Departmental Document Management
Whether you’re in Manufacturing, Education, Energy, Healthcare or really any industry, we have solutions to resolve your paper pains. Perhaps your pain centralizes around Human Resources, Accounts Payable, Customer Service; Or maybe it’s more specific such as assembling associated documents for the invoice packet in an automated fashion, or creating a centralized repository of documents to eliminate postage costs between office locations. Many companies experience similar concerns, but in their own individualized manner with their own quirks. 1mage works directly with those that take on the burden of pain, to customize the solution to fit for YOUR company specifically.
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Many clients after implementing our system, not only were their paper pain issues resolved but other benefits resulted such as overall efficiency, reduce costs and increased employee performance. In addition, with little or no additional investment these companies saw the improvement statistics from within their own company and moved the system into other departments to increase efficiency enterprise wide. Below are just a few examples of how our clients have benefited from our unique and customizable solution.
Accounts Payable:
Business Need:
Company needs to match the documents (purchase order, shipping, and invoice) to ensure property receipt of all items before approving for payment, in a timely fashion to take advantage of any discount terms that maybe available from their vendors.
Solution:
Implementing the 1mage solutions (including 1Scan with bar code indexing), the vendor documents are consolidated into a payment packet for approval. The approval is further automated by auto circulating them (V1A/Circulation/workflow) to the right individuals for approval, in time to take advantage of any available payment discounts.
Summary:
The Company was able to improve their profits by managing tighter control of purchasing, receiving, invoice approval, and subsequent payments. As a byproduct, all the associated paper documents are stored electronically in the 1MAGE document management system for future reference thus eliminating the potential for lost documents.
Accounts Receivable:
Business Need:
Company needs to provides proof of delivery receipt accompanied by the invoice to customers for payment. The need to accomplish this in a shorter amount of time with fewer resources utilized was desired.
Solution:
Implement 1mage’s 1RENDITION, which automatically associates required documents (proof of delivery) when the invoice is printed. This allowed for shorter turnaround time on payments.
Summary:
The Company was able to eliminate the need for additional employee resources that were needed to collate the ‘packet’ previously. By letting the solution collate the documents, the company now also had the ability to either fax or email the packet to the client thereby saving on postage.
Customer Service:
Business Need:
Client deals with many documents such as meeting minutes that are public documents and need to be available for others to view. For this to be feasible, a records manager occupies a desk and assists those who inquire for a particular document.
Solution:
Utilize 1mage’s web based application, V1A, to allow those public documents to be available online through their business website. This eliminated the need for another resource to be available to assist those needing copies of documents.
Summary:
By eliminating the employee whom provide copies of these documents, the company was able to implement V1A and allow the public to access these documents themselves at their leisure. Not only did the company save the salary of an employee, but increased their customer service value with 24/7 availability.
Human Resources:
Business Need
As most human resource departments are paper intense, the need to manage these documents in an organized manner is key. With heavy employee turnover (and the paper trail that accompanies that), the company had a need to efficiently manage these large quantities of documents that changed and increased in volume daily.
Solution:
Implement 1mage’s Document Management System (DMS) to efficiently manage the paper flow. With many SOXX and other legal guidelines, it was vital to keep HR documents and certifications up to date.
Summary:
Company was able to manage paper flow much more efficiently and increase productivity. They have since taken the system into Accounts Payable as well, with little to no additional investment.