Author Archives: NE Docs

The Construction Industry is Embracing Digital Document Technology

The Construction Industry is Embracing Digital Document Technology

Construction projects traditionally generate lots of documents; everything from large paper drawings, plans, contracts, invoices, permits, reports, municipal filings, etc. This has often led to unwieldy amounts of paper. Much of this documentation is used in the field where most construction company work is actually conducted. Copying and sharing physical documents is costly and paper is easily vulnerable to water and other types of damage.

According to a 2017 McKinsey Report, construction is among the least digitized business sectors in the world. While the construction industry has lagged others in digitizing its documentation, this is changing. More and more builders today recognize the benefits of going fully digital. The transition may require some investment and changes in technology but the competitive advantages are remarkable.

What About Architectural Drawings?

construction

If you talk about going all digital or “paperless,” you may face resistance from those who prefer unrolling a set of plans (drawings/blueprints) on the table and talking with colleagues over the large format printout. That can be very productive, we get it, and we’re not saying to eliminate the beloved paper plans & drawings. We are saying that you may want to scan those drawings and have them ready to retrieve, share and work from digitally anywhere, anytime, even in wet weather! This also creates an archived library of project documents with easy retrieval with a few simple keystrokes.

5 Benefits for Digitizing Your Construction Business

Large construction companies have the same HR and AP issues as other large organizations, so digital document management is really a requirement in order to handle so many various files and records. Small and medium sized construction companies also have the opportunity take full advantage of digital transformation benefits such as the following:

  1. Cut Costs

Printing costs real money, whether you buy it or do it in-house. Digitization minimizes expenses by having you print only what is absolutely necessary. The money saved from drastically reduced printing can improve project margins or cover other items that could enhance outcomes.

  1. Better Access in the Field

As earlier mentioned, so much of construction is field work. Project managers travel between multiple job sites frequently. Supervisors, lead carpenters and other tradespeople need access to important documents which might be scattered across different locations. With paper, there are too many risks of having documents misplaced, including those revealing sensitive information.

By going digital, an internet connection or mobile data plan allows any designated employee to easily find and open plans, drawings, photos and other documents they need at a moment’s notice, wherever they happen to be.

  1. Reduce Workplace Errors

Construction errors can be costly! Change orders are common in construction, making the unexpected, expected. Revisions and updates to plans need to be reflected immediately on all of the project documents for all who access them. This includes paper wherever it’s used. Updating paper in multiple locations can be difficult. Employees as well as multiple contractors and subcontractors all rely on accurately updated plans. Digitizing enables immediate and universal updates to your construction documents across the entire team.

  1. More Space, Less Clutter

Filling your headquarters and mobile offices with filing cabinets stuffed with folders, plans and drawings is clearly not necessary today! The difference that electronic storage makes is transformational in terms of efficiency, and it’s less expensive overall. Digitizing construction documents frees up space for things such as new equipment or furniture for additional employees.

  1. More Time for the Real Work

Unless files are extremely well organized and known by workers, the time tied up in searching for information adds up to staggering amounts when fully analyzed. Lost time is lost money, especially in an industry like construction. With document digitization you can literally transform hours down to mere seconds. Productivity soars when people keep focused on their primary roles.

Successful construction companies have been utilizing amazing construction technology such as Building Information Modeling (BIM), 3D Printing, Infrared Imaging and drone surveying. Digital documentation management is another efficiency tool for builders of every size.

NEdocs offers complete document scanning that includes large format drawings as well as easy to use document management solutions. Our custom tailored software offers faster access to information and better time management for construction professionals. To reach a specialist, contact us online or call us at (603) 625-1171.

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Boost Profits with AP Automation & Payment Processing

Boost Profits with AP Automation & Payment Processing

Generally, the most labor-intensive task of any accounting department is accounts payable. Ask any Accounting Team and chances are, they’ll tell you they dread this tedious, ongoing task. The many facets of AP processing take time and money away from more important aspects of the business.

The solution is AP Automation with Payment Processing!

AP Automation Refresh

AP Automation is a closed-loop solution where all vendor invoices are sent directly to New England Document Solutions (NEdocs). Everything is digitized and imported into our proprietary software, Vision360 Enterprise by Bluecreek Software. The experts at NEdocs promise quality assurance and accuracy validation based on a robust set of pre-established rules.

