How Effective Really Is Document Automation Software?

Managing business documents may sound easy, but it’s not. The actual process can be time-consuming, daunting, and require more resources than you would imagine. You have to consider how to organize, store, and secure documents, and how it easy it would be to access them down the line. It will be easier with the right document assembly software to automate your workflow.

But is document automation necessary? It could take professionals an average of 18 minutes trying to find the document they need. That could mean a loss of $14,000 in productivity for every worker annually. You can avoid this by investing in the right automation software that can replace the tedious manual document management process that can get in the way of becoming efficient and productive at work and in providing better service to customers.

Implementing a good document workflow automation system into your business can improve a lot of aspects in your day-to-day operations. It can enhance the way you and your team work by providing a quicker and simpler way to access documents. It can also speed up the digitization of physical documents down the line, so you can store them more efficiently and cost-effectively, and retrieve them easily. Here is a more detailed look at the how the right document automation platform help your business:

Improved access to content

The document assembly software can simplify access to documents from anywhere. It’s a feature that can be practical to businesses with one or more branch offices in different locations, as well as for companies with employees that are allowed to work remotely. Secure storage of digital documents is possible in the cloud, which can be accessed from any web-connected device.

Enhanced collaboration

When team members need to work from different locations or departments, they do not have to take time sending up-to-date documents or sharing content by email or regular mail. They can pull up what they need from the digital storage facility. This way, manual and physical collaboration can be minimized, and productivity can be increased.

Enhanced storage

The software provides a centralized location to organize and keep all electronic documents. This means a reduced need for physical filing cabinets and storage spaces. All documents are stored securely and access to them can be controlled to avoid unauthorized users from viewing or retrieving them, especially the papers that contain sensitive information.

Improve retrieval

It takes time to find hard copies of documents, which could mean longer wait times and losing productivity. Document workflow automation does not only improve the storing and filing of digital documents, but it can also simplify and hasten the retrieval of documents.

Flexible

No matter the size or industry of your business, a good document automation software can be scaled to suit its unique needs. It can be the solution for going paperless or provide a way to distribute invoices electronically to customers.

Save time and money

Document assembly software automates the capture of new physical documents and stores them in a digital platform for easy retrieval. Your business could benefit from ROI opportunities, which may not have been possible with traditional document handling and processing. Human error and costly mistakes can be avoided in the long run.

Essential Guide to Business Process Outsourcing

Business process outsourcing or BPO involves contracting out specific work processes to a third-party service provider. Among the many processes that can be outsourced include accounting, payroll, telemarketing, customer support, social media marketing, data entry services, and more. BPO is meant to fulfill supplementary business functions to allow companies to focus on their core tasks.

From startups to large Fortune 500 firms, companies of all sizes use business process outsourcing to cut costs, achieve optimum efficiency, and lower their risks. There are many kinds of BPO providers categorized according to where they are located relative to the client: offshore vendors, nearshore vendors, and onshore vendors.

Why do companies use BPO?

There’s a misconception that American businesses use business process outsourcing simply to take advantage of tax breaks. This is not true. In fact, there are no specific tax loopholes in the US tax code that make outsourcing attractive. Here are the real reasons why many businesses choose to outsource processes including data entry: 

To decrease overall costs

Business process outsourcing eliminates many of the expenses involved in hiring in maintaining in-house labor, particularly in training and staffing. It allows companies to take advantage of fee-for-service plans and other variable-cost models instead of being tied down to fixed-cost models required when retaining in-house employees.

To focus on key functions

Many companies get bogged down by tasks that are not directly related to their core processes—particularly data entry and management. By outsourcing data entry services, they can focus of their resources and energies on maximizing overall growth and boosting their competitive advantage. This ultimately allows them to increase profits and improve customer satisfaction.

To get better results

BPO vendors deliver world-class services for their clients because they invest in specialized technologies and processes. For instance, it may not be practical for a tech company to pay for the latest data entry systems on the market because while they do data entry, it is not their core function. But a BPO vendor that provides data entry services has already made significant investments in the best technologies and systems to improve its own performance—and ultimately that of its clients.

To manage risks

Businesses that outsource non-critical functions gain the flexibility of acting more efficiently and quickly as the requirements change, as in the case of downsizing in a bad economy, or scaling up when demand for their products and services grow.

To improve speed

Businesses that outsource non-core processes are choosing to let highly trained specialists handle those functions, thus saving time while increasing their capacity and improving accuracy. For instance, a service provider that specializes in data entry and records management can automatically organize and index documents so that they are available for quick retrieval and so that their clients can stake compliance with legal requirements. This takes the burden of manual data entry and storage off the shoulders of businesses that use their services.

Do you need to outsource your document management tasks? Tronitech is here to help. We offer a comprehensive range of data entry services for a wide range of industries. Talk to us today.

