Document Management in Action -- Accounts Payable

By Lane Lebahn | Oct 18, 2018 9:36:57 AM

When your company owes your suppliers or other creditors money, it's important to have a consistent workflow. When an accounts payable (AP) department lacks an efficient document management process, it's easy for productivity and cash flow to suffer. But with document management, the accounts payable department can be more effective and efficient.

Here's how.

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Document Management in Action - Human Resources

By Lane Lebahn | Oct 10, 2018 12:48:14 PM

Human Resource departments are often piled high with documents -- and for good reason. HR is the keeper of vital company policies, employee records, and other information necessary to maintain and keep available.

While some records are never given a second glance, HR staff need quick access to them at all times, just in case an issue arises. Some documents are regularly needed and accessed several times a year.

For that reason, paper is a challenging method of record keeping. Document management software provides an efficient way to retrieve information and ensure its accuracy.

Here are just a few of the ways HR departments can benefit from going digital.

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End the Not-So-Great Office Paper Chase With Document Management [Free Infographic]

By Lane Lebahn | Sep 27, 2018 3:48:16 PM

Years ago, “The Paper Chase” was a good movie and TV series. It was also a good way to describe how office workers interacted with documents.

There was no email. Fax was still new. Computers were much larger than today’s light-weight (and more powerful) laptops and storage was often on reels of tape.

Of course, there were filing cabinets and file rooms in the basement to serve as the office “memory.”

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Find Your Information Faster With Searchable PDF

By Lane Lebahn | Sep 26, 2018 4:52:52 PM

When you digitize documents, you need to decide what format you want to save them as -- TIFF, PDF, and JPEG are common formats; each with different benefits and uses.

Today we’ll go over the benefits of using searchable PDF.

When you scan documents, you need to be able to find them again. There are two primary methods of tagging documents for retrieval: tagging documents by metadata (file name, customer number, customer name, etc.) which requires you to search on a limited number of terms and full-text search, which allows you to search for any word within a document.

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6 Careless Ways to Expose Sensitive Documents and Risk a Data Breach

By Dave Quint | Sep 24, 2018 5:11:01 PM

It should be impossible to ignore security challenges today - though many offices do continue to try.

We’re bombarded with commercials, ads, radio spots, articles in the newspaper and magazines, podcasts, news programs, and even this blog (sometimes) about various security issues.

Most of this content focuses on securing networks, which is a huge, complex, and important topic. We’ve focused on the issue of copier security.

I’d like to bring the focus down to a level we’re all familiar with -- the humble document. We all work with documents. Paper or digital, sensitive documents need to be secured.

Here are six ways documents could be accessed by the wrong people -- and what to do about it.

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Document Management, Cutting Paper, and Saving Those Tiny Paper Cuts to Your Bottom Line

By Lane Lebahn | Aug 29, 2018 3:48:38 PM

Sometimes our potential clients think it's a little odd that my role at a copier dealership is to help our clients print fewer documents.

It's not.

Our goal is to help our clients use technology to help their business grow and to get work done more effectively and with as little friction as possible in how they use technology. Whatever product or service our client needs, that goal remains the same. 

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Paper Documents and Disaster, or the Problem With Betty

By Lane Lebahn | Aug 23, 2018 5:29:20 PM

One overlooked downside of an over-reliance on paper documents is that you're probably in trouble in the case of a disaster.

Many companies backup their data and think they have a disaster recovery plan.

Some companies have their documents on paper in a filing cabinet, tucked away in the corner and think “Safe! Hackers can't get me!”

Many companies don't even think about preparing for a disaster.

Everyone should.

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