Monthly Archives: February 2014

Video: How to increase your Productivity

While we tend to stick to posts related to Document Management and Data Capture, occasionally we come across a work-related resource worth sharing. This video, from the editor of a publication called “Early To Rise”, deals with a couple of points critical to improving your office productivity. We found it immensely valuable, hopefully you will too!

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do what you do best, outsource the rest

Managing your Documents Online: the pros and cons

Document Management is the management of documents through all the stages of their lifecycle, from data capture and creation, to archiving, to storage and destruction. Online document management is a method for accessing and managing documents via the internet. The main function of online document and records management is to store a scanned copy of a document, and also allow for fast retrieval through indexing systems or searches. The advantages of online document management include the ability to access documents from anywhere in the world, as well as allowing these documents to be accessed quickly and easily.

The benefits of Online document storage services:
Internet connections have become exponentially faster, coupled with the increasing amounts of processing power and storage available making the benefits of using an online document management service go beyond simple cost savings. Online document storage services also offer additional advantages, such as information management and efficiency of workflow. Improvements that an online document and records management system could bring to your business include:

1. Creates more space by eliminating large paper file archives.
2. Reduction in misfiled or lost documents.
3. Document Control.
4. Easier compliance with Freedom of Information Act.
5. Easier compliance with industry legislation.
6. Sharing of information between remote offices and workers.
7. Integration of information.
8. Captures large volumes of information
9. Creates online archives of documents.
10. Archive MS Office documents, paper, emails, and faxes in a single system.

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do what you do best, outsource the rest

Why your Business needs Document Conversion today.

The digital world of today is fast-paced, with little room for slow turnaround times. Most businesses don’t expect to have to wait to have access to the information that they need – they want it right now. This is where the value of digitised documents really come into their own.

Document conversion is the process of capturing your hard copy documentation into digital format. it can be a timely and laborious process, but the benefits far outweight the negatives.

The benefits that this gives to the typical company are immense. Let’s look at what you can expect:

  • Cost savings through your cancelled storage space contract. You no longer need that physical storage space.
  • Easy management and retrieval of records – far less embarrassing when this involves your clients and it will leave you with more time for your core business.
  • Prevention of lost documentation and records – again who wants to show themselves up or even worse, lose clients through dis-organisation.
  • The use of voluminous or complex data into information that you can easily access and use. Even data that you may have considered writing off due to the time it would take to access it electronically.
  • No need for manual rekeying of data

In summary, you’ll gain far more flexibility and will benefit from a system that you can rely upon to deliver the results. Your documentation and records will be organised in a way that you can count on for security, expediency and management of data.

Many companies outsource their data capture requirements to companies who specialise in it, allowing them to focus on their core competencies. If you’d like more information on how we can help you, get in touch today.

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do what you do best, outsource the rest

Document Management: How to get started

Good document management is essential to a solid business process. A well implemented system can save employees time and effort, ultimately translating to greater profitability. But what is Document management and how do you get started? Our short guide will help you figure it out.

What is document management?

If you’re confused over what document management really means, don’t worry, you’re not alone. It’s a very broad category that refers to converting paper files to digital form, which makes all files searchable by type and keywords. It also lets you sync files when you make changes to a document and makes it easy for authorized employees to access documents at any time and on any device.

A document management system (DMS) can refer to any technologies needed to do any or all of these parts. Therefore, you must be careful in comparing and selecting products because the “document management solution” label doesn’t tell you everything you need to know.

How to Prepare for Document Management

The first step in document management is to decide which documents you need to manage. And, no, that doesn’t mean you should start by scanning all that paper bulging from your file cabinets or stacked to the ceiling of your storage container. Instead, proceed in manageable and less overwhelming chunks.

Start by picking a category of documents that is most critical to your company, and start digitizing those. If they’re already in digital form, look for ways to make them more manageable and useful. Also, remember that not all of your documents are on paper. Email is another source of documents, and so are files that you store in the cloud-based services such as Dropbox, Salesforce, or Office 365.

Once you know which documents you want to manage—and where all the documents reside—choosing a document management solution to handle it all becomes infinitely easier.

Good luck!

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do what you do best, outsource the rest

How can barcodes help with Document Capture?

Though not easily interpreted by people, bar codes are easily ‘read’ by computers.They are a great way of capturing paper based information into electronic format, for importing into your document management system.

Barcodes are used prior to scanning in several ways:

Pre-printed on the document to give a unique ID
Pre-printed on separator pages to indicate that a document is ending and a new document is beginning
Printed on labels (either pre-printed or printed on demand) and affixed to documents with unique values.
Data Capture software is able to read barcode information really quickly with amazing accuracy. Reducing the number of errors means you can get the job done speedily, and no more manual indexing!
What exactly is a barcode?

A barcode symbol consists of a series of vertical bars and spaces of various thicknesses.These are broken down into groups of bars and space patterns which represent individual human recognisable characters (0-9/A-Z).

Example barcode Construction (Human Readable) * 1 2 3 4 5 *

Each barcode character consists of five black bars and four inter-spaced white spaces.The information contained in a barcode is converted back into human readable text by a barcode scanner or specialised software. This process takes a fraction of a second.

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10 Tips to Speed up your Data Capture in Excel

Manual data entry can be a very long and tedious process. However, with the use of a few shortcuts and tricks in Excel, you can learn to dramatically speed up your turnaround time.

This video has a number of really useful Excel tips, designed to make your data capture experience that much easier:

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do what you do best, outsource the rest