- Paperless 2 4 1 – Digital Documents Manager Duties And Responsibilities
- Paperless 2 4 1 – Digital Documents Manager Duties And Responsibilities
On or Offsite Scanning — quickly converts paper documents to digital; streamlines and facilitates the storing and retrieval of important paper-originating information. Legal Compliance — keeping clients current with all relevant regulations; able to track chain-of-custody from the moment a record is received.
- Feb 07, 2018 Businesses that are tired of the tedium of data entry and wish there was a better way to digitize and organize their documents can rest assured—there is. EFileCabinet with Zonal Optical Character Recognition (Zonal OCR) is a robust document management system (DMS) that takes care of tedious tasks for you, while ushering your office into.
- Answer: Who doesn’t need some systematic management of all the information that surrounds them – in folders, spilling out of desk-drawers, mail inboxes and spread sheets?
- Document imaging is the process of turning paper into digital documents using a scanning device. In the past, paper documents were imaged to microfilm, but microfilm was also not searchable, required storage, and broke down over time—which is why microfilm should also be scanned to digital.
These days, companies are increasingly turning to paperless offices, and for good reason. Paper is costly and inefficient, and less and less necessary now that paperless technology is widespread and easy to use. IT Administrators can attest to this, as well as how it increases security. Businesses in the United States waste $8 billion on managing paper each year, with an average $20 price tag on the filing of each document. Alternatively, paperless software significantly cuts down on expenses across the board – from maintenance to labor costs, you may find that digital document management systems greatly boost your firm’s productivity.
Managing Storage and Maintenance Costs for Paperless Systems
It’s a given fact that paper takes up space. How much space? Well, given that a 9 square foot filing cabinet can hold 10,000 documents, the same amount that a typical office worker uses every year, it’s enough space to make you think twice about continuing to use manual filing systems. Paper also grows by about 22% each year for an average business, so your paper usage will double within 4 years. Considering that the standard filing cabinet costs $1500 a year to maintain, and that there is likely more than one employee at your firm, the costs rapidly add up – and just keep adding up. It’s all too easy to accumulate boxes, cabinets, even rooms full of paper that very quickly begin to feel overwhelming and impossible – something IT leaders are bound to hear about from weary office managers.
Beyond the apparent clutter and expenses of physical storage, there are also costs associated with its maintenance: buying ink, toner, postage, as well as the paper itself. Not to mention that if there were to be a flood or fire, it would all be lost anyways. In contrast, a paperless system would be backed up and instantaneously accessible from anywhere. If you work in legal, this is great news for you – gone are the days of toting case files around and the long nights of manually rifling through documents. For IT administrators, this would be beneficial too, as paperless systems are much more secure. (Digital document management systems also have potentially obvious but substantial benefits for the environment.)
Paperless Software Reduces Labor Costs and Increases Efficiency
IT Administrators can also cut down on labor costs for their organizations by implementing paperless document management software. According to an IDC whitepaper from 2009, nonproductive document management work such as reentering into computers or reformatting took up over $1.5 trillion of salaries in the US in 2008. By decreasing the time spent on handling information overload by 15%, a company with 500 employees could save over $2 million annually.
An earlier IDC white paper from 2001 disclosed that the typical worker spends 2.5 hours daily looking for information. That’s about 30% of the workday that could be used on more productive tasks. If you’re a manager wondering why your employee doesn’t have their report on your desk sooner, one reason could be that it’s taking too long to find the relevant information. IDC also calculated the opportunity cost to an enterprise with 1000 workers, which comes out to over $15 million per year. Not only could paperless document management save time, but it quantifies a substantial amount of money saved as well, which could free up a lot of space when budget planning. So much time is wasted manually searching for and through documents, when it could be as simple as Ctrl-F.
Choosing the Right Paperless Document Management System
By introducing paperless document management into your workflow, your business stands to save costs on multiple fronts, as well as become more efficient altogether. Digital documents are quicker, more secure, don’t overcrowd the office, and you know what they say – clear space, clear mind. Paperless technology also enables you to preserve and store files long-term in the exact same condition (as opposed to paper which deteriorates). For example, CVISION’s PDF conversion technology can standardize all your documents into PDF/A for archiving, which is extremely beneficial for industries such as legal and banking where compliance really matters – as if you need any more reasons to go digital.