NEdocs partners closely with Bluecreek Software to provide total enterprise solutions to medium and large companies. Together we offer customized digital document management solutions for our customers that easily integrate with their ERP and accounting software.

We have also partnered with cPayPlus Solutions for invoice payments which completes our streamlined AP payment processing solution start-to-finish!

AP Automation with Payment Processing Turns Your AP Department into a Profit Center!

Many AP departments leave money on the table by failing to take advantage of pre-pay and early payment discounts and rebates. Inefficient AP processing also results in late fees, costing your company even more.

AP Profits with AP Automation & Payment Processing

AP Automation with Payment Processing streamlines and simplifies vendor payments so you never miss an opportunity to save money or receive a rebate. Everything works digitally from capture and approval, to processing, filing, and reporting. No more paper checks, routing delays and items getting lost in the mail. You will never miss a due date again with AP Automation!

Another bonus is the elimination of document storage costs and systems. Government compliance requires document retention based on specific guidelines. Within a short time, all your documents can be stored digitally without the need for paper records, saving you even more money.

When fully implemented, AP Automation turns your AP Department into a profit center!

How AP Automation Saves Oodles of Time

Entering invoices into your account system and paying vendors by check are tedious and time-consuming tasks. Our experienced team of professionals uses automated tools such as optical character reading (OCR) software to read and process invoice data instantly.

Our Vision360 Software integrates seamlessly with your ERP solution and uses workflow rules for processing. Invoice notifications are sent directly to the buyer for approval without the need for AP staff intervention. You can then choose to process payments in-house or use our cPayPlus powered payment solution to complete the AP Automation loop.

Unlock Your Team’s Potential!

Manual invoice entry and check processing are tedious and slow. NEdocs’ AP Automation service allows your staff to process batch invoices quickly and easily. When you convert to AP Automation, your AP staff can focus on more valuable analytical and operational work, helping them unlock their real potential!

Our optimized AP Automation service also provides peace of mind by assisting with compliance, mitigating risk, and preventing fraud.

It’s Seamless!

AP Automation seamlessly integrates with your accounting system, eliminating the need for manual entry and human error. NEdocs also works directly with your vendors so there’s zero disruption. Robust reporting capabilities make evaluation quick and easy, freeing up valuable time for more critical financial analysis thus empowering you to focus on the bigger picture.

The Bottom Line

Have you already been looking into AP Automation? Don’t delay another year “studying the cost/benefit” when you can ask experts your questions any time. Simply contact New England Document Systems online today or call (603) 625-1171 to learn more about how our clients are improving their bottom lines with AP Automation.

 

The Expanded Need for a Digital Mail Room

The Expanded Need For A Digital Mailroom

It used to be that, once a company reached a certain size, it became necessary to internally create more efficient ways to manage business processes. One major development in the world of operations is Business Process Outsourcing (BPO) – employing vendors who specialize in automated processing of backend services such as Accounts Payable. This type of solution replaces the inefficient and error-prone manual processes, saving space, paper and labor.

BPO solutions have continued to expand into other parts of organizations as inefficiencies of other functional departments are self-evident. Much of this has occurred with employee and customer communication needs rapidly changing as smartphone, tablet, and laptop technologies outpace the ability of company departments to keep pace.

For example, a multibillion-dollar global company could be on the cutting edge of its industry, but still stuck in decades-old processes of manually gathering, sorting, and distributing thousands of pieces of physical mail in its mail room. Its response time to handling critical mail becomes was a roadblock to meeting user communication demand. This needs to change and a BPO-automated mail room solution makes sense.

While BPO solutions may appear most appropriate for large corporations, this has changed with COVID-19. Now an automated solution has suddenly become necessary for most businesses, no matter the size. The pandemic leveled the playing field. With reduced staffs (whether onsite or remote) and empty facilities, every business is scrambling to reduce costs and find efficient ways to retain customers and revenue.

