Document Management in Ontario: What’s wrong with paper documents?

1
Document Management in Ontario

• Whats wrong with paper documents?

2
Document Management in Ontario

• Companies produce a mammoth volume of documents
  every day and document management in Ontario can
  help. The information these documents contain is
  often the cornerstone of a businesss success and
  marks their ability to operate efficiently. Each
  document is tied to different processes.
  Documents are created, forwarded, checked,
  stored, and above all, searched for time and time
  again. This takes a lot of valuable time and
  resources away from employees, which is why it is
  worth the time looking at document management in
  Ontario to solve these issues.

3
Document Management in Ontario

• This is where document management in Ontario
  comes into play. With a document management
  system, you will improve your customer service
  and save a lot of time and money. For example,
  when a business sells a product to a consumer,
  there are product requests, placing the order and
  creating an invoice, a process that demands a lot
  of documents in both electronic and paper format.
  

4
Document Management in Ontario

• Whats wrong with paper documents?
•  
• In a traditional business, paper documents are
  stored in a various locations throughout the
  business. The documents can be stored as a paper
  document or spreadsheet on the local computer or
  business server. E-mail correspondence with your
  customer is stored on your companys email
  server. The order is filed in paper format in the
  file folder, and invoice is saved in the
  accounting program.
• When a customer calls, you need to collect all of
  the documents from their different storage
  locations. If a paper document is with an
  absentee employee or misplaced, the process comes
  to a halt. With this system, your company can not
  respond quickly enough and results in poor
  customer service and much frustration.

5
Document Management in Ontario

• Companies that use document management in
  Ontario have a clear advantage in this situation.
  The document management system manages all the
  documents that accumulate during the course of
  doing business and files them correctly in an
  electronic file cabinet and every authorized
  employee has access to these documents on their
  own computer. By searching for pre-defined
  indexed words, you can have an overview of the
  whole process immediately.
• With this document management in Ontario system,
  employees can respond to queries in a matter of
  seconds without searching for paperwork. You save
  time, and your customers and partners will be
  happy. A document management system can do more
  than this. It can also help you optimize your
  internal business processes and workflows.

6
Document Management in Ontario

• How does a document management system in Ontario
  work?
• Depending on the document types, the process is
  often fully automated. Paper-based documents are
  scanned and after scanning, index terms are
  assigned to keywords. With large volumes of
  documents, this process is often outsourced to a
  document management in Ontario company.
• For documents already in electronic formats, all
  you need to do is drag and drop them into the
  document management file cabinet. E-mails are
  automatically stored and index with keywords and
  links to your contact database. And you can see,
  a document management system can be integrated in
  any infrastructure and adapted with long waiting
  times.

7
Document Management in Ontario

• Key benefits of document management in Ontario
• Central document pool for all documents
• Access to all documents
• Global access via internet
• Semi or full automatic storage
• Complete search results
• Process optimization and transparency through
  workflows
• Reduced storage space
• Protection against fire and water damage
• Documents can be accessed and read indefinitely
• Adheres to legal document retention guidelines

8
Document Management in Ontario

• These are strong arguments for document
  management in Ontario and when implemented, can
  be used to automate the workflows in your
  organization, meeting your organizations needs
  while streamlining many processes, reducing
  errors and increasing productivity for years to
  come.

9
About the Author

• Kevin D'Arcy is VP of Sales and Marketing for
  MES Hybrid Document Systems, Ontario's leading
  document scanning and document management
  supplier.
• For more information about our document
  management in Ontario services, visit
  http//www.mesltd.ca/service.html?id2