In today's world, there is ever increasing pressure on organisations to manage their data and information cost effectively in order to derive maximum benefit from it, to add to bottom line contribution and efficiency and to achieve and maintain compliance with the host of regulations that businesses are now faced with. There are also good ethical reasons for and competitive advantages to be gained from, going green. In fact many large organizations particularly in the public sector demand evidence of potential suppliers green credentials before they will do business.
Most businesses are now aware of the inefficiencies, additional costs and competitive disadvantages associated with the continued use of paper as a primary means of storing and accessing information. However, many of them still struggle to quantify the realisable benefits that can be gained by moving to or at least substantially towards the Holy Grail that is the Paperless Office.
Many businesses are now ready to make the move to the Paperless Office and have in many cases already begun the process through increased use of electronic documents, e-mail and the Internet. However, most still do not have a clear strategy with identified costs and benefits.
It is essential to quantify the benefits and weigh them against the costs and typically the areas of major benefit include
Reduced administrative overheads (typically 30% of office staff time) through immediate location of all documents that people need access to do their jobs
Improved efficiency due to availability of information and documents for sharing amongst work groups
Information security through electronic access restrictions on data and files stored electronically
Audit trail and version control on documents to ensure the efficacy of documents and regulatory compliance
Better use of valuable and expensive office floor space freed up by the removal of paper from the environment
Better customer service and hence improved revenue contribution through immediate availability of customer information supported by data cleansing capabilities etc. and through digital post room services to distribute incoming correspondence and information coming in to the business more quickly and effectively
Effective management and control of document and workflow through the processes within an organization can help to further improve efficiency
Dajon specialises in providing a comprehensive range of data management services specifically designed to enable organisations to realize the benefits outlined above and to implement a comprehensive paperless office solution to meet their needs. In practice this would typically mean
Records management (paper archive off site) and bulk document scanning into electronic format to remove paper from the office environment and free up space
Scan on demand of stored documents to enable rapid (normally within 4 hours) access to documents stored off site
Offsite media storage and disaster recovery to protect electronic data from loss through accident or failure
Electronic Document Management (EDM) to store and manage all electronic documents including e-mail including version control, audit trails, work group sharing, access security, instant search and retrieve
A scanning front end to the EDM system to ensure that all new paper documents that need to be stored are converted into electronic format upon arrival/creation
Digital mail room facilitated by the capabilities of the EDM system to ensure rapid dissemination of all mail and effective document flow through the organization
Peripheral services such as business continuity planning, compliance process document and training management and data capture (to move information from paper into database format) support the package and ensure that we can satisfy
In summary, Dajon can provide a complete one stop shop solution to help organisations achieve the digital office in simple stages that can be implemented in parallel or in series depending upon organisational time and financial constraints and considerations.
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