Your Digital Mail Room

You may have already heard of the “Digital Mail Center”, “Digital Mailroom” or “Intelligent Mailroom” mentioned in industry publications. This concept matches the need during this pandemic environment of closed facilities and furloughed employees for a workflow where a vendor automatically routes digital communication documents to recipients who could be anywhere, such as traveling executives, remote workers, or other stakeholders who need to be informed without delay. Implementing a digital mailroom solution accomplishes the following:

  • Reduces operating costs
  • Opens more facility space
  • Improves efficiency
  • Improves quality
  • Increases information security
  • Provides greater visibility and control

Work with a Digital Document Specialist

The best practice in any new operation is to work with an experienced professional. This holds true for finding a digital mailroom solution. NEdocs has extensive experience with automated management and conversion of paper documents including all kinds of mail. Its Digital Mail Room solution automatically manages your in/out-bound mail process. It works like this:

  • Step 1: Receive — Receive paper mail onsite or offsite
  • Step 2: Scan and extract — Open, scan and digitize all paper mail immediately
  • Step 3: Route — Use advanced capture software to identify and prioritize key documents, such as invoices and contracts. Quickly deliver in digital or physical format the associated information to the intended recipient.

The Digital Mail Room collects mail data and autogenerates detailed reports for your analysis and planning. It can also be integrated with ERP and ECM systems for processing searchable and indexed data.

For further information about implementing your Digital Mail Room strategy, contact us online or call (603) 625-1171.

 

Embrace Digital Transformation or Risk Falling Behind

Embrace Digital Transformation

“Digital design, not strategy, is what separates winners from losers in the digital economy.” -MIT Press.

In an era where major personal and business life changes are occurring rapidly, companies are discovering that they must either adapt or fall behind and eventually disappear. Driving that change is the tsunami of digital transformation (DT), which is quickly approaching every business, in every industry.

But change is hard. Few companies are early adopters to changes in technology and innovative processes. DT requires a strategic, organization-wide effort to change or replace entire systems or processes. Myriad benefits include enhanced data collection, greater resource management, data-driven customer insights, better customer experience, improved collaboration, increased profits, increased agility, improved productivity, and more efficient management of resources.

Different Industries Adapt at Different Paces

Because there are differences between industry cultures, systems and processes, each organization will accept this inevitable change at their own pace. For example, health and pharma have traditionally been slow to adapt to trends. With the internet, however, their customers and patients are behaving differently than a decade ago with increased expectations for accessing services, from setting appointments and ordering prescriptions to self-analysis with data from wearable devices and remote appointments with telemedicine. To keep up with consumer demand, these organizations must adapt by putting in place a digital transformation strategy that more efficiently maps their resources with the demands of their patients/customers.

Banking and finance companies are adapting to DT by actively adding mobile apps to capture deposits, provide funds transfer, and exchange documents and signatures through secure channels. Everything is more efficient. Customers don’t need to visit a branch. They can do everything from their computers and phones. Fewer and fewer customers want paper statements and notices.

Insurance companies could be out of business if they didn’t provide online purchasing and updating of policies. Similarly, mortgage companies have realized that people want to refinance as soon as possible and can process “paperwork” much faster online. All of these scenarios mean working with digital documents and processes.

Manufacturers have been quick to adopt new technologies to improve productivity and maximize output but they have been slow to collect, analyze, and utilize all of the associated data. As manufacturers buy into digital transformation, their organizations operate more efficiently and develop more complex and customizable products and services that have better margins. DT replaces manual, error-prone processes with faster, more automated workflows that offer better analysis of the customer needs, easier implementation of custom product/services, and simpler management of suppliers and distributors.

The construction industry has also been slow to adopt DT. Respondents to a recent survey indicate their organizations have not done nearly enough to tap technology to transform the way they work. Without a data/technology strategy or roadmap, there is no vision to how to implement and benefit from what DT can provide.

DT is More than Worth the Effort

If you are unsure how to approach digital transformation in your organization, you should work with a professional who has experience with moving from legacy resources, such as physical documents and manual processes, to the digital world. When planned and implemented as defined, a digital transformation can revolutionize your company to enable higher productivity through managed connectivity, automation and fluid information flow.

NEdocs has always been front and center of the digital transformation revolution here in New England. Document scanning, data capture and digital document management have comprised the core of our business for over 30 years as we continually help advance these technologies. Our goal is to help you embrace the paperless concept and digital world with improved visibility and engagement of mobile workforces, faster client transactions, improved customer service, improved data security and regulatory compliance as well as many other benefits.

If you would like to discuss your company’s digital transformation strategy, feel free to call us at (603) 625-1171 and speak with experienced specialists.

