Wednesday, April 24, 2013

Top 5 Reasons to Implement Intelligent Document Management

1. Money 

As we’ve shown in previous posts, the use of a paper-based document system costs money…a lot of money. In a business that only deals with one hundred documents a day, those costs, per annum, never go below €15,000. With a system that has similar characteristics to those of Athento, the cost of this document system would be reduced to just 1.85% of this figure.

2. Time 

The most significant costs that paper generates are related to the time that employees dedicate to filing, searching for or processing information from documents. A digital document management system considerably reduces the time it takes us to (for example) save a document in its correct location. An intelligent document management system doubles those savings. Why? Because it avoids making a person do many tasks that the system is capable of doing for itself. For example, a document management system avoids the need for a person to introduce important data from the document into the system; or, through the use of tags, it can help us find the document that we’re looking for in half the time.

3. Headaches 

Losing a document is nothing to be laughed at. It’s said that having to go back and generate just one document costs $220, and it’s not all that difficult to lose a document. But managing paper documents doesn’t just put us at a greater risk for losing documents; it also makes it a lot harder to guarantee the confidentiality of critical documentation and guarantee the preservation and integrity of all of the information of our business.

4. Clients, suppliers and unhappy third parties 

When we automate tasks using an intelligent document management system, what we’re really doing is reducing the amount of time that the processes need to finish. In other words, by automating processes, we get faster processes for billing, incident management and complaints and orders; and that, in turn, means faster answers both for ourselves and our clients. One good example of this is with government bodies: How many times have you had to present the same document to the same organism just because you’re doing a different type of paperwork? An intelligent document management system makes that document accessible, and the civil servant who’s serving you doesn’t have to ask for it again.

5. Business resources and humanity resources 

In addition to time, paper-based documents need both space and furniture to be stored in. Talking about documents means also talking about printing, and printing means talking about the consumption of ink and toner; that, in turn, means talking about the four liters of petroleum needed for eademand for wood and wood pulp by the pulp and paper industry.
ch printer cartridge that is produced. And, finally, the most obvious – the quantity of paper consumed around the world, which keeps growing and which also means the increased


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