Many files are kept in a variety of different, and sometimes confusing, ways. Paper based files are tossed into filing cabinets with no rhyme or reason to a structured document management system, or left on an employee’s desk to be buried in an ever-increasing stack of documents.

Emails are filed on someone’s computer or even deleted. CDs and DVDs get tossed in a drawer never to be seen again. Books, binders, training manuals all get shuffled and mixed on a shelf somewhere.

Add to that the fact that different people label files differently. For instance, if you currently use an alphabetical filing system, there’s a good chance that files will be stored differently using the company name, or by a person’s name, or even by the industry. A lot of duplication can occur in this kind of filing system, which can lead to employees only seeing part of a file instead of every document pertaining to the file. These methods can be bad for business, especially if critical information can’t be found because it is in a different file under a different name.

As time passes, and a company grows, these type problems keep escalating. That’s why a major change needs to be implemented to enable your company to streamline the management of all documentation into one single, workable method that can be applied to every file in the company.

A document management software using an indexing system is the smart, logical choice for such a filing system. Basically, anything you can number, you can easily index. With a document indexing system, you can keep every document, binder, CD, DVD, etc. easily accessible for everyone to find. You decide how to name the files using letters, numbers, keywords and contact names to uniquely identify every file for future retrieval. You simply enter the details of the file and its contents into the software database, print off the file title onto a label and attach it to your hanging folder tab or affix to the corresponding item. And the exact same method can then be used by every staff member to locate information needed.

This is an easy to use system because the next file you create goes right behind the last one created and there’s no need to stuff a file drawer just to make something else fit alphabetically.

The computer index can easily be accessible by everyone in the company. This means you reduce the amount of time staff members spend filing and trying to locate needed documents. If anyone needs a particular piece of a file, they simply check its location on the index and then retrieve it for themselves.

And documents will no longer get misfiled. Meetings and reports can be handled much more easily because you can locate relevant information by simply pressing a few keys on the computer. Thousands of hours that previously were wasted searching for paperwork can now be used more productively, which means you not only save money, but employees can also tackle more projects in less time. It is estimated that an employee can waste over 150 hours per year, just looking for lost information.

A hard copy printout of the index serves as a backup in case you have a computer crash or power failure. And you can even store a copy of the index offsite as well.

As companies expand their operations, there is a growing need for more space. Usually this means having to uproot furniture, file cabinets and more, possibly even moving to a larger facility. Using a document management system can actually eliminate this need, because so much of a company’s needed space is for documentation. Old files can be archived in boxes and moved without uprooting the employees.

Because every possible keyword associated with each file is entered into the index, you can easily see whether a document you need has been archived or is in the office without searching for untold hours. In some cases, this can mean that you have room to even expand your operations without having to move to bigger offices.

Document indexing saves money and time and increases productivity. These are all huge wins for the company. And they’re all positive factors that can be clearly demonstrated when discussing budgetary issues. In fact, the very files you need to prove the value of this system can be more easily found when the system is installed.

There is no longer a need to keep everything stacked on your desk for fear of losing it. With a document management software system, you can find things at the click of your mouse… oh, what a stress-free way to manage your paperwork!

If you’re wondering where your records really go, that becomes an easy question to answer with a few simple keystrokes when you opt for document indexing software.

You can better control and improve the whole process of document management so your company is more than capable of tackling whatever projects are put on its plate. Document indexing can free your staff to devote time to the really important work of doing their jobs, because all the filing hassles are now under control, both for today and for the future

It doesn’t matter what country you live in. Your sex and age are both irrelevant. Religion and race can’t alter the one thing everybody has in common. You only get 24 hours in a day. For businesses to increase profit without increasing expenditure, improve your productivity through better time management.

In every business there are jobs that staff enjoy. Then you have other jobs that are just as important, but staff and management don’t particularly like doing. It’s a proven fact that if you enjoy doing something, you do it well. Conversely, if you’d rather not be doing something, you do it as quickly as possible and not usually in the most efficient manner.