Post Pandemic HR Trends: Digitized Documents, More Automated Processes

Post Pandemic HR Trends

Work as we knew it before COVID-19 has changed abruptly with a future that is largely unknown. As with many industries, Human Resource conferences were scheduled and ready to share the latest trends by experts in the field this summer, but we know what happened.

The reason we go to conferences is to hear and learn about changes affecting the workplace. Now, even these trends are uncertain. However, you can still prepare for what lies ahead by considering how you can reduce risk, improve performance and ensure that your workforce can quickly adapt to your organization’s needs.

Before the Pandemic

Even before the novel coronavirus that would dramatically change how we work, disruptive forces were already in motion making it important for enterprises to rapidly adapt, according to the article, “Why Your Organization’s Future Demands a New Kind of HR,” shared by Deloitte in Harvard Business Review, February 2019. These fundamental changes meant that HR departments would be encountering new business models, technologies and workforce expectations. HR professionals would be faced with managing existing legacy organizations while planning for future needs.

It was already becoming apparent that HR could be at the forefront of reshaping organizational behavior to compete and succeed. These changes were requiring HR to address these key futures: the enterprise, the workforce and processes for getting work done.

For example, enterprises were encountering huge increases in the amount of available data. Consumers were beginning to trust businesses even more than their governments. Companies recognized that they should consider expanding their social connections and partnerships and even strategically collaborate with competitors.

Significant workforce changes were also occurring. The average career length was expanding to as much as 50 years with the need to refresh employee skillsets at least every 2-5 years. The concept of an open talent economy was beginning to create competitive opportunities for companies to quickly adapt to market requirements by transforming teamwork and improving productivity.

The most significant trend dealt with how work would be performed. Instead of applying the same legacy procedures to create products and services, it was becoming obvious that digitalization and automation were fundamentally going to change performance with significant improvements at a fraction of the cost.

Post Pandemic

We do not know how long it will take for this pandemic to be over and how companies will react to the improving economy. But as with any other major disaster, anticipated trends will be modified and new trends will emerge. All we can do is assess the expectations, goals, and objectives of workers and the companies needing their skills.

It might be worthwhile to heed the comments of a recent survey of experts at Harvard Business School about how the COVID-19 pandemic is likely to change business practices. These were some of the predictions:

  • Remote work will become strategic with better tools and digital connections
  • Leaders will need to break out of silos and improve workplace culture by thinking outside of traditional structures
  • Supply chain managers will need to track more deeply into the chain
  • Physical structure will need to be a healthier environment
  • In-person meetings will be less prevalent and more productive
  • Employees will expect greater flexibility and the ability to manage their own work schedules and personal responsibilities

Getting from Here to There

Staying healthy and surviving the downturn in the economy are both important. How you achieve these will depend on your own ability to adapt to the changing landscape and work with experts who can help. This may require implementing a good plan and continuously measuring and adjusting for improved results.

Manual operations using printed documents impede success when facing changes to business models, technologies, and workforce needs. By utilizing digital content and automated processes, you can improve outcome predictability, communicate more efficiently and quickly respond to changing workforce needs.

NEdocs offers solutions that help. We provide secure facilities, on-premise document management (Papervision), and cloud-based document management (ImageSilo). These resources offer greater flexibility and better time management for HR professionals. You can maintain document confidentiality and ensure regulatory compliance as well as manage digital file storage, search and retrieval. This applies to managing your legal documents  and procedures as well.

To plan for the future, give us a call today at (603) 625-1171 to discuss how NEdocs can help your organization through change.

 

HR Leadership in Business Processes During a Crisis

HR Leadership in Business Processes During a Crisis

When there is a crisis affecting your company, such as the current Coronavirus or COVID-19 pandemic, Human Resources leadership stands at the edge of the precipice struggling with the answer to this question: how can we ensure both the continued success of the company and the well-being of our employees? With the real possibility of issuing furloughs and terminations to comply with government-dictated “social/physical distancing,” now is not the time to get bogged down with legacy policies and procedures, which can greatly delay your ability to respond.

HR Professionals’ Call to Action

The Economist recently reported, “The instinct is to cut costs through mass redundancies, as some hotel chains, airlines and others have begun doing. ‘Rather than slash payrolls indiscriminately,’ says Bill Schaninger of McKinsey, another consultancy, ‘good HR heads can use the crisis to reconfigure company workflow: what needs to be done now and by whom, what can be automated and what requires people to share the same space. Some workers who at first appear redundant may be redeployed or reskilled’.”