 

The Security Benefits of Microfilm: Keeping Your Documents Safe

Everyone seems to be rushing to the cloud, thanks to the pull of its productivity and flexibility. But many businesses soon realize that cloud adoption also some downsides, especially when it comes to security—more particularly when the right measures are not in place.

Here’s good news: Businesses looking for a more secure way of storing data turn to microfilm scanning services, which many experts say is better than other solutions.

The fact is that there are security risks even in the most advanced data storage technologies. It’s no surprise that according to research, approximately half of small and medium-sized business owners worry about the safety of their data in the cloud. The number is even bigger for those who say that they struggle with hybrid solutions or the combination of cloud and on-premise storage because of the lack of consistency in security across their IT infrastructures.

Fortunately for modern businesses, better document capture software systems now exist alongside microfilm scanning services and other highly secure solutions for document capture and storage.

Tronitech, for example, is a leading provider of managed document services including microfilm and microfiche scanning for archiving information. These services allow for long-term, inexpensive, and safe storage as well as efficient retrieval of information in a stable, reliable, and technology-independent archive.

Tronitech experts believe that the general goal of business and organizational data management shouldn’t be choosing one storage solution or medium over another. Rather, businesses should determine the right approach to data archiving for their specific need. For instance, microfilm scanning services can be used to augment an existing data storage system. It can also be utilized as a complementary service for a more robust data storage and retrieval network.

Businesses and organizations dealing with highly sensitive data and information—such as healthcare organizations and government agencies that keep highly classified documents and records—need high levels of security when it comes to data storage. With the addition of regulatory expectations and requirements, it is easy to see why putting data in the hands of a third party can pose a great risk.

This is why there is a need for more secure means of storing and maintaining documents and microfilming is one solution that many believe to be safer. While digital files do offer greater convenience over microfilms, microfilms aren’t subject to corruption, data leakage, and similar types of damages. They are also immune to threats of hacking and theft and they don’t require expensive hardware and software for access and retrieval.

Microfilm scanning services provide businesses with a greater sense of control and ownership over their data. There’s comfort in having full authority over your own business information—something that’s lacking when digital files are stored solely offsite or in the cloud, leaving owners with little control and opening a large window of compromise especially when security systems are lacking. This should be a major consideration when contemplating on the right document capture and storage solution for your business.

3 Reasons to Use Workflow Automation

Did you know that average office workers spend at least 69 days out of each calendar year, merely completing tedious and repetitive administrative responsibilities that can very easily be automated? This costs businesses up to $5 trillion ever year. What most companies don’t realize is that they can save up to 30% of their time and resources with the help of automation, particularly document workflow automation, which involves document processing, paperwork approvals, and team collaboration.

Document workflow automation is all about streamlining the different stages and processes of document handling.  A document assembly software system captures, routes, and delivers data and information securely, enabling users and employees to focus on their core functions and on adding value to the business.

Below are some of the best reasons to adopt workflow automation in your business and invest in a robust document assembly software solution to meet your unique requirements:

1. Workflow automation increases overall business efficiency and in turn, your bottom line.
Modern businesses consistently lose as much as 20% to 30% of their yearly revenue to inefficiencies in workflow management. Combining (or better yet, enhancing) current processes with modern, digital strategies, businesses can streamline infrastructure, systems, and processes in an effort to increase efficiencies and positively impact their bottom line.

2. Workflow automation enhances business productivity and collaboration.
According to studies, businesses that use automation strategies record as much as 8% to 15% increase in overall productivity upon the implementation of workflow automation. These solutions allow employees to enhance their workflow and increase their productivity, and at the same time collaborate easily across many different and remote sites. As a result, employees experience increased job satisfaction, which also impacts their productivity and their contribution to the business.

3. Workflow automation reduces time to market.
Automation speeds up many business processes, including mission-critical tasks that help see projects through, all the way toward completion. Multitasking, although beneficial in some cases, can likewise cost companies up to 40% in productivity and output quality. When employees constantly switch between tasks, their efficiency is reduced and the quality of their work tends to decline.

Implementing workflow automation solutions enable businesses to standardize and streamline organizational processes. This makes it possible to prioritize critical tasks and in turn, speed up the completion of projects. Automating workflows help businesses and teams to set reliable and accurate timetables for projects, allowing managers to schedule tasks and allocate resources more effectively amongst team members and minimizing the need for switching between tasks. This ultimately helps teams bring consistency to plans and strategies and save the business a significant amount of time, money, and other resources to market products, services, and solutions, faster.

Looking for document workflow automation solutions for your business? Tronitech has a complete suite of document assembly software and workflow automation tools to help you streamline document handling processes and unlock the full potential and value of the data and information you collect across your digital (and non-digital) channels. Make data mining, data export, indexing and annotations a breeze with Tronitech Managed Document Services.