The single biggest time waster in any business is record keeping/filing/document management. This is because most businesses use outdated systems that are no longer efficient. Staff generally hate the mundane tasks associated with record keeping and thousands of hours are wasted every year because everyone is too busy to spend time looking for a solution.

The answer is literally at your fingertips. A document management software package can free up hundreds, or even thousands, of hours currently being wasted using archaic filing systems. This is a company’s biggest hidden cost and is often overlooked. The best way for you to improve overall productivity and time management is through the utilization of a standardized indexing system.

No longer will staff make up their own minds about how to file things. Gone are the days of cluttered desks and documents being misplaced because people can’t be bothered taking the time to correctly file your important documents. You will no longer be forced to make uninformed major decisions because you couldn’t locate a particular document at a crucial time.

The right document management system is easy to learn and implement because it blends in with whatever your current guidelines are. However, there will be a universal way of storing all documents so that everybody, from the CEO of the largest corporation to the newest girl in administration, can both file and locate any document at any time.

Simply make some decisions as to how you’ll name your files. They can be names, numbers or whatever combination you choose.

Current files will be right at your fingertips whenever you need them. They can be kept in a desk drawer or a filing cabinet and the records are input into the software program for everyone to see and add to as required. This saves time if other people need a document from a file from anywhere in the office.

Older, archived files can be stored elsewhere, either on-site or off-site and still indexed in the exact same way. Anything not needed can be deleted or shredded. Gone are the days of cluttered desks, overflowing in-trays and piles of documents sitting wherever there’s an empty space. A clean desk gives you more time to focus on the important work.

If you have 100 employees and each one saves one hour a day on filing, that equates to an extra 100 hours every day that can be used more productively. That is the equivalent of having an extra 12 people working for you each day. Productivity will soar without having to increase costs.

Imagine staff coming to work and sitting at clean desks each day. No more sad faces. There will be plenty of extra time to finish important tasks. Some data entry has to be done to manage their record keeping along the way, but not enough to get stressed about. Happier staff means less sick days and higher retention of current staff, which saves countless hours training new people.

An indexing document management software that is easy to learn, simple and quick to operate, and fits in without too much effort, will improve the time management skills of every single person in the company.

Record management is a vital part of any business and has to exist in one form or another. Utilizing the most efficient form of indexing means that you’re meeting all the legal requirements of document retention. No more uninformed decisions because you can’t find the document you desperately needed for that last minute meeting. No more chasing receipts at tax time. Everything is fully indexed in your computer.

You can improve your productivity through better time management by changing the way you handle filing and document management. By making a small investment, increased productivity will save you hundreds or thousands of hours and dollars, both now and in the future.

Precision Document Imaging has a very powerful, yet simple indexing system that will totally revolutionize the relationship you have with your filing cabinet. The filing system works just like a search engine for your paper files!

You can start with as few, or as many, of your files as you like by simply creating your index into the software’s database and printing the accompanying labels. Then, as you add new files, simply add them to your database and you’re on your way to a more efficient and cost-effective document management solution.

Call us today, we would love to help on your way to your dream office.

Precision Document Imaging (775) 337-1987 ext. 106

How are Such Systems Used?
These systems can be customized to meet the needs of a business. For example, information technology professionals responsible for business processes and information technology professionals responsible for the accounting information system can work together to develop and implement such a system so that it automatically gets information from other sources already in use by the business. Also, the systems can be set up to feature certain functions that are important to the business and eliminate functions minor to the business.  Information can be automatically fed, or manually fed into a business accounting information system at whatever pace and however often it is necessary.

What are the Benefits of Using Accounting Information System?
Businesses use accounting information systems to make their accounting activities easier, quicker, and more accurate, since accounting records are analyzed and financial statements are prepared within the system, which allows to safe time of employees and avoid mistakes.  Since many accounting information systems are equipped with error-reducing mechanisms and gather information regarding transactions electronically and automatically, data entry and computing errors are rare. Also, as mentioned above, since such systems are often automatically populated with transaction information, many accounting processes are less cumbersome and time-consuming when using such system.

