Benefits of DOCFOCUS Document Management
By using DOCFOCUS, your business can:
Efficient document management translates into competitive advantages for a company. Establishing competitive differences between companies relies on the way the product is created, supplied and maintained.
Quick access to information – due to centralized information structuring, time is no longer wasted for information searching through filing cabinets and file folders. Our document management users are able to satisfy their customers' requests with the right information at the right time.
According to our clients, when no document management solution is deployed, an employee could spend, on average, between 20 and 30 minutes over three days searching for information, retrieving the information, mailing, faxing and recalling their customer, to answer their customer’s initial question. In most cases more than one phone call is required and additional questions are raised requiring further searching and follow up phone calls.
Shortening customer response time – the customer’s response time is reduced due to the rapid access to information. Without any document management solution whatsoever, the customer’s response time is significantly increased, which often leads to an annoyed customer.
Employee Satisfaction – employees are not spending large amounts of non-productive time filing or retrieving paper documents from a filing cabinet. Working with the technology increases employee satisfaction. Clients have stated that their employees appreciate and enjoy using a document management system verses manually filing and retrieving paper documents. There is no need having one or more individuals spending their time labeling, filing and retrieving paper documents - Enhancing overall efficiency. These employees can be moved to other jobs.
Reduction of manually filing paper documents – manual filing of paper documents is very time consuming. Documents that are manually scanned can be profiled and made available for instant retrieval. Documents that are created from our partnering companies' financial systems can be auto captured and profiled, if these documents do not require signatures. We have clients manually scanning and profiling over 3,000 documents per scan operator per day, while conducting other job related activities. Clients are achieving these quantities within 6 hours of effort.
Eliminating duplicates due to centralized data structuring – searches are easier and faster to perform. There is no longer a need to make duplicate copies of documents as all documents are available to approved users to access and retrieve in real time. Some studies have shown that time savings could be as high as 200 hours per year for each employee.
Mailing and handling costs – with a fax and email interface solution, you can eliminate manual handling and postage of customer documents. Our document management clients have eliminated up to 90% of the manual handling and postage cost. They have stated that they will always have some customers that will not accept emailed or faxed documents, but achieving over 80% acceptance can be done very easily. Visiting your mail handling costs, you can calculate the cost that it takes to print, fold, stuff and post documents to your customers. Add to the labour costs the costs of the stamps, preprinted forms, and envelopes.
Reducing data storage and maintenance costs - practical experience shows that the collateral costs of distributing large files between company branches are far greater than those of using a document management solution.
Reducing office or storage space within a company – without any document management solution, vast spaces are used for storing of active and archival documents (paper). You can work out the cost per square foot/meter that is required to store active documents (cabinet costs and the environmental costs to secure and protect the documents from damages).
Start using DOCFOCUS today and see how it can help save you time and improve your productivity.
By using DOCFOCUS, your business can:
* Manage paper and electronic documents more effectively - all from within our DOCFOCUS desktop environment.
* Improve overall efficiencies and productivity by reducing the amount of paperwork in your office.
* Eliminate manual filing of paper documents, reduce misfiling, and lost documents, and decrease your response time to customer queries.
* Eliminate capital costs associated to storing paper files: sq foot office space, file cabinets, and file folders.
* Expedite information retrieval using custom profiles to index and custom search forms to retrieve documents.
* Eliminate or reduce to a minimum, your ground postage costs.
Cost and Benefit Information:* Eliminate manual filing of paper documents, reduce misfiling, and lost documents, and decrease your response time to customer queries.
* Eliminate capital costs associated to storing paper files: sq foot office space, file cabinets, and file folders.
* Expedite information retrieval using custom profiles to index and custom search forms to retrieve documents.
* Eliminate or reduce to a minimum, your ground postage costs.
Efficient document management translates into competitive advantages for a company. Establishing competitive differences between companies relies on the way the product is created, supplied and maintained.
Quick access to information – due to centralized information structuring, time is no longer wasted for information searching through filing cabinets and file folders. Our document management users are able to satisfy their customers' requests with the right information at the right time.
According to our clients, when no document management solution is deployed, an employee could spend, on average, between 20 and 30 minutes over three days searching for information, retrieving the information, mailing, faxing and recalling their customer, to answer their customer’s initial question. In most cases more than one phone call is required and additional questions are raised requiring further searching and follow up phone calls.
Shortening customer response time – the customer’s response time is reduced due to the rapid access to information. Without any document management solution whatsoever, the customer’s response time is significantly increased, which often leads to an annoyed customer.
Employee Satisfaction – employees are not spending large amounts of non-productive time filing or retrieving paper documents from a filing cabinet. Working with the technology increases employee satisfaction. Clients have stated that their employees appreciate and enjoy using a document management system verses manually filing and retrieving paper documents. There is no need having one or more individuals spending their time labeling, filing and retrieving paper documents - Enhancing overall efficiency. These employees can be moved to other jobs.
Reduction of manually filing paper documents – manual filing of paper documents is very time consuming. Documents that are manually scanned can be profiled and made available for instant retrieval. Documents that are created from our partnering companies' financial systems can be auto captured and profiled, if these documents do not require signatures. We have clients manually scanning and profiling over 3,000 documents per scan operator per day, while conducting other job related activities. Clients are achieving these quantities within 6 hours of effort.
Eliminating duplicates due to centralized data structuring – searches are easier and faster to perform. There is no longer a need to make duplicate copies of documents as all documents are available to approved users to access and retrieve in real time. Some studies have shown that time savings could be as high as 200 hours per year for each employee.
Mailing and handling costs – with a fax and email interface solution, you can eliminate manual handling and postage of customer documents. Our document management clients have eliminated up to 90% of the manual handling and postage cost. They have stated that they will always have some customers that will not accept emailed or faxed documents, but achieving over 80% acceptance can be done very easily. Visiting your mail handling costs, you can calculate the cost that it takes to print, fold, stuff and post documents to your customers. Add to the labour costs the costs of the stamps, preprinted forms, and envelopes.
Reducing data storage and maintenance costs - practical experience shows that the collateral costs of distributing large files between company branches are far greater than those of using a document management solution.
Reducing office or storage space within a company – without any document management solution, vast spaces are used for storing of active and archival documents (paper). You can work out the cost per square foot/meter that is required to store active documents (cabinet costs and the environmental costs to secure and protect the documents from damages).
Start using DOCFOCUS today and see how it can help save you time and improve your productivity.