The advent of the digital age created a complete change for the office equipment industry. Up until the digital era it was not uncommon to find an office work area that included multiple analog devices that worked independent of the network. As the roll out of digital products became available companies began to acquire separate copiers, facsimiles, scanners, and printers. This transition of new digital products began to open up the opportunity for the network to become the hub for all devices.
Products could now be connected to the network and all devices became integrated and were no longer just single function. At the same time this transition was taking place, manufacturers began to produce devices that were termed all-in-one or Multi-Functional Devices (MFD). These MFDs allow the office user to have one machine that would copy, print, scan, and fax. This increased efficiency, reduced costs, and most importantly took less space.
Since the network was considered the hub, it was easy to see how with these devices now connected, other efficiencies became possible. These MFDs now became more than just an output device but also became the on ramp for the network. The end user in addition to copying and printing could now began to scan hardcopy files and transmit them through the network. This ability also increased the need for digital information management and a system to file, sort, and locate these digital documents.
With the total integration of products, the ability to move documents around the network, and software to manage the digital documents, we have seen business processes and workflow become very efficient. Today’s office is experiencing less of a need to rely on hard copy output but more on digital output. There has also been a shift to move documents to the Cloud which provides increased security and the ability to collaborate on projects. All of this would not be possible if it were not for digital. Evaluate the use of the MFDs in your office. Are these MFDs being used as ramps to productivity and efficiency in the digital age or still only output devices.
Hunter McCarty – COO
3 Reasons For Document Management and Workflow
Want to take control of the documents, images, data and information that overwhelms your office?
Looking to automate business processes and improve management of your corporate intellectual property?
If your organization would like to gain substantial improvements in business processes, while reducing paper costs, here are three things to consider when justifying document management and workflow.
- Reduce Operational Expenses
Individual workers in a paper document system that handle all of the manual tasks can now be replaced by a document management solution. Filing, search, retrieval, copying and all other tasks tied to document management are capable of being handled by a software solution. Now take the workers who are currently doing those jobs, reduce their time spent on menial paper tasks, and move their focus to tasks that let your company grow and help your customers have a better experience. This means increased productivity and customer satisfaction, with no increase in payroll expense.
- Lost Information and Compliance
Electronic documents can very easily be duplicated and stored off site, even in several locations. In the event of a disaster, your business could be functioning again in a minimal amount of time. The added risk of having to recreate documents in the event of a disaster or theft is often enough for organizations to reconsider how their documents are being stored.
With a software solution, permissions can be set to determine who is granted access to individual documents or sets of documents. Managers or supervisors can view a history of document access ensuring a higher level of compliance for private or sensitive customer and internal documentation.
- Improve Productivity
Document management is a first step into the world of process improvement and workflow. Once the workflows associated with paper documents have transitioned into the electronic world, the potential to manage them and automate redundant tasks is present. A solution that comes with process automation allows you take advantage of the full range of options and customized workflows now available to you with electronic documents.
Mark Turner – Director of Software Sales
Mark Turner brings a wealth of experience in document software systems to his position as Director of Software sales for RJ Young. Mark helps clients be more successful in their businesses through document management, workflow automation and software systems to streamline the transfer of document information.
Everything was sailing along just fine and business was booming or at least it appeared that way to the casual observer in 2008. Then things began to unravel in the stock market as we saw massive financial institutions in the United States fail. The crisis sent the stock market down 18% in just one week. Thankfully we have seen a rebound from this period that now does not seem that long ago.
The effects of the economic downturn of 2008 had far reaching impact on the way business is conducted today. For one thing businesses began to look at their payroll and as revenues were being reduced so were work forces being cut. People who had experienced security in their positions suddenly found themselves looking for work along with many others as the unemployment rate climbed to 9.3% in 2009 and 9.6% in 2010.
In most cases the workforce had been laid off but the workload had not. What all of these changes brought about was that companies began to take a closer look at their business process, investments, and productivity. The key was to reduce related costs through increased productivity and subsequently that brought about the need to look at investments in newer technology.
As companies began to map their workflow they found many antiquated methods and procedures that required many manual and redundant steps. The new insight was that business as usual could no longer exist if the company was to survive. Realizing that through the use of software and advance technology much of the manual and redundant processes could be either eliminated or streamlined, the smart companies began selecting the best software solutions to provide the increased productivity required.
The productivity and efficiency of the individuals within the company, armed with the correct software, could increase the productivity and actually do more with less. It was easy to cost justify the investment by figuring a ROI that most often was less than twelve months. This prompted the companies to make the investment, train their personnel, and begin increasing their productivity.
Companies quickly found that with improved businesses processes, increased productivity, and lower employee costs the business could actually thrive, and do more than just survive. It was the technology and the willingness to change that brought about a much stronger and productive company.