As an HR professional, you are looked to by company leadership, employees and contractors to know what needs to be done to keep not only their professional life safe and secure. You can also be helpful to their personal lives. Having information that is current, proactive, and at your fingertips is crucial to what happens for them next.

With this pandemic, many businesses have closed their facilities, and their employees are either stranded because of lockdown on travel, or now working from home. The key elements for both your company and employees surviving this crisis include:

  • Keeping the company operating
  • Providing effective communications
  • Making available the appropriate tools

Being able to manage and deploy the associated and available resources is crucial and HR departments have much experience to offer here.

Automation and Digital Resources to the Rescue

The solution to responding to an upheaval like we’re experiencing with COVID-19 entails utilizing digital platforms and documents as well as automated processes. By eliminating the inefficiencies of manual operations and keeping people working remotely to stay safe, you have the opportunity to greatly improve your company’s ability to adapt and create new efficiencies.

NEdocs offers extensive assistance with digital document management and automated process solutions. Our cloud-based document management and client portals are essential tools for employees who work remotely.

We believe that HR departments must be accessible and responsive during this crisis and they need to be at the forefront of the latest workflow technology to help their companies compete, grow and develop in our increasingly digitally-connected world. Looking at risk versus reward, a fully digital (paperless) HR department makes complete sense. Having all important documents in one easy-to-search database will significantly reduce the stress of everyone in the department as well as improve employee engagement.

Surviving the Current Crisis

Here are a few resources NEdocs recommends for responding effectively and efficiently during the crisis.

  • Digital Personnel Files: simplify your ability to manage and react to change. Essentially, everything related to hiring, the employment relationship and termination are found in those files. Our software and cloud solutions make managing all employee information easy.
  • AP Automation: helps your accounting and supply chain management team be more efficient, predictable and responsive. This translates improved product flow, and better supplier relations.
  • E-forms and Electronic Signatures: makes you more responsive to change. Any organization with the need to complete and update paperwork – such as medical or HR records, can dramatically improve their efficiency with a well-developed e-forms solution. Think of all the forms you may need to manage during this time of remote work, layoffs and furloughs. Using e-forms simplifies your ability to gather and manage the data, including I-9s, W-4s, tax forms, policy acknowledgements, agreements, contracts and benefits.

For further information about enabling your Human Resource team to manage resources and processes more effectively during the uncertainty of this pandemic, please contact us at (603) 625-1171.

Want to Run Leaner? Consider a BPO Strategy.

Consider a BPO Strategy

Do you want your company to be more competitive, more cost-efficient, and more focused on its core functions? Business Process Outsourcing (BPO) could be exactly what you need to achieve these goals.

What Exactly is BPO?

BPO is the practice of hiring an outside vendor to perform business functions that support your company’s core products/services but are outside of actually delivering them. These services can include payroll, accounting, telemarketing, data processing and customer support call centers.

Hiring BPO vendor-partners has been trending as new and innovative services continue to be introduced and businesses, from startups to Fortune 500 companies, seek advantages to get ahead of the competition.

How Services are Categorized

If you do an Internet search for BPO services, you will notice they are typically differentiated as back office and front office services. Back office services are for internal business processes, such as billing or purchasing. Front-office services correspond to customer-facing services, such as marketing and technical support.

BPO services are also described as being “offshore,” “nearshore” or “onshore.” Onshore vendors are in the same country as you. Vendors located outside of your company’s location are nearshore if in the neighboring country and offshore if otherwise.

Why Consider BPO?

There are many reasons your company might want to hire a BPO service partner:

  • Save money to improve cash flow – reduce taxation, administration and labor costs.
  • Concentrate on managing core functions – stick with your expertise.
  • Improve non-core performance – work with a vendor who has greater economies of scale and expertise in your non-core services.
  • Expand your global footprint – utilize services in other countries without managing operations in different time zones and languages.
  • Be nimbler and more efficient – when you are efficient in non-core services, you can more easily make competitive changes in your core products and services.

BPO Illustration: Outsourcing your Accounts Payable

Many organizations realize the benefits of BPO by outsourcing their Accounts Payable processes. Here’s a common-type example.

