9 Sneaky Ways to Get Employees to Print Less

9 Sneaky Ways to Get Employees to Print Less

No matter how many steps companies take toward the paperless office, there are still some people who just don’t get with the program.

Maybe it’s out of habit. Or maybe they’re the tactile sorts who just don’t feel comfortable without something in their hands.

Nonetheless, companies still look for ways to discourage printing. There are, after all, so many costs associated with printing. Here’s just a few of them.

3 Ways a Content Management System Helps Your Organization Be More Successful

Your organization’s staff searches for information, acts on it, moves it and archives it every day. This process, with its manual searching, faxing, photocopying and hand distribution, is costly and time-consuming. But by implementing a content management system, organizations can realize many benefits that noticeably improve organizational efficiency.

Document Management: Conducting A Needs Assessment

Document Management: Conducting A Needs Assessment

The success of your implementation is directly related to the amount of effort and collaboration that goes into planning the project. To ensure that all departments actively participate in the planning process, you should assemble a project management team that includes each department head, as well as IT and records management personnel. You should also appoint a project manager, who will establish deadlines, assign roles and tasks, and monitor the project's overall progress. 

Essential Components of a Quality Document Management System

Essential Components of a Quality Document Management System

Although all document management systems provide the basics of scanning, retrieval and display, when it comes to implementing a document management solution in the real world, system essentials extend far beyond the basics. Document management systems designed for multiple users, a high volume of documents or multiple office locations must meet more stringent requirements. The features listed below are important to look for when selecting a document management system for your organization.

About Digital Document Management

About Digital Document Management

Digital document management represents a significant advance over storing information on paper. No longer just ink on a page, the document becomes active content after processing by Optical Character Recognition (OCR) technology. A document management system should offer effective search tools for document retrieval, including full-text search, template field searches and a visual filing scheme that permits users to browse for documents. The best systems will allow you to find documents using a combination of all three methods.

Enable Automation with Document Management Solutions

Enable Automation with Document Management Solutions

Document management solutions with an automated workflow component deliver more efficient work processes. A workflow solution reduces costly paper handling with intelligent document routing and saves time and money by reducing photocopying, hand delivery and repetitive dragging and dropping.

Increase Communication and Collaboration with Document Management Systems

Increase Communication and Collaboration with Document Management Systems

Document management solutions make it easy to share documents electronically with colleagues and clients over a network, whether that is network-attached storage (NAS) or a storage area network system (SAN), on CD or DVD, or securely over the Web. Sharing paper documents usually entails photocopying, and sharing microfilm requires conversion to paper, but with digital documents, you can view the same documents simultaneously.

Increase Profitability with Document Management Systems

Increase Profitability with Document Management Systems

While implementing a document management solution can result in up-front costs, it does lead to long-term savings. In fact, a recent IDC study pinpoints the return on investment (ROI) of document management solution at less than one year, with a five-year ROI of 404%. Half of the organizations studied had payback within six months. In fact, a quality document management solution can deliver a rapid return on investment without overtaxing IT resources.

How ECM Can Help Ease The Burden Of Compliance

How ECM Can Help Ease The Burden Of Compliance

Having the right ECM system can allow you to proactively manage regulation compliance and enforce consistent document compliance standards across multi-office teams, remote workers and contractors. From the moment that your digital records are created, you are able to auto-file according to industry regulations and corporate policies. 

How to Securely Email Documents with ECM

How to Securely Email Documents with ECM

What does your organization do to prevent its emails from being hacked?

With massive email security breaches fresh in mind, many organizations share concerns that confidential email attachments can fall into the wrong hands. Here are three tips for using enterprise content management (ECM) software to securely email documents.

5 Ways Document Management Systems Can Improve the Bottom Line

5 Ways Document Management Systems Can Improve the Bottom Line

How much will a document management system actually benefit my organization’s bottom line?

That’s a common, reasonable question every organization should ask before investing in new technology. But like any other tool, the impact of a document management system (DMS) on the bottom line rests entirely on how you use it.

While ROI isn’t necessarily a hard, universal number, here are some ways other organizations have improved their bottom line with document management systems.

Keep It or Toss It? A 'General' Records Retention Guideline

Keep It or Toss It? A 'General' Records Retention Guideline

There are many good reasons to have a plan in place for keeping track of important papers, especially ones that pertain to your business. When the time comes to do the yearly "file purge", for many of us, it can be a daunting and scary task.  The consequences of tossing out important documents can be harsh. Here are some general record retention guidelines to help you develop your own retention timeline policy.

7 Document Imaging System Capabilities Your Office Needs

7 Document Imaging System Capabilities Your Office Needs

Robust document imaging capabilities are crucial to any organization that needs to digitize, process and store paper documents. Rather than searching through filing cabinets to find documents, forward-thinking organizations are using document imaging systems to quickly find the information needed to make business-critical decisions. Here are seven important document imaging capabilities that every office needs.

3 Top Records Management Challenges

3 Top Records Management Challenges

Records managers are on the front lines of managing risk for their organizations—and they’ve got their work cut out for them.

With complicated retention schedules and the looming possibility of an audit always present, records management involves far greater effort than making sure documents are filed in a safe place. Here are three major records management challenges facing organizations today.

What is Enterprise Content Management?

What is Enterprise Content Management?

Enterprise content management (ECM) systems have evolved with technology and the changing needs of businesses.

The driving force behind ECM systems is to do business better. Whether you manage large commercial supply chains or are a municipal government clerk, chances are you have content that needs managing.

Here is a basic description of ECM systems and how they can help organizations increase productivity.

First, this article will describe the content ECM systems manage, next, what it means to manage content and, lastly, where the enterprise comes into play when managing content

Paper Is A Big Expense, Save Yourself Money

Paper Is A Big Expense, Save Yourself Money

So you’re considering transitioning to a paperless office, but are a little wary about the huge investment it takes to start the process. The task may seem daunting, but do you know what the costs associated with paper in your office currently are? They add up quickly, sometimes without you even realizing it and can be mitigated or even eliminated by going paperless.

Have you ever wondered what the cost of the use of paper in a business setting is? After reading this, you will see why businesses are choosing to go paperless.