How Document Management Solutions Improve Workflow

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Businesses rely on paper to accomplish daily tasks—there’s no question about that. However, when it comes to dealing with the physical paper format, challenges often arise with the storing, managing, editing, and retrieving of this information. Fortunately, a document management solution will allow your business to transition to a digital environment that will drastically improve your workflows.

Whether it’s a hybrid approach or a fully-digital approach, document management is the solution to help evolve the way your business operates on a daily basis. Let’s take a look at exactly how document management will streamline and improve the workflows at your office.

Documents are easy to access at anytime 

Think about the last time you had to track down a physical document from a coworker. It probably wasn’t the easiest task to accomplish. A document management solution puts all of your documents into a secure, central location where authorized employees can access them 24/7. You can even utilize search tools to quickly track down specific documents based on keywords or date ranges.

Review, edit, and approve — without any headaches 

The back-and-forth that takes place during a review process with paper documents can be a real headache. Document management makes it easier for changes to be made in real time. Employees can simultaneously access documents from any location. For remote employees, this is an excellent tool that will help build employee engagement. Date tracking capabilities also make life easier whenever you need to look back at the timeline of a document.

Eliminate redundant tasks 

Filing away physical paper documents is a process that is made up of some very tedious, time-consuming tasks. Document management will streamline your workflows with automated file routing, file prompts, and progress notifications that will make the entire process transpire much faster.

Stay organized 

Organization is the key to high-quality workflows. Document management ensures that your documents are properly named and well organized within a centralized system. There’s also a notification system that will ensure all tasks are completed on time. Notification reminders are sent out automatically via e-mail based on the timeline of each specific project.

For more information on a document management solution that can fit the specific needs of your business, contact Infomax Office Systems today.

Why Investing in Document Workflow Solutions Makes Sense

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Organizations have adopted new methods in order to stay ahead of the competition and to ensure that they take advantage of modern day technology—most of which is designed with efficiency and productivity in mind. Incorporating a document workflow solution is one such option. If your business is having problems with information workflows—and, as a result, time is being wasted on manual document processes—it’s time to consider switching to a document workflow solution. More and more businesses that produce a high volume of paper documents are using document workflow software, since it streamlines processes and adds a layer of security by keeping your vital documents safe.

If you’re on the fence, here are some reasons that may change your mind when it comes to document workflow solutions:

Greater Availability
Stop relying on hardcopies to get your work done. Document workflow solutions ensure your documents are available electronically 24/7. So, if your accountant wants to get a couple of hours of work in on her vacation, she’ll be able to access the files she needs without thinking ahead and packing paper files.
Better Organization
Document workflow solutions inherently rely upon electronic format of files. This ensures that staff can no longer say they can’t locate a hardcopy file. Moreover, they also can’t blame an inability to find an electronic file because of standardized labeling, storing, and retrieval patterns used when adding files to your electronic database.
Notifications to Stay On Track
Document workflow software allows you to set notifications to alert your staff when action is required on a project. When a deadline is missed, the staff member is notified that they are past due (and their superior can be notified as well). This holds staff accountable and ensures streamlined workflows.

Reduced Costs
By pushing forward your business process and streamlining workflows, document workflow software will save your company money. Whether it’s by reducing errors, completing projects on or before deadline, improving communication and availability of files, holding staff accountable, or something else, your company will realize real cost savings by implementing document workflow solutions.

If you’re interested in incorporating a document workflow solution to your business processes, contact Infomax today.

Delete Duplicates with Forms Solutions Software

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When digitizing and automating business practices, it’s smart to start with cumbersome processes and major functions. You’ll get the best bang for your buck by optimizing these areas. Increase your operational efficiency by utilizing forms solutions software, a digital tool that will give you a great return on your investment.

Understanding Forms Solutions Software
Forms provide an easy way to capture consistent information, and their standardized format helps ensure that records are complete. Forms Solutions Software generates forms in digital format only, but with the look and general experience of paper forms.

Forms Solutions Software vs. Electronic Document Management
Both Forms Solutions Software and Electronic Document Managment (EDM) support electronic capture of data to maximize efficiency. Both rely on the automation of standard processes to improve productivity. However, EDM typically starts with physical paper, and digitizing documents usually involves manual data entry or scanning. With Forms Solutions, meanwhile, you skip the paper entirely, capturing data directly as it is entered into a computer-based form.

Deleting Duplication
● Data capture — With direct input into the computer or device, Forms Solutions require no extra data entry and no Optical Character Recognition (OCR)—making it faster and less error-prone. Autofill functions save you time by completing standard fields, and mobile integration provides access anytime, anywhere. Employees can enter data while they’re on the go, from wherever they are.
● Workflow — You’re tired of emailing documents back and forth. Filing multiple cross-referenced copies of customer financial records is redundant and time-consuming. Forms Solutions automate and digitize your workflows, providing tagging, account association, routing, and notifications.
● Away from paper — In addition to data accuracy and workflow hassles, the financial and environmental costs of relying on paper forms is substantial. Shipping, handling, printing, storage, raw materials… they all cost you and your business. Forms Solutions, meanwhile, make your data easier to store and integrate into your Enterprise Resource Planning software.

If you’re tired of duplicating data entry and filing, stop juggling multiple copies and get started with Forms Solutions Software. This powerful tool still possesses the functionality of paper forms but includes all the benefits of instant digitization. Contact Infomax Office Systems to learn more.

Big Workflow Solutions for Small Businesses

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It’s that time of year again—no, not the holidays. Small Businesses Saturday is right around the corner. On November 28th, small businesses across the country will ramp up for big sales as local consumers support their community through shopping small. But, small businesses should make sure they are prepared to handle an influx in customers and provide exceptional customer service—not just on Small Business Saturday, but every day of the year. Intuitive digital workflows ensure faster processes and better customer service, among many other benefits.

