In today’s fast-paced business world, organizations are continually looking for ways to enhance their operations, improve their workflow processes, and stay competitive. One area that companies commonly overlook is their document management strategy. Implementing a document management system can provide businesses of all sizes with numerous benefits, including: Streamlined Document Retrieval One of the…
Though document management sounds like a complicated process reserved for large corporations, it’s something that every business – of every size – does every day. In fact, your office is doing it right now as we speak. Simply put, document management is the printing, copying, and filing you do daily; it’s how you interact with…
The copiers and printers that most businesses use every day are easy to take for granted. However, they are actually very complicated machines that move at extremely high speeds, feeding very thin sheets of paper through printing assemblies that place millions of microscopic dots on them in a matter of just a few seconds. Printing…
Most people who purchase a multi-function device typically use it for one or two basic features; copy and print. However, today’s copiers are capable of so much more than those basic functions and simply learning what your new investment is capable of can help increase your office efficiency and reduce costs. Toshiba has produced a…
At MCC, we aim to decrease our clients’ expenses and dramatically increase their profitability by implementing proven office technology solutions. We effectively evaluate each client’s current technology processes and provide the most cost-effective tools and technology to help our clients communicate their message to their target audience through one of our six distinct disciplines. By…
At MCC, we understand how important it is for businesses to have document solutions that will produce results with excellence. That’s why our sales and service representatives are factory trained and dedicated to making investing in a copier or printer as simple as possible. Our sales reps will work alongside you to find document solutions…
Source: Businesses need to deal with paper’s invisible footprint | Information Age
The majority of business information is still spending much of its lifespan on paper, despite the fact that paper presents an ongoing challenge to businesses.
Last December, just as everyone was preparing to head home for the festive break, a worrying story hit the scientific research press. A team at the University of British Columbia had been attempting to collect original research data from a random set of 516 studies published between 1991 and 2011. They discovered that 80% of the scientific data that informed the studies had been lost.
They noticed that for the first two years after publication, data was properly filed, protected and stored. Then it started to disappear, at a rate of 17% a year. Never to be found again.
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Source: Email-based Workflow; More like Work Trickle
An important part of my youth was spent working on projects with my dad and my grandfathers. Being a little kid, my main responsibility was to fetch tools. (Eventually the adults realized I could be trusted to lift heavy objects and clean up after the work was done, too.) The thing is, we didn’t always have the right tools for every job but, when we did, things went a whole lot smoother. We finished in less time, and everyone seemed to get along better.
Many companies rely heavily on email as their “tool” to manage document-based workflow processes. A document is created and emailed to a person or group to review, edit, approve and forward to the next person or group in the process. This all seems pretty simple on the surface, but when compared to ECM (Enterprise Content Management) workflow, email workflow has some serious deficiencies.
The differences are clear from the start, when the required document is initially created. If only one person ever creates new documents, it’s easy to make sure the most current version of the document kicks off the workflow. However, if multiple people initiate document workflows, it becomes a challenge to make sure everyone uses the correct and most up-to-date version of the document. (For more on this, see one of our previous blogs.) If someone initiates the process with an incorrect version of a document, delays and the potential for errors both increase. With most ECMs all up-to-date documents are kept in the system, so any user who initiates a document process automatically kicks off the right document every time.
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According to PricewaterhouseCoopers, finding a lost document will cost a company $122 on average. It is also estimated that 7.5% of all company documents are lost completely. Let’s assume your company works with 10,000 documents – an extremely light figure. That would mean, about 750 of those documents are doomed to be lost, ultimately costing your company around $91,500. Plus, if you had to recreate any lost documents, the time and supplies involved would make that number jump well over the $100,000 mark.
Or what if a customer calls in with questions about a specific invoice? With a paper based filing system, the employee taking the call would have to hang up, walk to the storage area, search for that specific invoice, walk back to their desk and return the call. What if they need a copy? Then that employee must walk over to the fax machine, send a copy, return to the storage area and refile the document. This process can take up to 20 minutes for one simple question.
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MCC’s Integrated Solutions Division provides your organization with the options to get rid of all that paper! With Cabinet SAFE, document management has never been easier. This technology helps increase efficiency, tighten security, save actual office space and reduce your carbon footprint. It’s time to look to the Cloud for paperless document management. Are you…
