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.

 

 

As we look forward to 2016, and continue to celebrate RJ Young’s 60th birthday, I want to say how thankful I am to each of our customers, partners and future customers for the support you provide each day and for allowing us to be a part of your business success.

As we look to a new year, and another decade, we remain committed to the same strategy of growth and excellence for which the RJ Young brand has become known—focusing on your success, the customer. A few initiatives to continue to meet our customers’ needs and support continued growth, include:

  • Expanding Managed IT Services
  • Growth of Software & Document Management solutions
  • Adding new product lines, most recently Mimaki large-format printers
  • Adding key support team members in IT, Sales and Service
  • Investing in technology upgrades to offer the latest customer support

Because of your partnership and support, we’ve been able to continue our mission of taking care of our customers, taking care of our employees and giving back to our communities. Below are a few ways our team gave back this year:

  • More than $66,000 given back to local communities
  • Over $150,000 in scholarships through higher education partnerships
  • Granted $16,000 in John T. Crunk scholarships to children of RJ Young employees
  • Employee giving and matching initiatives resulted in:
    • 2 families sponsored through “Make-A-Wish”
    • 49 Salvation Army Angel Tree “Angels” for the holidays
    • Over $9,000 raised through the “13th Annual Pumpkin Run” benefiting the American Heart Association

It is with great excitement that I look to the next year and next decade of growth by supporting your success. Should I be of help to you, I ask that you contact me directly at (615) 620-4133 or chip.crunk@rjyoung.com.

Cheers!

Chip Crunk
President & CEO

Does the thought of automating your workflow, taking your business paperless and maintaining a secure environment, make you short of breath? Do you want to give up before you ever get started? If so, then first, you are not alone. Second, take a deep breath. Now, great marathon runners did not train overnight, nor are great workflow and automation processes that deliver optimal productivity.

The demand for modern business managers to evolve to secured digital documents and automate workflows is increasing, and it’s critical to remember that the process is more of a marathon, not a sprint.

There are four key stages of transitioning to automated workflows.

  1. Paper Processes: 
    • Today’s multifunctional devices are advanced and serve as output management tools as well as an on-ramp to digital workflows. A few features such as secure printing with badge swipe or password authentication help reduce and secure output. Advanced Capture and Data Extraction is a key piece to onboard with an Electronic Document Management (EDM), specifically converting paper files to electronic files by scanning. In some cases, these could be a timely and error prone process if these are manually keyed into the EDM solution. Advanced Capture software allows for organizations to automate the scanning process by eliminating manual indexing and extracting important information to be placed into your line-of-business applications. The right equipment and management strategies will ensure that you are reducing unnecessary output, controlling output access, and building a ramp to a digital document management system – all while improving security of document information.
  2. Electronic Document Management
    • Advanced cloud technologies have helped facilitate secure document management systems, making document information secure and accessible from anywhere at any time. As you transition from paper processes you will see this system develop. A way to automate the document management system is through the use of online forms. Accessible from anywhere at anytime, these forms automatically populate systems.
  3. Business Process Automation
    • Once you evolve by optimizing paper processes and setting up electronic document management, you can advance to automated, rules based workflows. Setting up rules to automatically route, track and distribute documents is a significant step to reaching the pinnacle of automation.
  4. Optimized Processes
    • The bad news is that the marathon doesn’t really end. On-going optimization of systems, made more attainable through metrics provided, is critical to ensuring you stay in the race and in front of what comes next.

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.

Tax season is upon us and companies and individuals alike are sharing in the preparation of filing taxes including finding and organizing supporting documentation for deductions and expenses. For some, the task of retrieving documents can be a task easily accomplished. For most, this can be a time consuming, almost insurmountable, event.

According to the IRS¹, there are five tips you should follow for individuals:

1.     Normally, tax records should be kept for three years.

2.     Some documents — such as records relating to a home purchase or sale, stock transactions, IRA and business or rental property — should be kept longer.

3.     In most cases, the IRS does not require you to keep records in any special manner. Generally speaking, however, you should keep any and all documents that may have an impact on your federal tax return.

4.     Records you should keep include bills, credit card and other receipts, invoices, mileage logs, canceled, imaged or substitute checks, proofs of payment, and any other records to support deductions or credits you claim on your return.

5.     For more information on what kinds of records to keep, see IRS Publication 552, Recordkeeping for Individuals, which is available on the IRS website at http://www.irs.gov or by calling 800-TAX-FORM (800-829-3676).

This list sounds easier than done and for individuals but imagine what it is like for businesses. Studies show that professionals spend more than 18 minutes locating each document². Now multiply times the number of documents could equal more than 21% lost in an organization’s productivity³!

By leveraging a document management system, filing taxes can be a less time consuming and stressful time of the year. Not only can you easily file supporting documentation, but it can be easily retrieved, backed up, and securely stored—with a mouse click or two.

RJ Young can show you how to make finding documents a little easier and tax time—less taxing.

 

¹Source: http://www.irs.gov/uac/Tips-for-Managing-Your-Tax-Records
²Source: Gartner
³Source: IDC

 

Mark Turner – Director of Software Services

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.

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.

  1. 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.

  1. 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.

  1. 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.