Below you will find some factors that contribute to an inefficient and costly document infrastructure.
• Regulatory requirement to archive documents
Local, state, and federal government requirements to archive certain documents and records continually increase. To meet these challenges, your company has turned to a records management firm that offers services including pickup and delivery, document preparation and search, in additional to off-site storage. Documents have been archived twice as long as required by law at huge waste.
• On-demand document retrieval requirements
Companies must make records available within a given time frame to auditors, customers, or regulators.
• Manuals, training, and compliance documentation
The above referenced documents are often voluminous and, there costly to produce and distribute. Your company prints and keeps in inventory large quantities of these documents in order to get the production costs down, only to discard a substantial portion of the inventory due to obsolescence. Technologies allowing for printing at the point and time of need can dramatically impact cost, quality, and timeliness of these documents.
• Frequent use of pre-printed forms
Your company uses pre-printed forms, often in conjunction with antiquated impact printers, and spends thousands of dollars a month while your high volume MFPs go underutilized.
• On-site storage
Your company uses valuable office space to store filing cabinets for use as document storage rooms and other means of physical document storage.
• Collaborative document creation process
Your company documents require collaboration among employees to produce a final product, involving multiple locations, incompatible software applications. Technologies exist to reconcile these differences and ease bottlenecks typically associated with complex collaborative content creation.
• Regularly outsourced document production
Your company has special document finishing/reproduction characteristics, which lead you to frequently outsource the production of certain jobs. Typically, the reasons for outsourcing include one or more of the following: binding, finishing, folding, booklet making, color, large quantities, tabs, etc.
• Ad hoc records management/disposal
Your company lacks a documented Records Management policy or doesn't implement the one in place. The previously mundane task of records management has gone high-profile as accounting scandals and the subsequent passage of the Sarbanes-Oxley Act have highlighted the urgent need for a disciplined, cross-functional RM strategy. Whether it's mitigation of potential liability, business continuity, or statutory compliance, RM has a far-reaching impact on every organization.
If you recognize any of these inefficiencies, then your company is losing money and not taking advantage of its valuable resources. It would be a mistake if you are not streamlining your paper-based processes.
• Regulatory requirement to archive documents
Local, state, and federal government requirements to archive certain documents and records continually increase. To meet these challenges, your company has turned to a records management firm that offers services including pickup and delivery, document preparation and search, in additional to off-site storage. Documents have been archived twice as long as required by law at huge waste.
• On-demand document retrieval requirements
Companies must make records available within a given time frame to auditors, customers, or regulators.
• Manuals, training, and compliance documentation
The above referenced documents are often voluminous and, there costly to produce and distribute. Your company prints and keeps in inventory large quantities of these documents in order to get the production costs down, only to discard a substantial portion of the inventory due to obsolescence. Technologies allowing for printing at the point and time of need can dramatically impact cost, quality, and timeliness of these documents.
• Frequent use of pre-printed forms
Your company uses pre-printed forms, often in conjunction with antiquated impact printers, and spends thousands of dollars a month while your high volume MFPs go underutilized.
• On-site storage
Your company uses valuable office space to store filing cabinets for use as document storage rooms and other means of physical document storage.
• Collaborative document creation process
Your company documents require collaboration among employees to produce a final product, involving multiple locations, incompatible software applications. Technologies exist to reconcile these differences and ease bottlenecks typically associated with complex collaborative content creation.
• Regularly outsourced document production
Your company has special document finishing/reproduction characteristics, which lead you to frequently outsource the production of certain jobs. Typically, the reasons for outsourcing include one or more of the following: binding, finishing, folding, booklet making, color, large quantities, tabs, etc.
• Ad hoc records management/disposal
Your company lacks a documented Records Management policy or doesn't implement the one in place. The previously mundane task of records management has gone high-profile as accounting scandals and the subsequent passage of the Sarbanes-Oxley Act have highlighted the urgent need for a disciplined, cross-functional RM strategy. Whether it's mitigation of potential liability, business continuity, or statutory compliance, RM has a far-reaching impact on every organization.
If you recognize any of these inefficiencies, then your company is losing money and not taking advantage of its valuable resources. It would be a mistake if you are not streamlining your paper-based processes.
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