Today, people are used to accessing any information they want or need in seconds, whether at home or café on a laptop or tablet or at the pool on a mobile device. Why, then, do we not expect immediate data retrieval at work?
You can eliminate the headaches and find what you need in an instant with a document management solution that integrates with your ERP. If you’re unsure about whether your organization really needs to make the move to a paperless office, ask yourself the following three questions:
- Are we losing documents?
Too many of us have to incorporate lengthy searches for files into our daily routine. Do you regularly hunt down or recreate lost documents, dig for incorrectly named reports, or need to remind coworkers to review past-due projects? If your office uses filing cabinets, you’re most likely accustomed to the time-consuming and unnecessary process of sorting, scanning, printing, copying, and filing.
When we lose documents, we also lose time and money to recreate them. A Price Waterhouse Coopers study found these costs:
- $20 to file a document
- $120 to retrieve a document
- $220 to recreate a document
And what about the cost of a lost document if your company is audited? (Ouch.)
Customer satisfaction also suffers when documents are lost. If a customer calls you with an inquiry, but you cannot find their files in your cabinet to reference their history, you lose credibility. In contrast, if you have their full history readily available to pull up the moment they call, your sales and customer support teams both look good.
- Is our document approval process tedious?
What steps do you have to take to approve an Accounts Payable invoice, for example? How many people does that invoice pass through? How long does the process usually take? Businesses can’t afford the time it takes to mail documents across the country. Also, paper tends to sit dormant on co-workers’ desks. It’s even more time-consuming when your company requires a file to reach multiple employees for approval.
- How much time do we waste on data entry and filing?
Manual data entry and filing tasks are not the most efficient use of your talent. If those items were cut from daily routines, think about how you could reallocate employees’ time to focus on more productive projects. Also, consider the inevitable mistakes made with data entry and paper filing. Have you added up how much time and money you spend to correct errors?
You can choose paperless for the office.
Does your organization experience these inefficiencies as a result of using paper? If so, consider going paperless with DocLink document management by Altec. It lets you store, easily access, share and move documents through workflow, from any device, and even integrates with your Sage ERP.
Some of the ways a paperless solution can support your daily work:
- Setting rules and workflow delegation helps remove common bottlenecks.
- Cloud technology lets managers make approvals outside the office, via email or on a mobile device.
- Scheduled alerts notify employees of approaching deadlines to promote timeliness and avoid late payment penalties.
- Automation and version control reduce human error.
- User-specific security and file histories track the people who have touched each document and in which capacity.
- Secure electronic back-up keeps your business information safe.
All departments benefit from the greater control, visibility, and efficiency afforded by streamlined, paperless processes. If you use Sage 100, Sage 100c, Sage 300, Sage 500 ERP or Sage X3, let’s talk about integrating your ERP with DocLink by Altec. Please contact MicroAccounting!