Joe Biggs, CFO of his corporation, reviews the annual projections and realizes that to remain competitive, they need to find a way to streamline their labor-intensive AP processes for better efficiencies and performance. His objective is to reduce manual operations and costs to improve cash flow. He and his CEO have been talking about the benefits of BPO, so he starts looking for vendors offering outsourced AP services.

Through his network, Joe is referred to a company with specialized expertise and long term experience in automated Accounts Payable solutions and contacts one of their reps. He quickly learns that a number of familiar companies including a competitor is outsourcing their AP processing to this firm.

Further discussions and additional references convince Joe that transitioning his company’s manual payment processing to outsourced AP Automation would be easy and save his firm a boatload in labor, equipment and paper supplies.

For over 35 years, NEdocs has helped pioneer advances in the document management industry. For more than 10 of those years, we’ve fine-tuned the practice of providing automated AP invoice processing services to leading US and International organizations. By partnering with us, you replace the inefficient manual processes of sorting mail, opening envelopes, printing and emailing invoices for approval, tracking approvals and keying data. Our clients rely on an AP Automation solution which improves core business performance by:

  • Eliminating manual operations
  • Reducing approval times
  • Avoiding duplicate payments
  • Gaining visibility into invoices from time of receipt
  • Managing invoices from anywhere
  • Improving cash flow
  • Reducing AP processing costs up to 80%
  • Auto-matching invoices to POs
  • Benefiting from vendor discounts
  • Eliminating error-prone processes
  • Enforcing security, fraud prevention and compliance
  • Integrating with any ERP System

Like “Joe the CFO” and his happy CEO, your company can discover the benefits of applying a BPO strategy for your Accounts Payable processes by speaking with one of our specialists at (603) 625-1171.

If you would like to learn more about how AP Automation works, click for our Complete Guide to Accounts Payable Automation.

Keep Your Documents Available and Your Data Safe!

Keep Your Documents Available and Your Data Safe

What would you do if one of your staff walked into your office and said, “We cannot find all of the documents needed to make the required filing deadline…” or worse, “We can no longer access our data. There are no backups. The files are gone!”

The success of today’s business depends on its ability to keep pace with the demand for data and ensure the security and accessibility of its documents. How can you ensure your data remains secure? How can you maintain access to your data and ensure that your business operations run without interruption?

Perhaps the best answer to both questions is to securely store and access your data in the cloud.

System Failure Causes Data Loss

Companies that are still operating with legacy computer systems and out-of-date business processes are ill-equipped to respond to communication interruptions. Data storage devices can fail because of various  and unpredictable mechanical, natural or man-made disasters. These situations can wreak havoc on a business.

You might be surprised how many outmoded technologies are still commonly used; floppy disks, tapes, CDs, and local hard drives. Think about costs of losing critical data when disaster strikes. How much time and expense will it take to remedy the situation? Is your company prepared with a Disaster Recovery Plan? Do you have all the essential resources for keeping your business running in the face of a data loss threat? Consider these real scenarios that have happened to businesses:

  • The bookkeeper for an automotive business was doing end-of-month processing on her computer and the hard drive crashed. She asked the owner where the backups were and he replied, “What backups?” All that data was lost.
  • An audit of an insurance company discovered that there were errors in claim processing for the quarter. The IT staff went to restore the backup from the tape system for the previous days and then weeks, only to discover that the tapes were completely blank. The scheduled nightly task had not been running for 6 weeks. It took several weeks to hunt down and recapture the missing data.
  • A fire broke out in a real estate office. The fire department was able to put out the fire after dousing the building with thousands of gallons of water. The real estate office was completely gutted by the fire. Another business on the other side the building was saved from the fire, but everything, including all paper files, was destroyed by the water and smoke. The real estate business had no recoverable data files. The other business was able to salvage important legal documents but only after 3 months of expensive remediation services.
  • Hollywood Presbyterian Medical Center paid a $17,000 ransom in bitcoin to a hacker who seized control of the hospital’s computer systems and would give back access only when the money was paid. This doesn’t even account for the loss of time, services, and risk to the care of patients during that delay.

The best practice for eliminating similar data losses to your business is to embrace automated processes that digitize and store documents using cloud technology.

