So far, we’ve talked in some detail about just how document management software can turn your workplace into a paperless office with some degree of ease. Now, let’s look at a hypothetical example of what this process might look like in the office itself.
Let’s picture a hypothetical business called Majesstix International. Majesstix is an accounting firm that has just had a high-quality paperless office software suite professionally installed. Now Mike, an employee of Majesstix, is about to process an accounts-payable voucher.
The first thing Mike does is activate the imaging toolbar in his accounting software. This shows him all of the buttons and menu options that he’ll need to deal with an image. Because the AP voucher is still a document at this point in time, he’ll start with the basic option: .
Mike has a scanner hooked up to his desktop, of course, so he feeds the voucher through the scanner, and moments later the document management software has examined the scanned voucher, identified it as an accounts-payable voucher, and auto-tagged it with [Accounts Payable], the date, and a unique document ID tag. Then Mike looks at the electronic copy of the document with the button, verifies that the information is there and correct, and, if necessary, selects and scans it again.
The image is then put into a list of ‘unapproved AP vouchers’ for Mike (or another employee) to approve. The document imaging software will allow Mike to hold off on approval until workflow dictates that all unapproved vouchers be examined, or approve of the voucher immediately. Any annotations, changes, or highlighting that Mike does at this point will follow the document for its entire lifespan.
Of course, it’s not always feasible to have a guy on a desktop scanning and individually tagging your documents. In high-volume environments, documents are sent to a special location where they are scanned en masse, and each scanned image is immediately stored on an image server. Expert taggers will come in afterward to tag each batch of images with the appropriate tags.
When all is said and done, the document that started its life on Mike’s desk turns into an electronic object that can be manipulated by Majesstix employees across the world, with each change being trackable back to a user. Millions of documents can be stored on a single server, accessed by anyone that needs it, and, with the power of OLE, inserted seamlessly into any document the company produces. That is the power and speed of a paperless office running the right document imaging software.
AUTOPOST by BEDEWY VISIT GAHZLY
