All companies face challenges when dealing with paperwork, slowing down the flow of business information and productivity. The solution? An electronic document management system can organize and store your documents, eliminating paper-based file systems. However, in order to get the most out of a document management software investment, you need to understand that it’s much more than just digital file storage.

 

An electronic document management system incorporates solutions that enable your business to sustain the competitive advantage you’re looking for. Leveraging the full scope of document management can be concentrated around four solutions that will allow a business of any size to be more efficient, saving time, money and contributing to the overall growth and success of your business.

 

  1. Enterprise Content Management

To fully implement electronic document management, it is important to assess all of your essential strategic business goals. Enterprise Content Management or ECM, provides you with the solution to properly manage your content. Different strategies and tools can be implemented, giving businesses new ways of capturing, archiving, and routing document data. Customizable to meet your company needs and business problems, ECM is the primary component to eliminate inefficient paper processes.

  1. Document Process Mobility

In a business world that is rapidly changing and adapting to new electronic advancements, it is important to make yourself readily available. Electronic document management provides users anytime, anywhere access to your documents through smartphone or tablet devices. Files can be easily located and optimized through any web browser platform. You can also execute workflow commands, continuing the flow of business information, even when you’re not in the office.

  1. Business Process Automation

Replacing paper files with PDFs and digital documents can lead to more than just clearing up the clutter in the office. Business Process Automation is a solution that can make your daily processes cost-efficient, accessible and error free. Automated document workflows enable organizations to manage project tasks more efficiently by attaching business logic to documentation. Document workflows allow for process consistency, productivity level improvements and change in the dynamic of how people work with critical business information.

  1. Capture Workflow

Storing your documents digitally will surely keep everything organized and in one place. But storing them effectively and knowing how to find the necessary data is the key to document management. With an electronic document management system, you can not only name and categorize your documents, but also set up templates with character recognition, extracting critical information from your stored files or searching within them by keyword and phrase. Every business has important emails, faxes, scanned images and other digital records. By integrating existing office equipment—such as printers and scanning devices—you are able to capture and distribute documents and effectively control the flow of information.

While electronic document management is a solution for organizing and storing documents, it is also equipped with powerful and unique tools that streamline process performance. These value-driven solutions enable organizations of all sizes to save time, reduce cost, increase productivity and make collaboration more effective across all business applications. When evaluating document management software and the impact it can have on your organization, consider the full spectrum on how it can take your business to the next level.

 

 

When natural disaster is looming, residents flock to their local stores to stock up on the essentials and prepare for what is to come. Bread aisles become as bare as Old Mother Hubbard’s cupboard, gas stations quickly run out of gas and generators are worth their weight in gold. At the same time, other folks are forced to grab those things most important to them and evacuate.

 

In a potential disaster, after the obvious valuables, what would you pack? Most experts will tell you the two most important things are sensitive documents and sentimental items such as photographs, which are often the most missed of all things lost in a disaster. In a pinch, packing your car or SUV with everything important to you could be a daunting task, especially given the limited amount of time and space one likely has. For a family of four, fitting filing cabinets of important papers and many albums of cherished photographs into even a large SUV is just not an option. But consider how much more you could fit and save had you begun scanning all of this information and storing it digitally.

 

Today, businesses can move away from paper based filing systems by providing a document management solution to scan mission critical paper and manage it digitally with full backup. Many organizations do so to guard against potential loss from fire, flood, hurricane and other natural disasters. This same practice can easily be extended to our personal sensitive and sentimental items. Scanning birth certificates, social security cards, financial records and the albums of photographs make the preparation for these situations easier. Store important information on cloud based storage giving you peace of mind that information is copied and backed up.

 

Tripp Lewis, Software Sales Specialist

Tripp is a Software Specialist and graduated with a Bachelor of Science in Business Administration from the University of Southern Mississippi. With an extensive 15 background in technology solutions, he is continually aware of new industry trends and emerging technologies that affect productivity, efficiency and revenue. Tripp is based at the Jackson, Mississippi location.

