3 Signs That Going Paperless Is in Your Future

Document Management for Sage 300 and Acumatica

In today’s instant information environment, people are used to having any information they want or need available in seconds—whether they’re at home on their laptop or tablet, or at the pool on their mobile device. Why, then, is it so difficult to locate and process information in the office? It’s a daily routine in most people’s day to have to hunt down or recreate lost documents; digging through file shares (for incorrectly named files) and reminding coworkers to review past-due invoices. We expect immediate results in our personal lives; why can’t we expect this at work?

DocLink by Altec is a document management solution that integrates with many ERP solutions including Sage 300 and Acumatica that allows you to store, easily access, share and move documents through workflow, from any device! If you’re unsure about whether your organization really needs to make the move to a paperless office, ask yourself the following three questions.

  1. Are we losing documents?

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, etc. When documents are lost, both time and money are required to recreate them. Data from PricewaterhouseCoopers states that it costs a company $20 to file a document, $120 to retrieve a document, and $220 to recreate a document. And what about the cost of a lost document if you’re audited? Ouch.

Money is not the only cost when documents are lost. If a customer calls you but you cannot find their files in your cabinet, customer satisfaction will suffer. In contrast, having their full history readily available to pull up the moment they call will benefit your sales and customer support teams.

DocLink provides another level of security with version control, security permissions per user and file histories tracking who has touched each document and how. Disasters can also threaten to damage or lose your documents, but with a Document Management solution in place, you won’t have to worry because your business-critical data is securely stored.

  1. Is our document approval process a nightmare?

What is your document approval process? For example, what steps do you have to go through for approving an Accounts Payable invoice? How many people does that invoice pass through? How long does the process usually take? We know that approvals can be tedious when documents must be mailed across the country, sit dormant on coworkers’ desks, or must go through multiple employees before approval can be obtained.

With DocLink, you can automate that drawn-out business process, increasing organizational efficiency. Common bottlenecks are removed and processes made better: approvals can take place outside the office, via email, or on a mobile device. Rules and workflow delegation can be set so you need not worry when an approver is on vacation. Alerts can even be scheduled to notify employees of approaching deadlines. 

  1. How much time is lost on data entry and filing?

Manual data entry and filing is not the most efficient use of your teams’ day. If those tasks were cut from their daily routines, think about how you could reallocate their time to focus on more productive tasks. Plus, data entry and filing inevitably result in mistakes; correcting them uses more time and money.

With DocLink, you can minimize data entry during processing, leverage existing ERP data, reduce human error and automate indexing.

Many organizations experience the scenarios above. If you do too, consider going paperless! DocLink benefits any department and process—essentially, you’ll gain greater control, visibility and efficiency. And streamlining these processes will give you back time and money. How would you spend it?

 

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