Author Archives: NE Docs

Improve Lab Productivity While Preserving Your Valuable Research Data

Lab Notebooks

Every scientific breakthrough from the 18th Century to today has been recorded in a laboratory notebook. Until recently, these have been traditional paper notebooks. These days, pharmaceutical companies, universities, and other scientific research organizations realize that they must modernize procedures to reduce human error and ensure the reproducibility of lab results. Research notes and data must move to the digital era, where this valuable information can be more efficiently stored, retrieved, shared and secured.

Benefits of the Digital Lab Notebook

Let’s look at the benefits of the using an electronic lab notepad (ELN) which offers a digital alternative to the centuries-old paper predecessor:

  • Enhances collaboration amongst staff and stakeholders
  • Automates many of the manual aspects of documentation
  • Simplifies record-keeping and improves organization and legibility of data
  • Consolidates and centralizes data management
  • Provides better governance of standards and protocols
  • Supports 21 CFR Part 11 compliance with audit trails and tight access controls for inspection
  • Simplifies consolidation of samples, reagents, lots, plates, barcodes, order numbers, order tracking, and sample tracking
  • Secures lab research archives
  • Simplifies change management for IT services and documentation

CDD Vault noted, “One massive problem facing today’s science is reproducibility. When experiments are not reproducible, everyone suffers — from wasting time pursuing a result that was not real to creating products that end up not working. It’s a significant and important issue. Multiple factors feed into the reproducibility crisis, but correctly recording and documenting experimental procedures and results is the key to improving reproducibility.

Additionally, not creating digital records of data accounts for 17% of data loss and is a major cause of delays and setbacks in research. With an ELN, your experimental data becomes searchable, and all the results are at your fingertips.”

Common Worries about Going Digital in the Lab

Whereas converting to using electronic lab notebooks offers significant efficiencies for your organization, there are still risks. Your organization may be worried about:

  • Security – Digital data could still be susceptible to hacking.
  • Implementation process – The conversion from paper/manual processes to digital technologies may be difficult for staff to adopt and implement.
  • Accident risk – Electronic devices may be damaged from chemicals used in the lab.
  • Market trends – ELN providers have been changing rapidly over the past few years which could jeopardize your processes or staff efficiency.
  • Costs and compatibility – With numerous vendors jumping into the ELN market and offering a variety of pricing options including free subscriptions, there could be risk to continued support and compatibility with other documentation and IT systems. (Nature)

The best way to secure your paper research documents and ensure that they can be used productively into the future is to apply the right technology solution. Work with a professional who has the extensive expertise with managing and securing both paper and digital lab research assets.

With decades of experience providing paper and digital solutions for research organizations, NEdocs understands your need to preserve and archive unique content contained within books and laboratory notebooks alike. Organizations that wish to protect their manual notes and lab books find that scanning is the best and perhaps the only way to ensure the longevity of their documents.

The Right Equipment and Experience Count!

Not all scanners and methods are created equal. You don’t want to damage aging books and manuscripts. Nor do you want to work with a scanner bed that is not large enough for the material being scanned. You do want to work with a company that has only skilled and specialized scanner operators. And of course, certified security protocols are paramount which is why a number of pharmaceutical researchers use NEdocs to digitize their lab notes and documents.

One of our scanning experts recently noted, “Most museums, universities, and other reputable organizations rely on the use of v-shaped scanning methods. By placing books at a 120-degree angle, both pages of a book can be captured simultaneously as 2 individual images. This type of scanning is not only safe for book bindings (which become increasingly fragile over time), but it also eliminates issues caused by curved pages – resulting in a detailed and completely flat final product.”

Preserving your paper lab notebooks and other research papers could be an important part of scientific discovery! For further information about using 21st century technology that can make your research team more productive and preserve the accuracy of your research data, contact us online or call us at (603) 625-1171 to speak with scanning & document management expert.

3 Steps to Improving Municipal Records Management & Services

3 Steps to Improving Municipal Records Management & Services

The New Hampshire Municipal Association has noted, “Municipalities have a lot of documents and records to keep track of. Every department, employee, board and official generates and receives hundreds (or thousands) of records per year. Although many of them do not need to be retained, those which do must be managed somehow.”

Adopting the Digital Solution

For many years, these municipal records were physical documents, such as town ledgers, plans, drawings, and maps. Some were on delicate, old paper or large format originals. Over time, these documents presented challenges in handling and preservation. The introduction of scanning technology promised to simplify storage, archiving, safety, and security. As many businesses were receptive to take advantage of this technology, municipalities have been slower to adapt, often due to limited budgets.

COVID-19 changed not only our personal and business lives, but also how city and town governments manage their documents. For example, cities-today.com noted, “Los Angeles’ Mayor, Eric Garcetti, issued an executive directive instructing all city departments to relaunch key operations remotely and ‘deliver back-to-basics services more efficiently’.” The directive required departments to develop a comprehensive plan to make contactless services the norm going forward.