Of course implementation of such system requires investment and time to be spent on the implementation, however future benefits are much higher that the expenses incurred. Also to consider whether business needs accounting information system and what kind of system is required thorough analysis of business and accounting processes has to be made to determine precise requirements.

Of late, there is a growing momentum around climate change and increasing de-forestation. Therefore, it becomes responsibility of every business to reduce paper dependence, there by saving trees. Digital signatures allow business to contribute to this cause in a successful way. So by going paperless, businesses are not only contributing to their ‘commercial’ cause, but to the social cause also. Globally laws have been made to make digital signatures and digitally signed documents legally valid. This legal status has enabled governments to shift to paperless environment, reducing response time and maintain process transparency.

Going paperless can help businesses save money, space, and increase productivity, while automating internal and external communications. In an online transaction or communication, it is very much important to maintain authenticity and security of the information exchange. For that, the information should be supported through a legally valid mechanism, guaranteeing security and non-repudiation. This is where digital signatures play a vital role. Digital signatures help businesses climb up the ladder of ‘Green’ goals with paperless tools.

In today’s ‘expensive’ world, digital signatures have shaped up the spending culture of businesses by allowing them to paperless. Businesses not only save on time and money, but also on manpower and overheads. Just take an example of e-Procurement process. Compared to the traditional procurement process, which involves bulky paperwork and manual work, e-Procurement helps both buyers and suppliers reduce the processing time and unnecessary paper work, while maintaining process transparency. And to secure and authenticate this process, businesses are using digital signatures. Hence, it is a win-win situation for businesses and users.

Being paperless helps businesses add to their customer support initiatives. Similar to government agencies, other businesses like banking, health care and telecom companies are using online platforms (sending monthly statements or online loan applications) to serve their customers effectively and efficiently.

In terms of e-Banking, from digitally signing bank statements/reports to online loan applications, digital signatures are helping both customers and banking institutions save lots of money and time by going paperless. Digitally signed statements/reports can be sent to the customers in bulk via emails in an encrypted format. To decrypt the sent data, a decryption password is provided to the customers to maintain statement privacy and data integrity. As it eliminates the need for physical presence, the entire process becomes faster and more convenient for customers, building their trust in the bank.

Slowly and steadily, this idea is gaining momentum, and efforts are being made to reduce paper dependence for the daily tasks. Digital signatures have made it possible for business, irrespective of size and vertical, go paperless and go secure in a smarter and cost-effective way.

Finally, digital signatures help users endorse green technology and clean environment, while assuring security and authenticity.

While scanning and maintaining image files is one way to manage your company’s documents and paperwork, it’s not the only document management system available, nor is it even the best, most efficient, or most cost-effective. A document management system, in the truest and simplest definition of the term, is a system used to manage documents. Whatever form that system takes.

What most people do not know is that there are only 5 things they can do with a piece of paper:
(1) toss it
(2) stack it
(3) file it alphabetically
(4) scan it or
(5) index it

Remember the traditional alphabetical filing system that everyone thought was the only way to file for hundreds of years? It’s a simplified document management system. Then came the numerical system, which never quite caught on in the general public, but did fit the bill for some companies. That, too, is a document management system. And then office managers got smart and combined the two, which is very effective for doctors’ offices and such. Guess what it’s called? You got it. A document management system.

Whatever system you use to manage your files is a document management system by the most simplistic definition. Does that mean the way you manage your files is the most effective, most efficient or most cost effective method? Not necessarily. If you go back to that search engine and research the most economical document management system, you may be surprised. One of the largest hidden costs many businesses face is the cost associated with managing the paper in their offices.

Anyone who has ever dealt with office filing realizes what a chore it is. You must not only decide how to file a document, but where, and then find a location in the proper sequence for the file. In addition, you must be able to quickly locate the file when it’s needed again. The labor costs alone can add up in a hurry. For instance, let’s say it takes a $15 per hour employee five minutes to walk to the filing cabinet, search for and locate a needed file, retrieve the information required, replace the file, and return to her desk. If she must take the file with her to gather additional information, she will then need to return to the file cabinet and replace the file as well so the time may be longer, but five minutes is an easy figure to work with. Assuming she handles a mere five files a day-and many employees handle many more!-that’s a total of over 108 hours every year that one employee spends filing. At $15 an hour, that costs the company over $1,600 a year-for filing! Double that to ten files per day, and those totals jump to 216 hours and $3,200… For one employee’s time filing! (And how many employees do you have?)

