A walk on easy street: Integrated Document Management25 Aug, 2009 By: Editorial Staff imageSource
A walk on easy street: Integrated Document Management
More and more dealers are helping business owners leap
ahead of their competition by implementing an Integrated Document Management (IDM)
solution. With an IDM solution, businesses can capture, organize and manage all
of their documents; with one search they can have all the information about any
one business transaction.
With all types of documents in one place, automating
business processes becomes extremely simple and cost effective.
Positioning yourself as an expert in IDM is the way to
boost profits. Make sure you carry these examples in your repertoire to close
As an example, in "Office A" - incoming correspondences, invoices, and delivery
slips are scanned on the copier and stored in the electronic file cabinet.
E-mail, PC generated files, faxes and even mainframe data are automatically
captured and also stored in this file cabinet.
The Accounts Receivable clerk of Office A is responsible
for approving incoming invoices. Located on the clerk’s PC desktop is a folder
that automatically searches the electronic file cabinet at the office for any
new incoming invoices and places the path or result list directly in this
folder. The clerk now has immediate access.
With a single mouse click individuals can view a document,
and by placing an electronic stamp or signature on the document, it will
automatically be routed to the next step in the payment process. Of course, all
of the documents are secure and only available to users who have the appropriate
access rights. Security is always paramount.
One of the main advantages of an IDM solution is online
access to documents from any location. Additionally, file cabinets located at
different sites can be synchronized. This way headquarters, branches and remote
locations can comfortably work with the same documents with minimal delay.
Another big part of any IDM solution is how documents are captured. When making
a copy, digital copiers or Multifunction products (MFP) produce a digital image
that can easily be stored in an IDM solution. Your customers can get better use
out of their digital copier with automated handling of business information.
This helps them realize increased productivity, better customer service, and
employee satisfaction - all contributing to a profitable bottom line for them
and for you.