Municipalities of all sizes need a solution that simplifies converting paper documents to digital while storing documents in a safe and secure environment. Managers and staff need secure, remote access to retrieve documents as called for. Deploying a fully digital solution not only reduces the burden and cost of storage, but also provides a more secure and better user experience for municipal staff and their constituents.

Some originals such as very old maps, blueprints and art renderings can be extremely delicate and require trained and specialized handling. The right kind of scanning equipment is also required to handle and keep these sensitive originals intact. Rather than risk permanent damage to originals, it’s better to have the scanning done by specialists trained in handling archival records.

Going All Digital

Nowadays, town/city managers and archivists have no choice but to participate in the digital transformation of municipal services. Paperless records management is a major part of it.

Here are three key steps to successfully digitize municipal documents and archival records.

  1. Fully Understand What Needs to Change

If you are drowning in paper and having difficulty providing services to your constituents, start by identifying what isn’t working well with your current system. Look at storage and retrieval of documents, your ability to meet state/federal document retention requirements, and how you need to manage document lifecycles. Then work up a plan to implement the changes.

  1. Embrace the Benefits of Going Fully Digital

Transforming your document management services to digital gives you these modern benefits:

  • Remote access to all documents and associated processes
  • Manual/automated technology to scan from physical to digital documents
  • Cloud storage to eliminate file cabinets, boxes, and local computer storage
  • Safety and security from fire, flood, and cyber attacks
  • A long term solution for managing fragile and large format documents
  • Easy and secure online document retrieval
  1. Work with Trained Specialists

Making the change from physical to digital documents and processes requires a plan that clearly identifies your requirements and objectives as well as the steps for implementing and operating your digital solution. A professional will ask the right questions and then guide you through the whole process of physical handling to scanning, to file access and ongoing document management.

NEdocs has over 30 years of experience working with municipalities to plan and implement physical and digital document management solutions. We understand that every city and town is unique in where they currently stand in digitally securing their municipal records and archives. We can help you at any and all stages of the transition.

For further information about how you can transform your municipal document services to going fully digital, contact us online or speak with one of our specialists at (603) 625-1171.

Empowering Accounts Payable with AP Automation

Empower Your Accounts Payable Department with AP Automation

Signup below to recieve an email with a link to our presentation as we discuss Accounts Payable Automation and how you can use it to empower your accounts payable department. We have been involved in the AP automation space for 18 years, helping companies streamline their processes and save time and money along the way.

This FREE presentation covers many common problems in the AP world and how we have helped companies implement an automated solution. We also discuss several commonly asked questions concerning AP professionals looking to automate their departments.

 

 

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5 Steps to Safe and Permanent Archival Document Storage

Permanent Archival Document Storage
Recently reported, “Flooding from Tropical Storm Henri may cause as much as $4 billion in losses after drenching the U.S. Northeast with record rainfall.” Until you’ve experienced a fire, flood, or other disaster, you probably will never know how destructive these forces can be on business continuity and employee livelihoods, particularly when documents and data management are poorly managed. Water and fire can wipe out decades worth of paper records and archival history.

To keep all of your records safe, we recommend 5 best practices you can implement to sleep better knowing that your business-critical documents are safe and secure.

  1. Identify Your Document Handling Requirements and Objectives

Know what is required for document management and maintaining your business continuity. Do you need to maintain paper documents? Could you go 100% digital, or with some combination? What compliance regulations are required for your type of business? Do you have Service Level Agreements (SLA) that you have to meet with your customers?

  1. Do a Gap Analysis Between Your Current State and Complete Document Security

Assess your current document management environment and compare it to your requirements/objectives. Are your processes and staff fully aligned to achieve your business goals? Could your document handling risks be reduced with better technology and more efficient processes to assure business continuity?

Simply storing paper documents in locked desk drawers, cabinets, and computers won’t be safe from a fire or flood. Storage and security are critical to protecting your documents whether they are in paper or digital format.

What needs to change to meet business continuity goals? This should include a full understanding of industry certifications that are available or necessary for you to meet your goals.

  1. Make a Plan to Achieve Desired Change

If your document management and protections have chinks in the armor, make a plan to fix it. Your plan should encompass the following:

  • A process for storing and archiving paper documents that must remain in paper format.
  • A process for scanning existing paper documents and new incoming documents and archiving them for easy retrieval.
  • A process for easily retrieving and handling physical and digital documents.
  • SOC certification and auditing to ensure you meet compliance requirements.
  • An experienced document management advisor to guide your effort.
Security Camera

If you are unfamiliar with SOC audits, a SOC 1 Audit focuses on internal controls related to financial reporting (ICFR). A SOC 2 Audit focuses on information and IT security identified by any of 5 Trust Implementing these audits not only protects your data/documents but also shows your customers that you are running a safe and secure organization.

