Document Management Provides Cost Savings
Printing costs for a company can be expensive. When asked to evaluate printing costs, most people immediately think of the cost of an ink jet or laser printer cartridge. While cartridges definitely add to the overall printing costs, the total cost is much more than just printing supplies.
When evaluating printing costs, you must include hardware, service, IT support, vendor management, supply inventories and logistics. Much of this is hard to track, which is why we offer to manage your print services.
Distribution costs can also be very costly. In the total distribution cost you must include printing, pre-printed forms, envelopes, folding and stuffing. By using electronic forms technology to send documents, you can eliminate many extra costs.
Reduce Your Carbon Footprint with Document Management
Going green is definitely a hot button issue these days that everyone is talking about…even businesses. With an Electronic Document Management System (EDMS) you have the chance to create a secure database of digital documents that saves paper and money.
Not only will you enhance your budgets with the integration of an EDMS, but you will also experience a myriad of productivity benefits. Your employees will no longer have to rifle through multiple filing cabinets to find a single document. Plus, EDMS technology will help reduce your carbon footprint through reduced paper usage and productive remote employees.
Reduce Paper Consumption
If your business goes through 40 cases of copy paper in a year, you are helping to contribute about 5,690 pounds of greenhouse gases to the environment. Obviously, going completely paperless is not an option since you cannot control what comes in from external sources. However, with an EDMS, you can scan paper documents into your electronic storage systems and make faxes completely digital. Even printing can be reduced by storing files in a searchable index instead of having to print them for physical filing. You will be able to easily lower your costs and decrease your carbon footprint by reducing paper usage.
Go/Save Green with a Paperless Office
Electronic document management systems provide an efficient way to reduce paper usage and save costs. Smart paper-saving tactics can have a positive financial and environmental impact.
Document management technologies allow for the creation of a searchable database of scanned paper information where in the office or working remotely. Combined with efficient scanning of new multifunctional copiers and the reasonable cost of disk storage, document management can shrink paper usage, enable remote workers, eliminate faxing, and automate workflows.
Hidden Costs of Paper-Based Filing
Many businesses are taking advantage of the dropping costs of hard drive space and implementing Electronic Document Management Systems.
These digital systems create a searchable database of scanned information and enables better business decisions and smoother customer service interactions. It also provides a much-needed disaster recovery plan and helps ensure regulatory compliance.
Unfortunately, many companies are deterred from an Electronic Document Management System because of the initial set up costs involved. They see paper documents as “free” because they often aren’t tracked as well as they should be and are swallowed by far-reaching office supply budgets. However, paper documents are definitely not free. In fact, they may even be costing your company more money than the digital options that are available today.
Reduce Legal Risk With a Document Management System
New Federal eDiscovery laws require organizations to present not only paper, but also digital files in the discovery phase of a lawsuit. If you cannot provide all the information related to a case, your company is at risk of losing the lawsuit or having to settle out of court. For this reason, it is very important for every business to develop an information management strategy that integrates both paper documents and digital files.
One of the easiest ways to manage your company’s information is with an Electronic Document Management System (EDMS). This technology provides a repository for paper and digital information that is secure and searchable. Not only will this keep you up to day with eDiscovery standards, it can also streamline your business processes.
The Challenge Managing Information
Today’s businesses transmit information in multiple formats. The biggest problem related to eDiscovery is that the documents required are not all centrally managed. While some computer files are on servers, many are scattered across individual desktops and laptops while paper files reside in filing cabinets and desk drawers. Furthermore, you email server can contain important emails.
Controlling Print Costs with a Document Management Solution
When considering the many costs that an organisation has to expend, one of the most misunderstood is that of printing costs.
The Gartner Group estimates that as much as 30% of organisations' print costs can be eliminated with simple technology solutions.
The Business World is a rapidly changing entity, and technology helps adapt to these changes quickly and will help a 
company keep its competitive advantage. Paper has always been an inefficient medium for conducting business processes, and recently has become a key focus for Business Process Improvement (BPI) initiatives. So what are the main reasons for a company or organisation to move towards the paperless environment?
Below are the two main categories:
1. Operation Efficiency and Business Process Improvement
Using a digital repository can improve productivity. This is an obvious benefit. Any time you can reduce the time required to perform a required task, that time can be applied elsewhere. A basic online search for a customer file requires about 5 seconds. To accomplish the same information lookup with a physical file cabinet can take 10 – 25 minutes, or perhaps even days if the file is held in off-site storage. This is just for basic lookups, and not complex searches, which could take weeks if performed through the physical file system.
Go Green with a Document Management System
Document management technologies provide a powerful way to reduce paper usage and offer the possibility of improved workflow and enhanced security. Document management is now a sensible paper-saving strategy for virtually any size of organisation
Here are a few simple ways you can leverage document management technology: 
1. Automate Workflow. Most business processes involve the flow of information between individuals or departments for approval. Document management technologies offer the opportunity to reduce paper usage by moving documents digitally through approval processes rather than sending paper files. Not only does this save paper, it also speeds up approval processes. Not having multiple versions of a document reduces confusion and the view log on the document management system can increase accountability.
2. Reduce Paper Filing. Storing documents in paper format leads to unnecessary paper usage. Scanning documents to electronic format means that users can search for files in digital format. These files can be viewed on screen. Virtual sticky notes and other annotation tools can be used to record notes. Digital copies of the page can be forwarded as email attachments.
