12/11/2014

By Christina Bowe, Regional Director UK & Ireland, Perceptive Software


Paper-intensive accounts payable and accounts receivable processes present a considerable burden in the form of time-consuming manual keying, line item matching and routing documents for approval. These slow routines increase operating costs and create inefficiencies within any organisation.

The paperless office may seem like a pipe dream, but enterprises can take action to make it a reality. By having a clear methodology with accountability in place, businesses can continually improve on their march towards their paperless objectives.

Here are 10 reasons the paperless office is a goal worth pursuing:

1. Easy storage:
All documents entering the organisation can be scanned and electronically stored within a centralised, configurable content management system, minimising costs associated with physical storage.

2. Automatic audit trail: With strict guidelines in place regarding document retention policy, maintaining documents electronically makes them immediately accessible for later inquiries.

3. Time savings:
Digging through file cabinets becomes a thing of the past. Content can be located within seconds via intelligent search functionality.

4. Simplicity:
Authorised users can perform many business processes with a touch of a button.

5. Accessibility:
Multiple people can view a document at the same document across multiple sites.

6. Business development:
With digital content management making key routines more efficient, management can focus more resources continual improvements and cultivating new business

7. Security:
With documents stored on secured servers, only authorised users are able to retrieve them. This is more secure than paper, which can be easy misplaced or mishandled.

8. Better customer service:
A document management system enables users to access all customer data quickly, supporting a faster, improved customer experience.

9. Email efficiency:
An effective document management system can communicate with internal server-based email systems to present emails like documents, saving time in digging up emails.

10. ROI: Organisations typically observe a rapid return on investment with document management systems, often achieving ROI within one year of implementation.