 

 

Almost every business handles paperwork—from invoices, to forms, even contracts. As your business continues to grow, paperwork starts to pile up, slowing down the flow of business information and productivity. This in return, creates storage and retrieval issues, increases costs and ineffective collaboration between workers. These are challenges that any business can face, especially in areas like human resources, accounting, or any other paper-reliant department. The solution is simple. Eliminate business inefficiencies in your organization today by implementing an easy to use digital storage method.

An electronic document management system can provide companies of any size with the tools designed to increase efficiency, leaving your business a step ahead in the competitive market. With all of your business critical documents in one central location, the entire company gains immediate benefits.

Here are three reasons why every business needs document management:

1.    Increase Productivity

Focus more on the business and less on the paperwork. Electronic document management systems provide a digital alternative to paper-based workflow, instantly boosting productivity. To start, it can give business owners a look into the daily processes of each department, providing decisions makers with information on where operations are struggling. Electronic document management also improves customer service by creating a filing system where records can be found instantly.

2.    Business Continuity

There’s no telling what tomorrow will bring. That’s why having an effective backup and recovery strategy is essential to any business, regardless of size or industry. Hidden through multiple levels of robust security, an electronic document management system provides that safety net companies are looking for. It can keep years’ worth of information in an additional off-site location, which is automatically updated and secure from natural disaster or theft situations. Backups can also be performed frequently to ensure all new information is secure for a worry-free recovery process.

3.    Effective Collaboration

Document sharing and collaboration is made simple with electronic document management. Electronic document management systems ensure that every document gets to where it needs to be and that the wrong people don’t see it. Users can track who has viewed or modified records through a live audit trail. Users can also access business documents from any mobile device, creating stress-free retrieval and providing the option to work out of office while still collaborating with colleagues, customers or partners.

Electronic document management makes it easy for businesses to store and access files from a single, centralized location. Implementing an electronic document management system will not only save paper, time and money but it enables users to focus on the work that really matters.

David Porterfield, Document Management Software & Print Management Specialist

David represents multiple document management and advanced scanning software solutions. He has over 20 years of direct sales and leadership experience. David earned his Masters of Business Administration from Nichols College and works in our Tallahassee, Florida office.

April is Records Management and Information (RIM) Month.

Management of records and document information is the lifeline to most businesses. Without these assets, organizations simply could not function in today’s workplace. This business intelligence represents much of the company’s worth and carry a heavy load, not to mention legal and compliance ramifications. Most companies do not have efficient and/or active processes in place for records management, which can lead to non-compliance issues, delayed retrieval of information, increased document storage costs and lost or misfiled records.

Below are five typical document steps to successful Records & Document Information Management:

  1. Identify
    Not all documents are records. Depending on the business, documents such as rough drafts and duplicated documents would not require storage and information management. Every business should work to develop RIM policies and procedures and clearly define what document information is important and what constitutes a record.
  2. Capture
    There are many different methods of ​collecting ​document information—such as scanners, multifunctional printers/copiers (MFP), mobile devices, eForms, etc. Transition important paper based information into electronic information by storing files electronically. Electronic storage will help safeguard your documents against environmental disaster and facilitate efficient retrieval of documents.
  3. Retrieval
    Finding documents that lack a records management system has been likened to “finding a needle in a haystack.” With electronic document storage and RIM processes in place, it makes sharing document information between multiple users, collaborating on documents and tracking change history, possible.
  4. Circulating
    Document circulation processes typically require inputs, reviews, updates, comments, approvals or other forms of acknowledgements from different parties or people. Standardizing these methods puts businesses back in control. Leveraging an electronic document management system helps automatic tracking through this stage.
  5. Disposing/Archiving
    Disposing of documents does not necessarily mean destroying or deleting them entirely. Strategically archiving documents is key to controlling costs and maintaining efficiency. Maximize your IT resources by determining which documents need to be safely destroyed verses those to be archived. For archived documents, ensure an electronic document management system is in place and securely backed up.