Your Digital Documents in the Cloud

If you are still using legacy or local data storage, it’s probably time to move your organization’s systems and files to the cloud. Leave behind manual processes that are prone to errors, delays and data loss to  an automated solution in the cloud that offers predictability and efficiency.

Secure Cloud
Your best bet is to work with a specialist like NEdocs that has extensive experience in document management data security, and cloud technology. We offer a proven solution that includes ImageSilo and PaperVision.

ImageSilo is recognized as the world’s most-trusted cloud Enterprise Content Management (ECM) system. PaperVision utilizes artificial intelligence (AI) to convert paper documents to digital format more efficiently and with greater accuracy. It also provides faster storage and retrieval of  documents from the cloud using keyword search. Because sensitive data is stored securely and employees can work efficiently, you can recover previously wasted time and costs. Western Guaranty Fund Services was quoted as having, “Improved efficiency by more than 500 hours annually, saving $64,000.”

The NEdocs solution offers you these crucial document and data safeguards and benefits:

  • Control – maintain what is stored, who has access, and how it is stored/retrieved – all in one place.
  • Efficiency – find what you need and when you need it without delay.
  • Money – recover processing time and expenses.

This solution can be implemented in only a few hours, often without IT support, and it has been proven to be a model of reliability with a 99.95% up-time record.

For further information about moving your business data safely to the cloud, feel free to speak with a document management specialist at NEdocs by calling (603) 625-1171.

When You are Scanning More than a Document

When You are Scanning More Than A Document

Ask anybody what document scanning is, and they will probably say it involves using the scanner function built into the company copier. They might add that it is a laborious task processing one page at a time by either placing the document on the flatbed of the machine or using the auto-feed tray. This is not a very exciting job for the user but usually satisfies day-to-day office requirements.

What if you need to scan a book, preserve a historical document, or scan very delicate archival documents? That makes the task more complicated. Finding the right solution for these purposes may require a specialized process and technology.

Which Scanning Technology is Right for the Job?

If you are looking for something more sophisticated and capable than the office copier/scanner, your search will probably uncover a variety of “scanning” services, such as:

  • Bulk document processing – Scanning multiple documents using high speed scanners and feeder systems. It’s really all about productivity.
  • Large format – Scanning documents bigger than your standard paper sizes (e.g., engineering drawings, archival drawings, artwork and artifacts). High production capacity combined with large format scanning can be a big plus!
  • OCR – Scans, recognizes and converts printed text to digital text or documents for editing and search purposes. This breakthrough legacy technology has transformed how we manage data and helps enable the “paperless” office.
  • Microfilm and microfiche – These are older technologies that produce images on film for miniaturizing and preserving documents. Now microfilm and microfiche can be scanned and digitized with excellent resolution quality.
  • Offsite scanning – For some organizations, allowing documents to leave the premises is a sensitive issue but keep in mind the rigorous safeguards that certified vendors like NEdocs must maintain when handling client documents. In some cases, the documents are even safer. Plus it frees up closets, file cabinets and storage space.

Each of these services offers a benefit to users who need to perform common scans of most kinds of business documents. But general document scanning services (and scanners that consumers buy) will not provide the technology, support, and expertise necessary for more complex projects, such as scanning books or archiving and preserving historical documents or even fine art. For these situations, you will need an expert in scanning technologies, processes, software, and camera equipment.

Tackling Complex Scanning Projects

Let’s take the example of a museum curator who discovers a treasure trove of historical books and artifacts that need to be preserved and archived. The administrators realize that this is not a project for a clerk standing over a copier machine, scanning rare books page by page. What should they do?

The best practice would be to consult with an expert who can provide advice on the right technology to manage this type of project. NEdocs has decades of experience in high quality scanning of archival material. For example, we use technology and equipment from world-renowned Zeutschel, which has developed technology to archive not only “bound originals such as books or large-format documents like magazines, but the focus has now widened to include other original material such as films, slides and coins.”

Zeutschel has commented that other camera systems used for archiving typically have limitations affecting productivity such as user-friendliness and the ability to reproduce high-quality, fine detail results. Professional overhead scanners may offer improved features but often cannot handle different types of original materials such as transparencies.

By utilizing Zeutschel equipment, NEdocs provides customers a premium scanner and photographic studio under one roof. Plus the machine is designed to handle volume production. Simply stated, not only is our Zeutschel system like a museum-quality camera, it’s a workhorse!

