Making Document Management work for your business.
Switch to efficiency and productivity.
What if there was a simple solution that would help your employees become more productive and more efficient with their time?
A solution that would increase your company’s data security, improve your responsiveness to customers and provide a competitive edge? A solution that would save your company money and space from the moment of implementation.
Document management solutions are delivering these benefits for more small businesses in every industry. What’s more, they’re helping organizations
comply with the increasing requirements of new government regulations such as the Sarbanes-Oxley Act, the Fair and Accurate Credit Transaction Act ( FACTA ), the Health Information Portability and Accountability Act ( HIPPA ) , as well as data security standards for the Payment Card Industry ( PCI ).
Smart solutions small businesses can afford.
For years, only large companies considered document management systems because of cost and complexity. But now companies with only a few employees can have the benefits of affordable document management solutions designed for their needs.
Advantages in all areas of business.
Document management systems allow your employees to spend more time on their responsibilities and less time chasing paper.
They help eliminate paper clutter and free up space that was devoted to storing and filing hard copies. Even more important, they reduce the risk of lost or stolen information.
Capturing and converting data from paper to electronic files:
Scanners and MFP’s.
The first step in the document management process is the capturing of information. In this phase hardware is used to scan documents and convert them electronic to files.
Document scanners offer a variety of scan speeds, optical resolutions color depth, paper sizes and weights. Automatic feeders make loading documents more efficient, and duplex scanning allows the capture of both sides of a document.
Multi-functional products (MFP) offer greater versatility for small businesses. In addition to document imaging, MFP’s serve as B&W or color copiers, printers and fax machines. By doing the work of several pieces of equipment, MFP’s further contribute to efficiency by freeing up floor space.
Managing the process:
Customized software to fit you needs.
Document management software serves as the brains behind the entire process. The right software will enable you to manage and simplify the storage, organization and access of your electronic documents.
Just as important, the software should be simple to use, so your employees can edit or add to existing documents, create and collaborate on new documents, and share work more easily than ever.
Advanced features such as Optical Character Recognition ( OCR ) make document management even more efficient. OCR is a process that takes a
scanned document and “reads” the page, searching for names or words that you can designate, and categorize the document according to your programmed input.
In addition, document management software allows you to control access to documents, restricting certain files and data to authorized users, and reducing your company’s liability.
Making room for it all:
Solutions that fit the needs of your business.
Document management systems offer an extremely cost-efficient solution to storing large amounts of data.
The information contained in a full file cabinet can easily be contained on a single disk, and readily accessed by any authorized user on your network. For most businesses, data storage needs double each year. Be sure to select a document management system with capacity that can grow wiyh your business.
Finishing the job:
Shredding for secure disposal.
The final step in the document management process is ensuring that the hard copies that have been converted to electronic files are properly destroyed. Shredding documents protects company and client data from being compromised, maximizing security and minimizing the risk of identity theft.
Call 303.390.3600 today to schedule an appointment with a FBP Document Management project manager.