Efficient records and information management is one of the best ways to increase your productivity. An organized workplace is more conducive to producing better work and increased profitability. Celebrate this April and give the gift of success by implementing an electronic RIM in your business.

 

 

Tripp Lewis, Software Sales Specialist

Tripp is a Software Specialist and graduated with a Bachelor of Science in Business Administration from the University of Southern Mississippi. With an extensive 15 background in technology solutions, he is continually aware of new industry trends and emerging technologies that affect productivity, efficiency and revenue. Tripp is based at the Jackson, Mississippi location.

 

 

If you are like most law firms, you have a room dedicated to boxes and boxes of case files and in many instances, off-site document storage, where recurring monthly fees cut into your firm’s profits. These files are the backbone of your law firm’s intelligence and livelihood. So, why are you leaving a critical aspect of your businesses at risk and reducing your profits? 

Below are three reasons why you should make your law firm’s case files electric—and ditch the law firm file room and off-site storage.

 

  1. Your client’s information is not secure. 

Access to sensitive legal documents and client information is difficult to manage with confidence when working with paper files. With compliance standards evolving at a rapid pace for all industries, including law firms, ensuring access to documents and files is secure and tracked is escalating in importance for your business and your clients. When case files are only manually maintained—and shipped off-site for storage—confidentiality can never truly be guaranteed.

 

  1. Paper files are not backed up for disaster recovery.

When disaster strikes your business (or your off-site document storage facility) without warning, you will not have time to rescue those boxes of paper files from fire, flood, tornado or even a leaky roof or burst water pipe. Duplicate copies in multiple file cabinets simply will not protect you from losing business critical data. Paper files put your law firm at risk of being unarmed with client files, evidence and data needed to win your case.

 

  1. Information is not accessible outside of your office.

Your legal case is moving at the speed of modern, mobile business and you must ensure that you are armed with evidence in your law office, at your client’s office or—most importantly—in the courtroom at all times. Paper files are not accessible anywhere other than in the legal file room. Digital files can be accessed and managed from anywhere, at anytime, securely.

 

  1. Off-site storage fees & real estate for filing cabinets is eroding your profits.

Last, but not least, you are operating a business for profit. Recurring monthly fees for off-site storage add up quickly, as does the cost per square foot on the lease for your law office. Digitizing files is less expensive and will help boost your bottom line for the long-term.

 

Many cost-effective document management software tools exist today that allow you to scan old case files, store, retrieve, manage and share those documents electronically, from anywhere at anytime. This allows you to secure your law firm’s client data, ensure case files are backed up for disaster recovery and you have the information available to win your case—anytime, anywhere.

 

Don’t wait! Learn about electronic document management of case files, ditch your legal file room AND off-site document storage.

 

Jason Stringer, Account Sales Representative, IT Services

Jason champions productivity and efficiency through integrating hardware and software solutions into workflows helping customers solve business challenges. Studying Business Administration, Jason attended Calhoun Community College. He is based out of the Huntsville, Alabama office.

 

 

“Only 16 percent of organizations use a document management system for tax work.”— Business Finance

 

Alarming statistic considering the amount of important and sensitive information required for tax returns. Despite the three extra days this year to gather your paperwork, the countdown is on to Tax Day (April 18). Document management systems are key to productivity and efficiency, which is especially needed during the crunch-time of tax season.

 

3 Ways to Simplify Tax Time with Document Management

 

  1. Digital Documents

Don’t lose key documentation for deductions, scan paper documents and receipts to turn tax files into digital documents. Lost documents and receipts are costing you money. Organize documents and reduce clutter. Shed in an organized digital filing system to reduce losing critical information.

