The Paper Office Is Dead Long Live Document Imaging Software

Document imaging software makes possible a completely paperless office

, reducing the need for storage space in which to archive dead documentation, reducing overhead on stationery and eliminating completely the chance of documents being lost, misplaced or stolen. Manage the entire lifecycle of documentation, from creation, storage, retrieval and distribution without the need for an internal post service and manage them via a system which enables all stakeholders within the business or organization maximum efficiency in the course of their working schedule.

Scanning and capturing documentation which is already in use negates the need for creating new documentation in web forms; however what is the point of digitizing a few forms if signatures are still required from deliveries to customers proving receipt of goods, inter office signatures for receipt of internal paperwork etc. Using intelligent data capture in conjunction with automatic creation of webforms for handling data, stakeholders can electronically sign for any form, any product or internal/external routing of data forms.

It is possible to capture a digital signature with a signature pad device, and by docking this pad anywhere on the system it can be applied to invoices, bills of lading, proofs of delivery and documents generated. Because the documents and forms are stored on secure server, availability 24/7 by relevant stakeholders from anywhere in the world where there is a live internet connection is possible.

Accounts payable, human resources departments, legal departments and loading docks, delivery routes for distribution of products to customers, the number of applications which document imaging software will streamline really is limited only by your imagination. The entire workflow process becomes exponentially more efficient and in the process stakeholders become more efficient.

Think about the amount of time spent searching for printed documentation which has been misplaced or lost; consider perhaps the need to produce documentation for an insurance claim, legal dispute or even an employee/employer dispute and it isn't available for one reason or another. Digital documentation stored on secure server is always available and cannot be lost or destroyed. If it is deleted in error it can be restored from backups which are taken on a daily basis.

Stakeholders can be assigned rights to documentation which is relevant to their work, and efficient distribution to individual workstations by secure log on and sign in means for their eyes only.

Take a look at what RJS Software can do for your business; increase efficiency, save on storage and stationery overhead and manage document distribution, storage and retrieval all in one hit with innovative and intuitive document imaging software. Log on to their website today, or better still contact them for more detailed information, the address for reference is http://www.rjssoftware.com.

by: dave smith

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