A quality record management company provides software and hardware solutions that fulfill record management needs for a variety of industries including government, healthcare, financial, manufacturing and more. Document management companies provide these industries numerous benefits including streamlined efficiencies, decreased costs and perhaps most importantly improved customer service.

In part 1 of this blog post we discussed numerous ways that Accounts Payable Departments can benefit from high quality document management solutions. In this blog post we will continue to discuss how document management solutions automate the accounts payable process, which increases your business’ efficiency and saves money.

Quality document management solutions also allow your accounts payable department to eliminate stalled invoices and automate document routing, seize all vendor discounts, improve vendor relationships and increase favorable terms. Additionally, these document management solutions also allow your accounts payable department to easily perform and augment three-way matching, including exceptions resolution.

Are you looking for a document management solution to automate the accounts payable process? Could your accounts payable department benefit from optimized approvals, payment cycles and reporting as well as lowered costs and risk of accrual misstatement? Then you have come to the right place. This blog post will discuss the benefits of document management and specifically focus on how accounts payable departments can benefit from high quality document management solutions.

In part 1 of this blog post we discussed a typical client call regarding Ontario records management and how many clients are surprised by the price of document scanning and the fact that this is most likely because they are not fully utilizing their document management services.

For many of you who are familiar with Ontario record management this article may seem counter-intuitive to some document management solution offerings, and I’m sure if any document management company’s conversion services staff read this I would get an ear-full. But at the end of the day an Ontario record management company’s goal is to provide peace of mind, not pieces of paper, in other words, they’re problem solvers… no matter what the solution may be.

It happens around this time every year; companies’ fiscal year-ends are here and they look back at the cabinets and boxes of accounts payable and account receivable documents they have collected over the year and they want to scan them. Fantastic! I always applaud those organizations that want to manage their information electronically… That is if there is a business case for it. A typical sales call for this applications goes like this:

In part 1 of this blog post we discussed the uses and increasing importance of microfilm scanners. In this blog post we will discuss the features and specifications of a high quality microfilm scanner. It is important to choose a scanner that offers the following features:

A microfilm scanner is a device that is used for reading microform documents. Microform documents include microfilm, flat film, microfiche, ultra fiche and aperture cards. Using cassettes or open reels, microfilm is used by a wide variety of enterprises to store many documents in a small space. Microfilm and scanners have become increasingly important in the storage of archived newspapers as well as development of films. A scanner is used in viewing and projecting to magnify microfilm images to readable sizes.

For many of our followers this post may seem counter-intuitive to our some of our solution offerings, and I'm sure if my conversion services staff read this I would get an ear-full. But at the end of the day our goal is to provide Peace Of Mind, Not Pieces Of Paper, in other words, we're problem solvers... no matter what the solution may be.

1. Save money on paper and shipping – and reduce your environmental footprint at the same time. A study of four customers by Oracle Corporation (a sponsor of the AIIM Green ECM site) quantified the direct cost and environmental savings from driving paper out of core processes through deployment of document management technologies.

2. Increase the effectiveness of core processes. Think about the benefits of document management technologies in a single core process – finance. Driving paper from financial processes allows an accounts payable group to pay invoices faster, taking advantage of discounts for early payment. It allows an accounts receivable group to improve cash flows and reduce the days that sales are outstanding. The cost of processing an invoice can typically be cut by a factor of 10, creating savings that drop directly to the bottom line. These kinds of savings can usually be replicated in other paper‐intensive processes, yielding BOTH bottom line AND green benefits.

3. Truly integrate your field operations. The application of distributed capture technologies – using a scanner in a field office to process locally created paper and electronically store it in a central location – is a true no‐brainer for most organizations. Distributed capture solutions often pay for themselves just through savings in courier and shipping costs. But taking courier and overnight services off the road also translates into significant direct environmental benefits.

4. Reduce real estate costs. Less paper means fewer filing cabinets means less real estate ‐‐ which reduces cost, but also significantly reduces your environmental footprint.

5. Improve employee productivity. By digitizing as much information as possible, you set the stage for allowing employees much greater flexibility in their working arrangements and for much more effective collaboration independent of geography. Which also translates into less real estate and less travel and a reduced carbon footprint – and happier employees.

6. Reduce off‐site storage costs. Off‐site storage of paper is expensive, often requiring rental and maintenance fees as well as significant transportation costs to the facility. All of which represent a significant burden on the environment compared to a document management solution.

This article was original written and shared with permission by AIIM.org. For more information on Green ECM, visit http://www.aiim.org/green‐ecm