With a computerized indexed filing system, that employee could locate the needed file before ever leaving her desk, which would reduce her filing time considerably. Add to that the convenience of being able to place a file in the next open filing slot without the need to rearrange files, or squeeze in “just one more” folder, and you’ve got a much more efficient and cost-effective document management system. Such a filing system would also eliminate the costs associated with lost documents that must be recreated when they can’t be found. Some experts consider this can cost up to $250 per file!

Organize your paper files once and for all.

Fortunately, with the advent of outsourcing, it is possible for companies to manage data effectively at a much lower cost, without investing too much time, energy or money on the process.

OCR conversion is just another form of data management. Optical Character Recognition takes place when special machines are used to read relevant data from the source and convert this data into a form that can be stored digitally. The soft copies thus stored may be retrieved and the data extracted may be edited and utilized in whatever way the company deems fit. OCR conversion helps companies read data from old files, address labels, books, applications and the like.

A number of data sources can be used for OCR conversion, including but not limited to artwork, photos, brochures, flyers, pamphlets, marketing ads, tax forms, resumes, salary slips and colored text. Image files are converted into searchable data forms so that you can work with these data forms. In the absence of OCR conversion, it is impossible to extract data from image files that contain numbers and words. Once the image has been OCRed, the computer translates the data into a form that can be understood, evaluated and assessed.

Due to the huge demand for OCR conversion, the internet has a number of free OCR conversion tools. These tools can help you convert images to text forms. But these free tools are highly limited in their capabilities and are meant to lure consumers into buying from the website. These products therefore fall short of expectations when it comes to speed and accuracy. If the volume of conversion required is high and if absolute precision is a must, it is important to make use of an outsourcing partner who has the expertise, experience and the technology to deal with huge volumes of data. PDI, is just that. We are a knowledgeable team of experts that can make this conversion an easier process.

Technological advances are revolutionizing the legal landscape, completely changing the role of the legal professional. Automated legal processes have compelled lawyers, paralegals, legal secretaries and other legal professionals to be not only proficient in law, but also technology adept as well. Legal professionals need to be acclimated to word processing, telecommunications, spreadsheets, databases and legal research software to maintain in this technological world. Technology impacts every aspect of the legal field, from law firm to corporate practice to document management to the courtroom itself.

Law Firm Technology

Electronic billing is gradually replacing traditional paper invoices in law firms. Technology has become an important legal marketing tool, with law firm websites posting updated legal blog content to stay current and vitally competitive on the Internet.

Electronic case management also changes how documents are handled. Firms will now electronically store case files that used to take volumes. Databases are used to track, edit, search, distribute and archive documents, performing in a few seconds what it used to take a room of lawyers days to do.

Corporate Technology

E-filing, or the process of filing documents electronically in court, is now common place in federal and state courts. Filings are posted on data-based websites, allowing counsel to access court records remotely from any computer. More and more courtrooms are reaping the benefits of an electronic age.

Technology and the Legal Professional

Legal professionals are using legal technology more than ever before. They use database applications daily. Video conference tools, Blackberries and other technological devices might not be replacing the traditional briefcase, but as they become more important, the briefcase becomes lighter and in all probability carries a laptop.

E-Discovery

New Federal Rules of Civil Procedure enacted in late 2006 require parties in litigation to preserve and produce documents that are only in electronic format, such as an email, text or voice message. The time-intensive process of reviewing and producing millions of pages of electronic information has created a host of litigation database management tools. These allow legal professionals to image, code, analyze, review and manage the massive amount of electronic evidence in a process called electronic database discovery.