Jörg Vogler, CEO of Zeutschel GmbH, has said, “The new system bridges the gap between scanning and photo studio applications and therefore combines the best of both worlds. This means we can digitize almost anything – stamps and coins, films and glass negatives, as well as books and large-format originals.”

The system is controlled by the OmniScan software, which has been proven in numerous digitization projects and which, combined with the user-friendly design, ensures optimized process control.

NEdocs now has considerable production experience using the Zeutschel system and our technicians are impressed by its quality and ease of use. Our team now performs book and archival scanning operations much faster with the highest quality images thanks to leading edge software integration and premium optical hardware.

For further information about how to optimize all of your scanning needs, or to set up a demo, call NEdocs today at (603) 625-1171.

Digitizing Documents: 5 Advantages to Your Construction Business

5 Advantages toDigitizing Documents For Your Construction Business

According to McKinsey Global Institute, the construction industry is among the least digitized in the world, second only to the agriculture sector. Many construction firms still rely on traditional paperwork on their projects. This includes large-format paper drawings, plans, contracts, invoices, and other documents that take valuable office and construction site space. There’s also the inefficiency in copying and sharing physical documents as well as their vulnerability to damage.

For these reasons, many construction firms are recognizing the benefits of digitizing documents. The digital transition may require significant investment and changes in the fundamental structure of a business but the competitive advantages it provides are undeniable. Here are some of the benefits of digitizing documents for your construction business.

1. Access to documents on the field

A huge part of construction work is done on the field. Project managers frequently travel from the office to multiple construction sites. Construction employees who will need access to these documents are also scattered across different locations. With physical paper, employees will need to carry around a lot of documents, of which some may be lost or forgotten, delaying the work or resulting in costly mistakes. 

Digitizing paper documents gives construction employees the flexibility of accessing documents wherever they may be. As long as they have an internet connection, employees will only need a mobile device to access plans, drawings, and other documents that they need, even if they are far away from the office. 

2. Minimized job errors

One of the biggest challenges in project management is dealing with unexpected changes in delivering a project. Over the course of a project, there will be revisions and updates from the initial plan. Consequently, all paper documents will need to reflect these changes before they can be used. 

With paper documents, updating can be difficult to perform. A dedicated employee will need to check if contractors are using the updated plan. It will also be challenging to make changes on the fly to account for unforeseen variables. Sensitive information and success critical details for documents like preliminary notices, liens, contracts, and invoices also are better protected by going digital. By digitizing documents, it will be easy to update documents and ensure that a project’s participants are using the latest version. 

3. Saved site and office space

Rows of filing cabinets filled with folders and documents just have no place in the office and on the construction site if there is a better alternative. Electronic storage is an inexpensive alternative and exponentially scalable compared to physical space. Digitizing construction documents will save much-needed office and construction site space that you can use for other equipment or even in expanding your team.  In other words, transitioning your physical paperwork to digital documents will not only save you money and space but also provide opportunities for you to grow your business.

4.  Improved work efficiency

Working with paper folders and unlabeled documents is inefficient. Searching for the right bit of information can take a long time if done manually. And in an industry like construction, this lost time can add up and cost a project thousands, even millions, of dollars. With document digitization, this search time can be reduced to just a few seconds. Even document sharing can be accomplished in just a short time, providing a huge boost to the productivity of your business. 

5. Cost reduction

Aside from the associated costs of lost productivity, printing can also be costly. From the printing equipment and maintenance to the paper and ink used to print and copy documents, the cost of printing can make a significant dent in a construction firm’s budget. By digitizing documents, you will be able to minimize expenses by printing only what is necessary. This lets you focus on the core parts of your business and use your resources to expand your operations and fund growth opportunities. 

The construction industry is on the brink of digital disruption. If you want your construction business to stay competitive, then you need to transition to digitization and automation. By digitizing your documents, you will be able to experience increased efficiency, improved productivity, and reduced costs, all of which can give you a huge advantage over your competitors. 

About the Author: 

Patrick Hogan is the CEO of Handle.com, where they build software that helps contractors, subcontractors, and material suppliers with late payments. Handle.com also provides funding for construction businesses in the form of invoice factoring, material supply trade credit, and mechanics lien purchasing.