  1. Implement Your Plan using a Professional

To implement your plan, work with an experienced document management advisor who has extensive experience with physical and digital document management, storage, retrieval, and security. This includes scanning paper documents to digital and managing documents’ physical and cyber security.

New England Document Systems has nearly 40 years of assisting businesses with their document management needs. With a combination of document imaging, storage services, and AP Automation, NEdocs has established itself as the leader in an ever-evolving, and extremely exciting industry.

Our clients store their vital documents and media with us because we offer a premier record storage service and world-class customer support, including:

  • SOC 1 Type 2 and SOC 2 Type 2 audited facility – We provide a compliant and secure storage facility
  • HIPAA Trained Staff – Our employees are trained to keep your files safe
  • Personal Representatives – With us, you are not just a number in a system
  • Fast access – We partner with our customers to ensure we can meet your business deadlines
  • Delivery option – Eliminate paper or let us “Scan-on-Demand” and retrieve only what you need
  • Security – We enforce your policies, track access, and provide monthly reporting
  • Integration – We configure our inventory system to match your filing system
  • Accurate billing – Our systems can help ensure accurate invoicing

Some of the benefits of scanning physical documents are being able to easily search and access shared files with click of a mouse, safeguard business critical files and ensure compliance, expertly manage invoices and employee records, and reclaim lost space from obsolete filing cabinets. NEdocs’ Scan-to-Zero Program completely eliminates document storage fees.

  1. Monitor and Evaluate your Document Management Performance

For continued success with your document management strategy, monitor your document management processes and make changes as necessary. With an effective management solution, your team should have full visibility into your documents, with searchability and secure accessibility for all those records!

For further information about effective document, storage, management and security compliance, talk with one of our specialists at (603) 625-1171.

 

 

 

 

AP Automation: A Great Advance in Digital Transformation

AP Automation: A Great Advance in Digital Transformation

Goodbye Paper, Hello Digital!

Are you still using a lot of paper in the office? Maintaining paper files, even for backup purposes is no longer necessary. Hardly anyone is using paper anymore. If you are, you’re being outmaneuvered by competitors who are digitally transforming their entire businesses to experience significant savings, lower risks, and fewer bottlenecks.

Why Digital Transformation?

Because of unstoppable momentum! And now, COVID had accelerated the paradigm shift in how business works. Supply chains were decimated and access to resources were greatly restricted. Cash flows dried up. Companies had to reinvent themselves to survive. Their existing processes and procedures could no longer rely on people sitting in cubicles on the phone placing timely parts orders with suppliers, and suppliers getting paid on time to meet their deadlines.

Revenues, receivables, and payments had suddenly become unpredictable. Businesses needed a solution that was more responsive to change that could cut out all the delays of what had to be done to keep the doors open and livelihoods intact.

Now look at the office landscape and the trends. Virtually everybody is pursuing digital transformation. Every existing workflow that utilized paper for communicating, documenting, transacting, approving, complying and storing content and data is being reconsidered. New digital technology has been ramped up for automating those legacy processes.

Accelerate Digital Transformation with AP Automation

“The global digital transformation market is projected to grow from $469.8 billion in 2020 to $1,009.8 billion by 2025, at a compound annual growth rate (CAGR) of 16.5% during this period.” (Research and Markets, 2020).

But change can be overwhelming. Where do you begin? Given today’s economy and difficulty of sourcing materials and resources from suppliers, transforming your Accounts Payable makes sense to make your organization lean and responsive. The costs are minimal, and the rewards are many to keep your company solvent and strengthen supplier relations.

5 Simple Steps to AP Automation

A good way to start transforming your company to the digital world is through automating Accounts Payable. Your entire AP process can be automated through 5 basic processes:

  1. Scan incoming invoices electronically, whether paper, email, fax, or eForm.
  2. Capture and verify accuracy of invoice data.
  3. Apply routing and hierarchy approval rules.
  4. Route invoices for coding, approval and payment.
  5. Transfer data to your ERP system and archive.

All you need is an Internet connection to provide a single pane of glass into the workings of your AP operations. What this process does is save time and money, streamlines your invoice and mailroom processes, provides visibility into invoices over their entire lifecycle, and permits invoice management from anywhere.

AP Automation eliminates manual procedures, reduces human error and fraud, improves approval times, avoids duplicate payments, improves cash flow, reduces processing costs, matches invoices to POs, takes advantage of vendor discounts & rebates, and logs compliance. It also positions data to be available to other company systems.

Work with the Trusted Leader in AP Automation

With a focus on providing “best in breed” software and service solutions, NEdocs provides industry-leading solutions for Invoice Automation. This customizable process, coupled with NEdocs’ AP Mailroom for invoices, enables companies like yours to significantly lower invoice processing costs and enhance overall financial management.

