Time to Remove the Paper from Your Desk and Become More Efficient
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Do your users keep paperwork on their desk until it's processed? Are people constantly removing documents from filing cabinets? What happens when your company depends on an outdated document management strategy? Too much paper is wasted—approximately 1,000 pages per month per worker. Attempts to locate documents in endless filing cabinets drive your employees crazy. And distributing documents to customers, vendors, and business partners is expensive and takes up far too much time. These are just three common reasons why it might be time for your company to implement a paperless document management system. Discover how easy it can be to: -Capture -Manage -And distribute documents digitally Plus, our experts will provide a live demonstration of how implementing a document management solution will quickly solve your paper-based problems, so you can be more efficient.
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Time to Remove the Paper from Your Desk and Become More Efficient
- 1. All trademarks and registered trademarks are the property of their respective owners.© HelpSystems LLC. All rights reserved. Go Paperless by Automating Your Key Document Processes Time to Remove the Paper from Your Desk and Become More Efficient
- 2. Time To Remove The Paper From Your Desktop And Become More Efficient Your Presenters Richard Schoen Director of Document Management Technologies Greg Schmidt Senior Technical Solutions Consultant
- 3. Time To Remove The Paper From Your Desktop And Become More Efficient • HelpSystems Overview • Document Management Introduction • Common Desktop Paperwork Challenges • Webdocs Introduction • Demo • Q&A The Journey to a Paperless Desktop
- 4. Time To Remove The Paper From Your Desktop And Become More Efficient Flexible IT Software Solutions IT operations management IT infrastructure monitoring Cybersecurity Document & forms management Business intelligence Compliance & audit reporting • Workload automation & job scheduling • Business process automation • Data backup management • Disk space management • Message & event monitoring • Performance & application monitoring • Remote monitoring & management for MSPs • Network monitoring • Vulnerability assessment • Virus protection • Identification & access management • Security & integrity monitoring • Security policy management • Intrusion prevention & detection • Encryption • Document & image management • Automated process & workflow management • Electronic forms management • Signature capture & approval management • Enterprise data access • Executive dashboards & reporting • Mobile data access • Data warehousing • Compliance reporting • System & audit reporting • SOX compliance • HIPAA compliance • PCI compliance
- 5. Time To Remove The Paper From Your Desktop And Become More Efficient Document Management Solution Overview
- 6. Time To Remove The Paper From Your Desktop And Become More Efficient Document Management Solution Overview
- 7. Time To Remove The Paper From Your Desktop And Become More Efficient Document Management Solution Overview
- 8. Time To Remove The Paper From Your Desktop And Become More Efficient Document Management Solution Overview
- 9. Time To Remove The Paper From Your Desktop And Become More Efficient Forms Management Input Forms—Capturing Data (Webforms) • Turn any paper-based form into an online form • Validate data as it’s entered (no re-keying) • Capture signatures on forms • Merge data with fillable PDFs for pixel-perfect output • Store in Webdocs (if form needs to be preserved) Output Forms—Generating Business Output (iForms) • Eliminate pre-printed forms • Generate form document output as PDF, TIFF, Excel, and CSV • Use spooled files, text files, XML, and database for source data • Create individual documents or document packets • Print, email, and file automatically to network folder, SharePoint, or Webdocs
- 10. Time To Remove The Paper From Your Desktop And Become More Efficient • Managing incoming paperwork • Generating output forms and labels • Creating paperwork packets • Capturing signatures on documents • Managing workflow and approvals • Filling out paperwork • Servicing customers without growing staff Common Desktop Paperwork Challenges
- 11. Time To Remove The Paper From Your Desktop And Become More Efficient • Keep users in core business applications • Less training • Less data entry • Faster response times • Push button document viewing • Integrated document capture Why Integrate Documents to Business Systems?
