Top Banner
Paperless Office Software A guide on features Going Paperless in the Office
12

Paperless office software

Jan 25, 2017

Download

Technology

Welcome message from author
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Page 1: Paperless office software

Paperless Office SoftwareA guide on features Going Paperless in the Office

Page 2: Paperless office software

Paperless Office SoftwareAn introduction

The options with paperless office software are many, and not all of them are the same.  Various configurations and software features encompass all of what is known as paperless office software systems, and finding the right one can be a daunting task.  We are going to look at some basic options and features that should be included in your document management software.  Without knowing what is capable from your paperless solution, you may be leaving options on the table that you would benefit from.

 

Page 3: Paperless office software

Some Paperless Officesoftware tools and features

Page 4: Paperless office software

Scanning a Document Into Paperless Form

Scanning a document that is paper, into its paperless form, then into the paperless software system.Electronic forms created from regular paper forms.  This might include PDF forms created in Adobe that can now be integrated with your paperless software.

Page 5: Paperless office software

Automatic Form Filling   You can quickly and automatically fill out records in your paperless office software by way of electronic forms.  These forms can be changed and information added right in the paperless system.  They can also be sent via email, or filled out on the web.  Once that information is in the system, it can be reproduced in other forms you have or create in the future.

Page 6: Paperless office software

Advanced Capture

A good paperless document solution for your office will be able to scan paper documents then automatically file them.  This is known as advanced capturing.  The scanner can use OCR, which is optical character recognition.  It will then read portions of the scanned document, and then file it accordingly.  So, for instance, it can read an invoice number or customer number, and automatically file that copy into the paperless office software.  Therefore, you will not have to hand file scanned copies of paperless documents into their correct folder or data storage structure.  This saves you time and money by doing it automatically when you begin to go paperless in the office.

Page 7: Paperless office software

Paperless Security   With paperless, document security can be achieved to the granular level.  You can set users to have read permissions only.  You can set them to not even see a certain document, or types of documents.  Also, you can file documents in folder where only certain users or users belonging to a group can access.  This will assist users or staff members only seeing the paperless documents relevant to their job function.

Page 8: Paperless office software

Paperless Office Software Auditing

Paperless office software is great for HIPAA compliance.  It can leave an audit trail of any viewing or modification of documents.  You can also go back in time and see how the document was changed, by whom it was changed, and if it was deleted.  All document histories are tracked and time stamped.

Page 9: Paperless office software

Paperless Integration Software   Paperless office systems can often be integrated with many other systems.  This is great for businesses that keep a system of record in some other database.  It also helps to grab a data dump of existing data, and import it into the new paperless office software.  This can be done automatically by querying a database.  It can also be read from CSV or excel files.  In addition, the paperless software can be synced with a database, so that database always maintains itself as the system of record.

Page 10: Paperless office software

Workflow of the Paperless Office

Work-flow is one of the key advantages of a good paperless office software system.  Since each user will have his or her own login to the paperless system, they can be passed documents.  When they are done with a document, and have completed the associated tasks on it, it can automatically flow to the next person.  A user or group of users can also monitor a certain filing cabinet.  When new documents come in, then take on the task of that document.  This way, you will never not know where a document is that has been “sitting on someone’s desk.”

Page 11: Paperless office software

Paperless E-Signatures   Many digital paperless documents need to be signed.  You can easily integrate a pen signature tab with your document management system.  The signature can even be saved.  Once saved, a user can authorize that signature to be printed on a form by entering a personal pin code they establish.  In addition, customers can come into the office, and sign a signature tab to have their signature produced onto a paperless document form.

Page 12: Paperless office software

Paperless Office Software Benefits

Since a paperless office offers many benefits, it is important to know what features are out there.  Paperless office software can help you serve your customers better, and take the pain out of dealing with vast amounts of paper documents.  There is no more looking for a document when you need it.  It is always at your fingertips and can be searched for by typing a simply query just like a Google search.