Here are several reasons why every small business needs a digital workflow strategy.

  • More time to focus on goals. Small businesses often falsely believe that they aren’t big enough to warrant a switch from paper-based system to digital workflows. But, by implementing digital workflow solutions, small businesses are better equipped to focus on the important things. Rather than being bogged down by inefficient processes, they will be able to look ahead and plan for future success. A digital workflow strategy will positively alter the trajectory of your business, by improving the overall efficiency and productivity of your daily operations.
  • Streamlined communication. Even small businesses have communication issues. The most productive work environments require cohesive communication channels that connect in real time. A comprehensive workflow solution will speed decision-making tasks and improve the flow of communication across all levels of your team. With a digital workflow strategy, you can spend less time with back-and-forth communications, and more time focusing on your customer.
  • Improved responsiveness. It’s difficult to tend to the needs of your consumers when you are tending to your own business’s needs. With a digital workflow strategy, your business will run more smoothly. In a sense, a digital workflow strategy is like adding oil to a rusty chain. Imagine if you could retrieve an invoice in seconds instead of minutes, or instantly pull all sales related to a particular customer. With a digital workflow solution, you’ll be able to operate more quickly, creating positive experiences for your employees and customers.

A digital workflow strategy should be an intuitive and effective addition to your SMB workplace. Contact us today to learn about how to grow your small business.

Streamline Forms with Digital Solutions

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Data is a vital part of any business, so the method with which you collect that data must be carefully considered. Many businesses rely on forms completion to keep track of information such as customer history, inventory tracking, and client invoicing. Ultimately, these forms can create a headache-inducing paper chain, while eating up valuable resources and negatively affecting your bottom line.

Wouldn’t a simpler solution be to digitize your forms, thereby streamlining your manual processes? By converting your forms to digital versions, you can easily keep track of them and share them instantaneously.

Here are some of the ways forms solutions from Infomax can simplify your data collection processes.

  • Rapid deployment. With electronic forms, you can create all of your forms quickly, and deploy them just as fast.  No more waiting for print services or a form order to come through. Your workflows will be streamlined and more efficient, as well.
  • Mobile functionality. By capturing forms information digitally, you can easily access it from anywhere. Custom templates and version controls provide the same functionality of your physical forms with the added benefits of file syncing and digital mobility.
  • Paper and forms cost savings. By converting your forms to digital versions, you are drastically reducing the amount of paper your company uses and receives. You’ll save on form production and printing, which can add up to tremendous savings for many businesses.
  • Easier signature capture. If your workflows require signatures as part of the approval process, online forms make it easy to digitally sign documents and keep the workflow moving forward. By streamlining the signature process using digital applications, you can save an immense amount of time and frustration.
  • Instant Access to Data. With digital forms, your data is instantly accessible, in real time, and can be easily updated from anywhere. You can make quick and informed business decisions with all the information you need.

To learn more about how streamlining forms with digital solutions can help nearly every area of your business, contact Infomax today.

Stop the Paper Pile-up by Automating Document Workflow

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The lifecycle of any document is dynamic and constantly changing. Sometimes, documents that have run their course remain in our physical and electronic folders for years or even decades, cluttering our offices and hard drives. But when it comes time to find the document you’re looking for, it’s like finding a needle in a haystack. Fortunately, a document management solution can fix these all-too-common document problems. Document management can help you manage your documents more efficiently and fill the holes in your workflow processes, so that you and your workers can focus on more important tasks.

Electronic document management can improve the daily operations in your office and help clean up your business. Here are several benefits to document management.

  • Moving documents: Are you done with a document? Automatically and seamlessly move the document from one location to another without any hassle whatsoever. Now, your documents can be transferred anywhere within a network for ease of use and workflow efficiency. And you’ll also be able to easily search for and retrieve the document later on when you need it.
  • Control: With document management, you can be notified by email when someone opens, moves, or modifies any document. Whether the change is major or minor, you can be privy to every step along the way. In other words, you can track projects from start to finish every time and keep control of your documents—from start to finish.
  • Streamlining: Document management can streamline your workflow processes, by automating your needs. Using rules-based routing systems, your documents are passed through the proper chain of command, and projects are completed with fewer steps.
  • Saving time: Saving time means saving money. With document management, your business will reduce paper waste, resulting in savings, as well as helping the environment.
  • Customization: Digital workflows can automate tasks for you, so that you can focus on other objectives. Computer-aided work models can complete certain repetitive tasks quickly. They also remove human error, so the quality of the work improves, as well.
  • Ease of use: Document management systems are designed with easy of use in mind. They don’t add steps to your document and workflow processes, they remove some. User-friendly interfaces allow for seamless integration into your business processes. And, you won’t be stuck writing code or getting caught up in the technical side of things. Instead, you can quickly and easily customize your document management to best fit your needs.

To learn more about how document management can revolutionize your workflow, contact Infomax today.

The Coexistence of Digital and Paper Documents

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More information has been produced in the last thirty years than in the previous five thousand — the entire history of civilization. With over 90 percent of corporate information contained in documents, it is clear that whatever the medium, pixels or paper, documents are the currency of the post-20th century Information Age. For most organizations in the Information Age, documents compose much, if not all, of the product they sell or the service they provide.

Documents are also the keeper of corporate knowledge and the repository of corporate history. Whether printed on paper or displayed on a computer screen, documents are the tools that run a business everyday. A document strategy ensures that an organization can find, use and keep information with agility and effectiveness. Organizations that are able to harness the power of information and manage, share and use information effectively are well positioned to create value for everyone.

Contact Infomax Office Systems to see how a document strategy can benefit your organization!