In conclusion, it’s worth noting that it’s not enough to simply push all your physical documents to digital – it’s equally as important to have an effective paperless document management software to organize them. Otherwise, you’ll find that your physical clutter has only been transposed into digital clutter. Make sure you choose a document management system that is robust enough to support your workflow for years to come.
Paperless 2 4 1 – Digital Documents Manager Duties And Responsibilities
Are you considering switching to a paperless office but unsure where to start? Take CVISION’s PDF Compressor for a test run with a free trial.
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Paperless 2 4 1 – Digital Documents Manager Duties And Responsibilities
The way in which we use and store documents has changed dramatically. A few years ago, both individuals and business used paper exclusively. Now, the average office, be it personal or corporate, includes a combination of both paper and electronic documents. Things can easily get messy, so it's important to have a way of organizing and classifying paper and electronic documents, so that everything is within reach. This is where paperless document management software comes in. Offering a variety of useful features, this software helps you keep track of electronic documents, as well as physical ones (bills, notes, contracts, receipts etc). Here are the best 5 paperless document management software, including PDFelement Pro.
Top 5 Paperless Document Management Software
1. PDFelement Pro for Mac
PDFelement Pro helps users manage paperless documents and also offers a few great features that make editing easier than ever before. This all-in-one tool is a must have for executives who want to streamline document management, while at the same time keeping things secure. iSkysoft PDF Editor 6 Pro stands out through the following tools:
Key Features:
- Edit, Markup & Sign PDF documents easily.
- Convert, Combine & Split PDF files.
- Secure PDF files with passwords and watermarks.
- Add bookmarks and bates numbers to organize your PDF documents.
- Create PDF forms and create PDF from other file formats.
2. Mariner Paperless
Mariner Paperless was created for people who want to get rid of all paper documents and move everything on their computer. With this software, users can simply scan paper documents such as contracts, receipts, bills, scans and memos and add them on their computer, creating a streamlined and clutter-free office environment. Some of the best features you can enjoy in Mariner Paperless include:
- OCR function adds scanned documents in your library instantly
- Make notes on scanned documents
- Organize your scanned documents in a digital filing system that meets IRS requirements
- Create a digital database for all your paper documents
Mariner Paperless is available for Windows and Mac and a user guide is available for free download on the website.
3. MasterControl Document Management
MasterControl Document Management is a paperless document management software targeted specifically at enterprises. Their document control solutions meet the advanced needs of corporations and, at the same time, it complies with the most stringent regulations. MasterControl is widely used in the private sector, but its biggest popularity was reported in the public one – this software is the paperless document management tool of choice for state agencies. Some of the most notable features include:
- Document control automation from approval to obsolescence
- Track document changes and share them with authorized personnel
- Use Taxonomy organizers and document metadata to create document categories and hierarchies
- Analytics and reporting tools for stored documents
- Translatable system allows commercial users to streamline operations with overseas offices
Because each enterprise has different needs in terms of document management features and compliance, it's advisable to first get in touch with a MasterControl representative to find out which version of the software is right for you.
4. FileCenter Paperless Document Management Software
FileCenter Paperless Document Management Software is a low-cost solution from Lucion Technologies, offering a good amount of document management features. This software is recommended for individual use (such as families who want to take better care of their documents) but also for business use, because it is very affordable and does not put a strain on the budget of small start-ups. Main features include:
- Quick PDF scanning
- A variety of organizational tools for documents
- Search documents using OCR
- Edit PDF files
- The software is integrated with the most popular cloud services, so all data is stored securely in the cloud and can be accessed at any time.
FileCenter Paperless Document Management Software is also available in a free trial for clients who would like to try the software before they buy it.
5. Document Locator Paperless Office Software
Document Locator Paperless Office Software is a paperless document management software for Windows, cloud-compatible and mobile friendly. This software centralizes all documents and has a powerful infrastructure that recommends it for commercial use. Document Locator Paperless Office Software can be used in the office or in a Web browser interface and offers a few extra benefits in terms of workflow automation:
- Familiar interface, similar to Microsoft Windows Explorer
- All document changes are tracked
- Metadata document values for easier searches
- Files are secured so that employees do not delete essential documents accidentally
- Automated form processing
Document Locator Paperless Office Software is cloud-compatible, but an on-premise version is also available. Also, clients can try the demo version before purchasing.