E-discovery and its many tools have given rise to the new profession of the litigation support professional who implements and manages these e-discovery tools.

In litigation cases involving electronically stored information (ESI), there are major benefits in dealing with this data electronically, rather than in paper format. Of course, to print the amount of emails that are transferred between parties would amount to reams and reams of paper being printed. Lawyers have enough paperwork taking up their desks, but with a range of cases involving large amounts (often terabytes) of ESI, there are now ways computer forensic companies can transfer files into a format that means data is accessible and manageable.

E-discovery is a way of storing, categorising, and compacting data so it’s easily viewable within a court case. Allowing data to be categorically stored means that information can be refined by date range, specific keywords or file type, whether this is text or images. Rather than trying to find paper copies, e discovery is a neat and tidy solution to having all electronic evidence in one place.

Specialist companies within this area have experts on site that can collect the data for specific court cases. Whether it’s you bringing the complaint, or having to defend your actions, there are ways in which your lawyer can work with digital forensics companies to extract, present, categorise and view the data to back up your case.

It’s vital all relevant evidence is bought forward and with advances within data recovery, there are those companies that can ensure that this process is as streamlined as possible. As with all their services, digital forensic specialists employ people that understand the important of extracting data carefully for maximum effect. With this in mind, data extraction should never be attempted by anyone other than the experts.

One area where significant improvements have been made recently is in the field of document scanning. As companies attempt to go green and assist in the battle against climate change, companies are compelled to move from a paper environment to a more digital online format. For many companies this could mean hours of wasted hours as they attempt to convert their old files on to computer generated formats.

Thankfully there have been a number of advances in the field of document scanning that now allows companies to scan in existing documents in seconds instead of taking the valuable business time to rewrite the whole document in a word processing package.

In a single hour an employee can scan and file more documents than any person could retype in a whole week. It really has made moving to a digital format a realistic opportunity. Once the files are scanned and stored safely on the computers server the paper copies can then be placed in to recycling helping to save the planet.

Your average scanning device can process up to 30 pages a minute meaning you can breeze through the archive folders. Obviously another factor to consider when you decide to head down the document scanning route is the amount of space that scanning all these documents will take up on your server. Maybe surprisingly the space required for these documents is quite minimal depending on the format that you use. Obviously don’t scan the document in color as it will take up more space. Using gray-scale is usually proficient and will help to save space on the server.

Another aspect that is useful to companies when performing document scanning is the ability to be able to edit the letters or articles that you are scanning. Thankfully with the help of some clever translation software you can now scan and edit documents on a computer meaning that there really is no need for companies to have mass libraries of paper weighing down the shelves of the office and using up the resources of the world. PDI offers document management software that can ease the transition from paper trails to electronic.

Why not make 2010 the year when you let PDI help your company go digital by investing in document scanning/management?

In tough competition, you must think about every cost saving aspect. Any money that can be saved, whether the cost is big or small, is very valuable for company growth. Document scanning is one good tool to save on cost from various spots. If you outsource document scanning tasks, you can create greater savings as well as time.

Here are some of the direct and indirect spots where you can save on cost:

Structure: Structure is costliest compared to other costs. If you can save single square feet, you are saving lots of money. If you do document scanning at your own, you have to setup a structure for such. It will cost you much higher. Through outsourcing you can get the benefits of scanning without investing on structure. On the other hand, you will also require less space as your business is going digital with electronic format of information.

Technology and Specialists: If you have decided to do document scanning in-house, you have to invest on technology and specialists. You also have to upgrade the technologies and train specialists to make your scanning task quicker and effective. Through outsourcing, you will get all the benefits without investing on them. This way you can save more costs without affecting your scanning task.

Stationery: document scanning helps you to decrease the costs of stationery. As documents are available in electronic format, many executives can access same information from their systems. This way companies can save the cost of copies and papers.

Productivity: This is an indirect factor to decrease your cost. Your executives can act more effectively by having access of information in just one click. They can deliver more in same time. Increased productivity can decrease your cost, because more tasks get completed in same time.

So, outsourcing is the best way to lower your document scanning costs.