 

  1. Document Retrieval

Create a digital filing system for easy access. Find, share & edit tax documents using keyword searches/search by keywords, file type, etc.

 

  1. Security

Sensitive tax documents are secure. Electronic storage system always keeps documents backed up in the event of a disaster. Electronic storage systems help protect sensitive data and keep confidential financial documents, confidential.

 

Don’t waste valuable time and money searching for misplaced or lost tax documents. Transition paper documents into electronic information. Using a document management system not only simplifies tax time, but also helps to stay organized, increases productivity and efficiency and keeps important documents secure for every aspect of your office.

 

Mark Turner, Director of Software Services

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.

 

 

Filing cabinets, lined up in rows and along walls, are not only taking up space, they are eating into your employee’s time, your organization’s bottom line and threaten both the compliance and continuity of your business. The good news is that same device that output those printed documents could be used as an input device, or on-ramp, to digital document management systems.

Consider a few facts regarding the cost of physical documents:

  • $20 to file a document1
  • $120 to find a misplaced document1
  • $220 to recreate a lost document1
  • $8 to $15 to physically send between locations1
  • Average document is copied 19 times1
  • 40% of businesses that suffer a catastrophic loss never recover2

Today’s multi-functional devices are capable of intelligent scanning and integrate into existing operating systems and workflows of most businesses. Below are four ways your multifunctional device, used as an on-ramp to a digital document management system, can increase efficiency and productivity in your business.

1.Reduce Costs

It’s important to think about how much can be saved by increased automation and improved productivity when gauging how much a document management system can reduce costs. For example, what is the cost of the filing cabinets, filing room storage and off site storage that could be eliminated? Can you reduce the cost of overnight document charges? Is it possible you could defer hiring additional full time employees due to increased productivity?

2.Ensure Compliance

With I-9 errors on the rise, record fines from the SEC and HIPAA violations yielding record penalties, compliance across the board is increasingly important. Through back-file scanning or scanning of new incoming documents, intelligent scanning can kick off workflows to accurately store documents in a searchable central repository. These documents can then be easily located, from any location, within the repository. The documents are also protected with various levels of employee permissions which also creates an automatically generated log of access to document information for compliance purposes.

3.Increase Collaboration

Collaboration in business helps you track progress or changes by keeping “live” content in a central repository system and giving access to sensitive business information to only those that need it. Documents and information can also be accessed, on demand, from any location.

4.Survive with Continuity

FEMA states that 40% of businesses never re-open after a catastrophic event and another 25% fail after one year. If you think about it your business insurance covers your equipment and inventory but if you are a business using filling cabinets and most of your data is stored on paper what is your insurance for that? How can you recover lost paper documents if they are destroyed in a disaster?

Areas that could have a great impact on the business with a document management system are accounts receivable, accounts payable, human resources management and contract management. Generally these areas handle large volumes of paper and proprietary information that could benefit from reversing the use of your multi-functional device from an output device to an input device and on-ramp to digital document management.

Sources: 1. Pricewaterhouse Coopers, 2. FEMA

Mark is responsible for the software sales and implementation teams. He has worked for RJ Young since 2013. Combined he has over 16 years of experience in the industry where 9 years were in IT and 7 years were in software. Mark works out of our Nashville, TN office and is originally from Montgomery, Alabama. In his spare time he volunteers for the United Way and enjoys kayaking, photography and craft beer.

Document management to minimize impacts of business disasters.

Businesses continuity planning increases in importance as businesses of all sizes must recover from disasters more quickly today that in the past to meet customer demands. With the average 3 drawer filing cabinet holding 18,000 sheets of paper, significant amounts of critical business information is in jeopardy when digital document storage and back-up systems are not in place.

What is a disaster?

Businesses should be aware that many hazards they face today could results in a disaster to operations and information. Disasters born out of natural occurring events like tornadoes, floods and hurricanes spring to mind for most people. But consider the impact of widespread illness or pandemics, human-caused events such as acts of violence by people and acts of terrorism and technology-related failures or system malfunctions.

