Businesses that want to improve their bottom line and increase an employee's overall productivity know that electronic document management systems are an option, but some staffers are reluctant to break old, paper-based habits that are more expensive over time.
For example, some colleges and universities charge their students to print. According to a study from Oki Systems, about 45 percent of respondents are printing an average of 10 pages per day.
"[I]t's frustrating to see this wastage when, by taking expert advice from a managed document solutions provider, gaining control and adopting some straightforward measures, organizations can cut their printing costs by up to 30 percent," Graham Lowes, OKI's United Kingdom marketing director, said in the press release.
Whether the file was for personal or professional use, workers are able to complete many more tasks with business process software. Files can be shared, viewed and downloaded without needing to press the print button once. AIIM's recent study also found that participants are printing documents and rescanning them back into the system to be archived for later use. Instead of wasting time and paper, companies can utilize e-signature applications to avoid this process altogether.
"Many capture systems have been implemented as a single-point solution, each feeding a single process application." This issue could be solved with a "standard capture platform feeding multiple applications," AIIM researchers wrote.
Switching toward these solutions is a manageable process, but it is essential first that the IT department explains to the organization that the switch will take some time. Even when the transition is complete, colleagues are encouraged to use the system on a daily basis to ensure that the files are up-to-date and accessible.
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