- 12. Time To Remove The Paper From Your Desktop And Become More Efficient Business Document Examples • Invoices • QC documents • HR documents • MSDS documents • C of A documents • Shop floor procedures • Testing documents • Maintenance reports • Machine inspections • Engineering change orders • Bills of lading • Proofs of delivery • Sales proposals • Purchase orders • Contracts • Expense reports • Time sheets • Shipping documents
- 13. Time To Remove The Paper From Your Desktop And Become More Efficient Business Challenges • Going “green” – One tree yields 8,333 sheets of paper. – Each office worker prints 1,000 pages per month (10,000–12,000 year). – 45% of documents are thrown out within 24 hours. – 768 million trees produce the world’s annual paper supply. • Knowledge workers spending >20% of their time on document management tasks. • The average document is copied—either physically or electronically—9–11 times at a cost of about $18. • Documents cost $20 each to file. • Retrieving a misfiled document costs $120.
- 14. Time To Remove The Paper From Your Desktop And Become More Efficient • Regulations (SOX and HIPAA) stress the need for electronic records & proper controls. • Disaster recovery/business recovery: what about the paper? • Pre-printed forms are costly, difficult to manage, and often become obsolete. • Distributing documents to customers, vendors, and business partners via mail or fax is costly and time-consuming. Business Challenges
- 15. Time To Remove The Paper From Your Desktop And Become More Efficient In the Beginning…
- 16. Time To Remove The Paper From Your Desktop And Become More Efficient Where Do We Keep Our Documents? When you’re done with a document, please return it to the filing cabinets. Thank You, Finance Team
- 17. Time To Remove The Paper From Your Desktop And Become More Efficient How Do I Locate a Document Today? Name: Acme Corp
- 18. Time To Remove The Paper From Your Desktop And Become More Efficient But We Already Manage Documents!
- 19. Time To Remove The Paper From Your Desktop And Become More Efficient Introduction to Document Management • Invoices • Purchase orders • Bills of lading • Proof of delivery • Statements • Acknowledgements, etc. Images are stored in ECM system or network drive Documents are scanned Images are indexed
- 20. Time To Remove The Paper From Your Desktop And Become More Efficient Introduction to Document Management
- 21. Time To Remove The Paper From Your Desktop And Become More Efficient What is Document Indexing? Customer name: Acme Corp Customer number: 200556 Order: ORD100 Order date: 1/1/2016 Order total: $1200.45
- 22. Time To Remove The Paper From Your Desktop And Become More Efficient Digital Mailroom Contracts Scan AR, AP, finance Online forms Web form Purchasing Sales orders Email Order entry Invoices Fax Human resources
- 23. Time To Remove The Paper From Your Desktop And Become More Efficient Capture and manage scanned images, reports, and forms • Capture scanned image documents • Manage forms captured via Webforms • Archive reports for online access • View documents from any web browser • Secure by department or user groups • Version control to track document changes • Supports any PC file or document format • On premise or cloud-based TIFF, PDF, Word, Excel, PowerPoint, Outlook emails, audio and video files Introduction to Webdocs
- 24. Time To Remove The Paper From Your Desktop And Become More Efficient Paper and Electronic Document Capture Paper document capture Scanner or MFP device Automated email capture Monitor inboxes Inbound and outbound fax Scanner or MFP device Automated folder monitoring Application: Generated documents such as reports and forms Web form data capture Capture data via online entry Automated workflow Approval processing Application integration ERP, financial apps, etc. Application capture Microsoft add-ins, PDF print driver, drag and drop
- 26. UP NEXT... Questions and Answers Please enter your questions in the chat log
- 27. Time To Remove The Paper From Your Desktop And Become More Efficient Thank You for Attending—Let Us Help You Get Started Begin Your Paperless Desktop Journey Next step: FREE 30-minute process review Website: https://www.helpsystems.com/solutions/document-forms-management Telephone: Sales: 800-328-1000 Support: 952-933-0609 Technical experts: richard.schoen@helpsystems.com greg.schmidt@helpsystems.com