What documents are critical to digital storage & back-up?

Critical documents may be described as those vital to your organization’s survival and to the continuation of business operations.

  1. Sensitive to downtime
  2. Fulfill legal or financial compliance
  3. Key to maintaining market share and reputation
  4. Safeguard an irreplaceable asset

Examples of such documents are invoices, contracts, customer records, patient data, audit documentation, research reports, intellectual property and more. Conducting an analysis to identify critical business functions can help identify the critical business documents.

What are consequences of losing document information?

  • Lost Revenue
  • Delayed Revenue
  • Increased Expenses (recreating documents, overtime, outsourcing, etc.)
  • Regulatory Fines
  • Decrease in Customer Satisfaction
  • Loss of Customers
  • Loss of New Business

What is document management?

Document management systems allow businesses to scan, store and manage document information digitally so that the information is accessible from any device anywhere.

 

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. 

Business owners — and homeowners alike — are advised to purchase insurance against the possibility of loss or damage of physical property as the result of fire, flooding, a tornado, a hurricane, or other act of Mother Nature and even liability insurance to provide protection from potential legal threats. However, most do not insure the most business crucial part of their business — their data.

In addition to insuring physical property and liability risks, it pays to take the necessary steps required to ensure the safety of — and ready access to — financial information, customer information and other data necessary to running your business through effective data back up systems.

Today, data back up systems are simple, automatic and cost-effective for small and medium size businesses (SEE BLOG POST “LOST DOLLARS.”). Whereas, the cost of not having a back up system in place can be astounding or even devastating:

  • 94% of companies suffering from catastrophic data loss do not survive.  43% never reopen and 51% close within 2 years.  (University of Texas)
  • 70% of small companies (fewer than 100 employees) that experience major data loss go out of business within a year. (DTI/Price Waterhouse Coopers)
  • 30% of all businesses that have a major fire go out of business within a year and 70% fail within 5 years.  (Home Office Computing Magazine)

The stats are scary, but really unnecessary given the accessibility of back up systems to businesses of all sizes. Don’t be in the 94% of businesses that would not survive—investments in reliable data back up systems are some of the most critical and frequently used “insurance policies” you could acquire as a business owner.

 

Brantley Pearce Director of IT Services

Brantley leads a team of IT professionals whose primary goal is to help organizations use their IT resources in a way that helps them proactively maintain their network and allows them to be more productive.  He joined RJ Young in 2005 but has been in the IT industry for almost a decade.  Brantley is originally from Houston, Texas and works out of our Nashville, TN office. In his spare time he volunteers for multiple organizations. Brantley is married and has two daughters.

Disasters can take many forms when it comes to unforeseen actions that can be devastating to any business.  You never think it will happen to you and that it is always the other guy or company.  In March of 1998 the RJ Young Company experienced a disaster first hand that created a real “March madness”.  The building that housed the corporate offices sustained damage from a fire that started in a print shop that was renting the back portion of the facility.

The damage was mostly smoke and water as the alarm system in the corporate office alerted the fire department and they were quick to act to minimize the damage.  After evaluating the damage it was determined that the building would need to be gutted and rebuilt which would take about a year to complete.  Employees were relocated to other facilities so as to maintain a seamless approach to our customers.

The fortunate thing was that the computer system and critical data files were saved and the information needed to continue business as usual was secure.  We were lucky in that preparations had been made, through the technology available at the time, to maintain digital files and backups.  This prevented any major interruptions in services and support of the customers.

As you look at all of the possibilities that have occurred from hurricanes, fires, tornadoes, and floods in just the past few years, there is a case to be made for minimizing the loss of key information and downtime through proactive information management.  No matter the size of the business, without proper information management, you can be out of business with one incident.  Do not let a real “March madness” happen to your business.

 

Hunter McCarty – COO

Click here to view Hunter’s bio.