Document Management Software: Making a Difference Across Departments

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Organizations use document management software to enhance work processes across functional departments. Accounts Receivable, Accounts Payable, Customer Service and Human Resource departments can see vast improvements without increasing staffing or budget resources. With document management, you benefit from a wide range of efficiencies involving productivity, cost, collaboration, compliance and more. For more information about Document Management Software, visit http://www.mesltd.ca.

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Document Management Software: Making a Difference Across Departments

  1. 1. DOCUMENT MANAGEMENT SOFTWARE:Making a Difference Across Departments
  2. 2. AGENDA CONTENTS Document Management Software:With over 40 years of experience, MES Hybrid Document Making a Difference AcrossSystems provides organizations large and small with Departmentssolutions to manage their documents, efficiently andautomate daily processes by going paperless. Theseinitiatives help to improve customer service as well asassist with disaster recovery and corporate complianceprograms. In short, we provide Peace Of Mind, NotPieces Of Paper.
  3. 3. 3 DOCUMENT MANAGEMENT SOFTWARE• Organizations use document management software to enhance work processes across functional departments.• Accounts Receivable, Accounts Payable, Customer Service and Human Resource departments can see vast improvements without increasing staffing or budget resources.• With document management, you benefit from a wide range of efficiencies involving productivity, cost, collaboration, compliance and more. 3
  4. 4. 4 DOCUMENT MANAGEMENT SOFTWARE Automating Accounts Payable •Document  management  software  allows  companies  to  capture  documents  at  the front end and access them directly from their accounting information system or ERP.  •You  can  eliminate  unnecessary  costs  and  add  value  by  leaving  no  discount  on  the table.  •No longer will you miss discounts because payments were delayed.  And, you won’t get dinged with late payment fees because of inefficient processing.•With the right system, you’ll be able to easily locate data across disparate systems.  •Document  management  software  saves  time  and  money  by  eliminating  stacks  of physical paper and corresponding storage space.  •You also don’t have to worry about duplicate or erroneous keying of data. 4
  5. 5. 5 DOCUMENT MANAGEMENT SOFTWARE Automating Accounts PayableSpecific  to  Accounts  Payable,  document  management  software  will  help  your company:   Reduce costs by automating paper processes.  Enhance vendor relationships and purchasing terms, including discounts.  Improve the payment workflow, such as approvals, payment cycles, reporting and more.  Even-out workloads without hiring additional staff.  Streamline auditing with immediate access to information.  Eliminate bottlenecks adding time, cost and risk to your Accounts Payable workflows. 5
  6. 6. 6 DOCUMENT MANAGEMENT SOFTWARE Optimizing Cash Flow in Accounts Receivable •The  goal  with  document  management  software  is  to  improve  Days  Sales Outstanding  (DSO)  so  organizations  know  their  financial  situation  at  any  point  in time.  •The solution should be able  to make sense of order and payment documentation regardless of whether it’s faxed, mailed or in electronic format.   •Automating  Accounts  Receivable  with  document  management  software  helps companies:   Improve cash flow and decrease the payment cycle time.  Establish the organization’s credit policies.  Free-up space previously used to store paper-based records.  Leverage real-time reporting to better forecast and prepare strategic plans.  Access documents remotely for out-of-office employees and better customer service.  Consolidate customer documentation in one system with quicker access. 6
  7. 7. 7 DOCUMENT MANAGEMENT SOFTWARE Resolve Issues Quickly in Customer Service •Customer service can make or break a company.  •Document  management  software  has  the  potential  to  make  a  huge  difference  in how an organization satisfies its customers.•The  right  system  will  give  employees  access  to  customer  information  at  their fingertips in a multitude of formats, including e-mail, fax or image.  •Document management software converts and scans customer information so it’s readily available.  •No more having a customer wait while you look it up.  •Or  worse,  you  won’t  have  to  call  them  back  while  you  go  search  for  their information. 7
  8. 8. 8 DOCUMENT MANAGEMENT SOFTWARE Focus on People Instead of Paper in Human Resources •Human  Resources  departments  should  be  focused  on  finding  and  retaining talented employees, not managing paper.  •For  example,  document  management  software  helps  by  capturing,  sorting  and distributing applications automatically to alleviate paper pushing by HR staff.  •It also helps meet time-sensitive payroll processes.•In  addition, document  management  helps  maintain  compliance with government regulations by capturing and automatically filing documents into proper electronic folders.  •The system uses role-based security to ensure authorized access only. 8
  9. 9. 9 DOCUMENT MANAGEMENT SOFTWARE• Without  document  management  software,  companies  would  likely  have to hire additional administrative staff.  • Manual,  paper  processes  are  more  inefficient,  time-intensive  and  mistake-prone.  • The hard and soft costs associated with traditional workflows along  with  the  savings  realized  from  automation  create  a  compelling  value proposition for document management solutions. 9
  10. 10. 10 ABOUT THE AUTHOR Kevin DArcy is VP of Sales and Marketing for MES Hybrid Document Systems, Ontarios leading document scanning and document management supplier. For more information about Document Management Software, visit http://www.mesltd.ca. 10

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