rate of 0.5 percent in a standard four-drawer cabinet can lead to 1000 misfiled documents per cabinet. What happens when employee needs to check a customer record and finds that the record isn't there?

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Topics: Document Management

Is free cloud storage the best solution for your business?

Posted by Mark Sandberg on 7/11/18 8:30 AM

With free, easy cloud storage available from some of tech's biggest names, why would anyone pay for document management?

It turns out there are several reasons your company should pay for storage, and some of them represent business-critical advantages, especially in the long term. When running a business, the need for robust, scalable, on-demand infrastructure is non-negotiable.

However, free cloud storage does allow businesses to experiment with potentially useful features, which can help drive an eventual procurement discussion with real-world evidence. An organization that knows what it wants and how much value its acquisitions will provide is more than ready for a customized document management solution (DMS).

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Topics: Document Management