With decades of experience in document and content management, NEdocs offers the ideal combination of expertise and technology to assist you in streamlining and modernizing your accounts payable procedures without disruption to operations.

For further information or a demo of the NEdocs AP Automation Solution, feel free to contact us online today or call (603) 625-1171.

Improve HR Productivity with a Digital Transformation

Improve HR Productivity

Since before the beginning of the COVID pandemic, companies have faced enormous pressure to go lean and improve productivity to deal with the changes to how we work, communicate and share data.

Your Human Resources organization manages an enormous number of documents for such activities as health screening, recruiting, onboarding, performance management, compensation, benefits, time management, retention, regulatory compliance, and policies & procedures. If you manage an HR department, perhaps you can add to this list.

Digitizing documents in itself relieves the burden of storing, searching for, and managing physical paper documents and opens your staff to greater productivity. But what really creates greater efficiencies is transforming how you work to remove human error and other risks.

Although digitization of paper documents has been around for a while, some HR teams have been slow to digitally transform their entire environment rather than simply digitizing the documents. Technology momentum has changed all this and COVID has accelerated that change. Today’s HR groups must transform their processes to keep pace with a digitally accelerated world. Companies that do not change will be at a disadvantage to compete.

Why It’s Important to Digitally Transform Human Resources

“Winning in the post-Covid world will require re-imagining not just how you work, but also what you do to create value in the digital era, “ states Harvard Business Review in March, 2021. There are several ways you can transform your work. Let’s take a look at the key workflows in HR and how digital transformation would provide better control and visibility:

  • Convert Paper to Digital – This is a no brainer. If you haven’t done this yet, you need to do it. Digitized documents are easier to share, secure, and manage than paper documents.
  • HR Resource Planning – Thinking digitally makes it easier to monitor and assess gaps in your policies and procedures and allows you to strategize and implement changes more efficiently with fewer disruptions to operations.
  • Recruitment – Attracting qualified candidates and scheduling interviews, gathering references, background checks, and compliance forms are much easier for HR professionals to manage from start to completion. Workflows are dependable and easily replicated. You can quickly identify gaps in talent resources, find and vet available talented individuals, and manage the pipeline to hiring.
  • Onboarding – Getting the right new hires or employees onboarded and ramped-up to be successful as quickly as possible is important, right? With digital workflows, it’s faster than it used to be. You have better control of scheduling and can quickly empower employees with training and provisioning resources as well as the tools they need such as computers, credentials, network access and software.
  • Employee Retention – Keeping employees engaged so they feel productive and able to advance in their career helps retain talent. Managing related opportunities through a digital environment makes these goals accessible because the resources are right at your fingertips. No thumbing through paper files! Sharing important and helpful information is more immediate.
  • Compensation and Benefits – How you remunerate your staff and the benefits you provide are two things that reward employees as well as retain them. Often there are multiple packages, such as health, dental, retirement and time off packages. Manually coordinating and researching compensation and benefits with competitive offerings elsewhere is tedious, time-consuming, and error prone. Whereas, automating this data collection, analysis, and processing simplifies the entire experience without human error.
  • Measuring Employee Performance – The purpose of measuring employee productivity through such things as annual reviews is to align employees with the company’s business goals. By digitally transforming the performance review process, you can create a system that is easily rolled out, replicable and scalable throughout the entire enterprise. Evaluation forms, data collection, and analysis can all be standardized. The process can be automated if appropriate.
  • Regulatory Compliance – No matter to which regulatory agencies your company must comply, HR is typically tasked with managing the related activities necessary to company compliance. Regulations change and penalties can be serious. A digital environment makes it easier to monitor and track all necessary data to remain compliant and prepared for any potential audit.

How to Improve Your HR Digital Workflows

The best way to improve your HR workflows is through a digital transformation guided by an experienced, credentialed and secure document management organization.

As both a SOC 1 Type 2 and SOC 2 Type 2 audited facility, you can trust NEdocs with your sensitive data. With a focus on providing “best in breed” scanning, digitization and software solutions, we bring you industry-leading technology and the highest service standards. With 4 decades of experience in digital document management, NEdocs offers the ideal combination of expertise and technology to assist you in streamlining your HR operations, reducing costs and freeing up talented staff for the recruiting and retention efforts that are so important today.

What’s next in HR digital best practices?

If you want to learn more about how your organization can take advantage of the latest HR digital processing workflows, simply contact New England Document Systems. Leave us a note online or call (603) 625-1171 today to speak directly with a specialist.

6 Compelling Reasons for Moving to AP Automation Now

6 Compelling Reasons for Moving to AP Automation Now

The business environment has always been highly competitive of course, and since COVID-19, the stress to maintain business continuity with profitability has increased significantly. