Document management solutions (DMS) are becoming very popular with business all over the world due to the numerous benefits that they provide, including cost and time savings. No matter what department you work in, there are various DMS that can help your organisation, these include: Digital Mailroom Solution A digital mailroom solution can help to speed up the process of handling paper documents by capturing the documents and sending it to the suitable person or department, helping to improve the business process and efficiency and cut down on labour costs. A digital mailroom’s purpose is to help digitise and process paper, but it can also process electronic documents such as PDF’s and emails to help improve the business process further. In the UK, it is estimated that 73% of documents received by companies are paper documents (62% from mail and 11% from faxes). A Digital Mailroom, automatically captures and classifies all information entering an organisation, then routes it to the appropriate person, department or backend ERP, CRM, ECM or workflow solution. It also provides tracking and auditing of that correspondence. Key benefits of a Digital Mailroom: - Reduced operational costs - Increased efficiency - Increased customer service/satisfaction - Improved mail security - Streamline operations and conform to regulations - Become an essential tool in disaster recovery and business continuity - Provide a fast ROI Invoice Management Solution An invoice management solution can help departments, such as Accounts Payable, by enabling the department to scan documents in any format including PDF and email. Invoices come in a multitude of formats, layouts and styles, but with invoice scanning software such as Documation’s Invoice Management Solution, all of these can be effectively scanned and processed. The software can cope with invoices in multiple languages, currencies and will adhere to specific tax and financial rules; all helping to improve business performance and ROI’s. A Documation customer, Southampton Solent University, has successfully implemented the solution and they are seeing huge benefits including reduced invoice processing times, elimination of lost invoices, increased control and visibility and reduced queries. Key benefits of an Invoice Management Solution: - Improved productivity of the accounts payable team - Improved supplier relations - Improved control over key business processes - Improved level of service to internal departments - Improved management information - Reduced data entry costs - Reduced cost and time in coding and authorising invoices - Reduced cost and time in resolving discrepancies - Reduced document storage costs As part of a wider invoice management solution, Documation can also provide an outgoing document management solution. This has huge benefits as purchase ledgers can create and automatically distribute outgoing documents, such as letters and invoices, within a single adaptable solution. It can also automate many of the other existing manual process through the use of workflow technology. Key benefits of an outgoing document management solution: - Provides flexible distribution options for outgoing documents - Avoids duplication - Provides significant savings on processing times and costs - Provides ability to reproduce and redistribute outgoing correspondence held within the solution Human Resource Management Solution The HR department can process thousands of paper documents a year with a different process being carried out for each document type; which can be extremely labour intensive and expensive. Having an automated HR Management Solution can help to automate the manual process and streamline the department. Key benefits of a Human Resource Management Solution: - Retrieve all an employee’s documents from one place - Automate the processing of HR documents - Remove the problems of paper forms - High levels of access security - Reliability of electronic storage Investing in one or more of the above document management systems will help to improve an organisations business process significantly, whilst also saving time and money. In a recent AIIM’s survey, The Paper Free Office – dream or reality?, 42% of respondents said that they have achieved a payback period of 12 months or less from their scanning and capture investments, with 57% saying that they achieved a payback of 18-months or less. This statistic shows that implementing a document management solution is an investment, one which will provide far reaching benefits for any organisation now and into the future. To find out more about Documation’s Document Management Solutions, please visit www.documation.co.uk or email info@documation.co.uk.
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Document Management Solution, Invoice Processing, Invoice Scanning, Invoice Management Solution, Automation,
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