Guide to Paperless - Electronic Document Management Systems (EDMS)

Many organizations have made the transition from paper to digital records. For those who haven't , they wonder what all the fuss is about. Those who have, wonder how they survived before.

Think of it this way. How did you "survive" before the microwave? EDMS (Electronic Document Management Systems) allow instant record access and distribution, all the while keeping them secure from unauthorized use.

Lets take a deeper look into an EDMS and see what benefits you can derive. First ,as with all major innovations, you need to develop current costs for maintaining records on paper.
Lets see, the paper itself. How many sheets of paper are used in one record's life time for the purpose of just reading the information? How many files have been sent out when a page would do?  How many file cabinets are in place, worst yet how many more will be needed? Where to put them all? How to find the right record at the right time? How to get it back in correct order for the next time? And the killer, what is the cost of the lost, or damaged record? Got a figure in mind yet?

EDMS have been developed for one purpose and only that purpose, managing documents. Laserfiche was our choice 14 years ago, and in that time as companies have flooded the market, Laserfiche is still our system of choice.  As you compare systems, note the similarity to Laserfiche.

OK, how does this puppy work?  You begin by scanning  or importing documents out of a prexisting electronic file into the Laserfiche repository. In the set up, you allowed Laserfiche to recognize key works. These words become metadata on index templates. They become your key search words when performing a text search to find a record.  The speed and accuracy, even with misspelled words, is remarkable.

Now, the records are in the repository. Simply search, select, print, or email the selected file electronically. It will take you longer to read this sentence than it did to find and distribute the record.  Well, what about records already computer genrated that need to be added to the paper records. You can click and drag, import from file to file, or move entire suitcases of information.

Lets take a quick summary. Paper will take, on the average take10-12 minutes and as many pages as the file contains to locate and  fax.
An EDMS will take about 1-2 minutes to find the record(s) and email. The added bonus is that the record will be in the same place next year and you do not have to re-file either. Is this great of what?  When was the last time (I bet you never have) you electronically faxed something off your computer? This near extinct feature can now be one of your biggest workhorses. NO PAPER!

I think you are getting the picture.

For more information visit www.rsoasis.com , call Bob Sweeney at 863 709 8044, or email at sales@rsoasis.com. Please reference this BLOG as your source.