One simple yet powerful advantage of an integrated document management solution versus processing paper documents is the ease with which you can bring related documents together. People don’t typically consider how much time is spent searching for documents and bringing them together because that’s “just the way it’s always been done”. If yo u really think about it (and maybe even time yourself), you’ll find that simplifying that process could lead to a significant time savings for you.
Let’s think about how it works now in a paper environment. You may be bringing documents together for a three-way-match to verify what you ordered lines up with what you received and what you were billed for. These three (or more) documents are coming from various places at different times. To bring them together you need to print them, search through files, or check at an approver’s desk – all the while hoping nothing has been misplaced. And you will have to repeat this hunt for each order that’s processed.
With doc-link, documents are brought together electronically through similar property values. Documents in doc-link are stored individually as an image that’s given meaning by associating property values (like PO number, vendor name, amount, date, etc.) To bring documents together, you will do a search for all documents with a certain purchase order number, for example, and simply highlight and open all of the resulting documents to see them on your screen side-by-side. What used to take 10 to 15 minutes per set of documents would only take a few seconds.
Another process to consider is preparing a set of documents to deliver to a customer or vendor. Many of you have back-up documentation that needs to be sent with an invoice, an order or any other documentation you send out regularly. You’ll find this often with companies in the manufacturing industry where picking sheets, sales orders, material certs, inspection sheets or job cards may need to be brought together to be sent out.
Whether documents are being sent via email or are still ultimately sent as a hard copy in the mail, doc-link can automate the process. Rather than searching through files, making copies or printing documents to gather and send out, doc-link will automatically pull the documents needed for an order and either attach them all to an email or send them to a printer pre-collated. All the extra time spent searching for each and every one of those documents will be completely eliminated.
There are so many other great things about going paperless – saving on paper and storage costs, streamlining workflows, gaining instant access to the documents you need – but even by just focusing on the process of bringing documents together you can see that the time savings can easily justify the investment.
Shoot us an email to find out more about doc-link and see when our next web demonstration will be held – doclinksales@altec-inc.com.
About Altec
Altec is a leading provider of Integrated Document Management solutions for Microsoft Dynamics AX, GP, SL and NAV. For more than 25 years, Altec has provided a wide range of paper to paperless solutions including its flagship product, doc-link™, which allows companies to go paperless to improve productivity. doc-link stores documents electronically where they can be easily accessed, routed through workflow and automatically delivered based on the recipient’s preference. Altec delivers its solutions through a global network of authorized partners in more than 60 countries. For more information visit www.altec-inc.com.
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