Creating a Document Management, Part II

Creating a Document Management, Part II   Due to organizations that seek entry to reduce costs and improve efficiency, manual and time-consuming processes accounts payable (A / P) is an ideal place to start. A / P processes are sometimes distributed in nature, in May for approval at various levels and to generate large volumes of paper and electronic documents, which are difficult to manage effectively. Document imaging systems enables companies to achieve process efficiencies and cost savings in three key areas: * The acquisition, storage and retrieval of data and documents * Automate critical business processes to drive efficiency * Information sharing and the expansion of inteal processes and exteal resourcesIIntegration with ERP and LOB applications allows businesses to enable a single interface for all the debts of transaction content, and extend the automated processes in these applications. Integration can significantly improve response times, elimination of time, duplicate data, reduce errors, increase efficiency and improve the processing levels of records management service.Implementing / images technology helps managers and employees to identify, classify, track and manage all forms of A / P information between the beginning and end of life content. The technology handles all types of documents, regardless of whether the file is in physical form of a document, an e-mail with attachments, or a spreadsheet. The solution allows users to establish retention periods, store and organize documents and other assets for legally required amounts of time, and providing, upon request, access to a them.As told in the first part of this series, a imaging system to document the accounts payable will be good retu on investment, if part or all of these conditions: 1. There are 5 or more debts committed 2nd Controls are manually 3rd The bills must be approved upon receipt. 4th Receivers are printed and sent to accounting. 5th Some debts are debts. 6. It is being processed hundreds of bills each week, from the same supplier (s) Much of the processing of accounts payable can be automated to a certain extent, using document imaging technology. The analysis of the department to determine to what extent you can automate and make a good retu on investment. This article discusses the entry of document imaging and how can you pay the accounts payable off.An service with at least 5 employees must be able to justify an act of image-based provider of research and verification of the correspondence. These two functions in the month of May to take 30% or more of an employee? S time. The elimination of verification of correspondence and reduce the time needed to research issues of the vendor to increase productivity by 15-20%. You also have better control of invoices, and monitoring will be faster and the cost of entry less.Setting an imaging system is not complicated, just a plan. The first step is to take an inventory. Download samples of all documents that are in the process of paying the bill, which includes May, but is not limited to: o Order packing invoice receiver ooo oo costs * Check Read Selecting a document scanner images help you select the right scanner for your needs. * Determine the origin of each document and how it was created. or inteal or exteal computer-generated or * Follow the flow of each document and how each document on the process and the layout of each document. * After a bill has been paid to the documents filed with the invoice and documents are in other places. o Monitoring and matching invoices attached to the bill? * What are the requirements for recovery after the documents have been filed? o These are the main features of using the index of accounts payable. Purchase order number + + + vendor number + invoice number numberUsually Check in accounts payable invoices and packing are scanned and indexed. The purchase order, receiver and control can be caught by the print spooler with a COLD (Computer Output to Laser Disk) process. These documents can be automatically indexed by cold process.Is is necessary to verify the correspondence and check the amount and the seller against the bill? Integration of databases can be used to automate the verification of the matching process next step is to answer some questions about how the size of your entry-level system. 1. How many documents per day will be scanned? 2nd How many users will find the documents? 3rd How many years of on-line documentation? It is always a good idea to check with your IT department and find out what server platforms they choose. The last step is to determine where you want to go to Document Imaging meeting to the following questions. 1. Do you want the flow of work to do in accounts payable? 2nd Want to automatically extract data from invoices? 3rd There are other services using the document imaging? After collecting all the information you're ready to set up meetings with suppliers. Choose suppliers that this is a difficult task. The requirements of the computer department in May to limit the selection. Windows 2003 or Linux is the most common platforms used for Document Imaging. You can start your search for suppliers by an Inteet search. Look at the websites of suppliers, which will give you information on their products. Select multiple contacts and the establishment of an initial invitation to visit or to start the process. On the first visit, you must determine: 1. What server platforms are supported 2. 1 open systems. N. equipment to load 2. Images stored in standard formats 3rd Available for the export of images with related data of 3. They have characteristics that match your requirements 4. It is their system evolving 5th How is their system of services 1. It is possible that the work on the remote system * 2. You have the source code 3. What are the annual cost of service 6. Three references 7th Their system to incorporate in your budgetCall references before proceeding forward.Select not more than three suppliers for the final stage of the process. The sellers have proof of their system. Give them samples of documents to be used for demonstrations demonstration.After completeness to decide which of you that suppliers to give you a proposal.If you need help in this process of sending an e-mail to consulting@documentimgingnews.comThe next article this series will focus on accounts payable and workflow data extraction .* If a company can be run on the system from their office, you get faster service to the author more than 30 years of providing solutions for 'document imaging companies of all sizes. Visit our website or e-mail ray@documentimagingnews.com