If any of the issues below sound familiar, we can help you. There are usually multiple ways to solve any particular problem. We’ll help you implement the one that’s best for your situation.
New User Challenges
- We need to learn more about what a document management solution could do for us
- We’re not sure if the taxonomy and structures we are defining are going to work
- We lose documents and it has a financial impact on our business
- We need a better way to keep track of our important documents so our remote users can access them
- We think we could server our customers better by giving them direct access to their documents
- We want to start small but add more functionality as we go along
- We don’t want an extensive learning curve for our users for this technology
IT and System Challenges
- We have tight security requirements
- We want to integrate images with our ERP system
- We need a better way to capture documents into our existing legacy system
- We have digital copiers we’d like to use for direct scanning
- We need to migrate existing document and hard drives to SharePoint
- We have large documents, including drawings, and color files
- We need a document repository immediately, but only require it for a short time
- We’d like to get electronic documents to users without using email
Other Common Areas
- We want to migrate or establish a solution using Microsoft SharePoint
- We need to tackle process workflow design and implementation
- Can we leverage OCR technology for better results?
- Should we scan the boxes of documents we have stored in our warehouse?
- We’d like to add a component to our website that will let our customers log in and see their documents
- Keeping the document repository synchronized with external systems
- Document Signature technology for electronic document approval
Benefits and Advantages You Can Expect
| What You Need: | How We Do It: |
| Make it easier to find documents and share them from anywhere, anytime | Connect with team members inside and outside through secure document access and give workers secure access to their “file cabinets” in real time. |
| Allow remote workers to collaborate and access documents they need to do their jobs | Connect with team members inside and outside through secure document access and give workers secure access to their “file cabinets” in real time. |
| Reduce time and money required for audits | Minimize disruptions from external and internal audits by giving auditors controlled access to the document repository |
| Improve document security | Get visibility into who is accessing documents and create the proper controls for good information governance |
| Reduce processing time and costs for transaction related documents | Real ROI through the ability to automate processes like Accounts Payable automation or new hires in the HR department |
| Prevent loss of information due to disaster | Documents in paper form are subject to both natural and man made disasters. |
| Improve customer service or create a self service portal | Give your customers access to their documents to lower your service costs and increase customer retention |
| Reduce hard dollar costs for items like postage, file cabinets, and supplies | Save money on interoffice mailing of documents that can be scanned and presented electronically. Eliminate making redundant copies of documents and decrease the time it takes to get documents out via mail or manual delivery methods. |
Outgrown Your Current System?
| Here Are Some of the Signs: | How We Can Help: |
| We’re getting bogged down with users scaning their own documents, namingthem individually and storing them on their local or shared hard drive in a folder. | This is a common scenario which does not scale, is not secure, and limits the ability to leverage the document in electronic form. |
| Our current system is outdated, and the upgrade cost seems extremely expensive | Many customers are looking at new alternatives offered by cloud, web services , and Microsoft SharePoint |
| We need to consolidate the documents stored on individual and shared hard drives | Not being able to find things in the clutter with limited or no security also poses real problems and creates risk and liability in the organization. |
| Users are complaining that the steps in the current process are too cumbersome and they don’t like using use the system | Having separate work processes creates redundancy, and slows the organization down |
| We have some workers using a scanner, and others working manually, and some scanning with a digital copier, but its not connected. | We can help you integrate your digital copiers and business applications as part of your existing investment to help control costs and shorten implementation time. |
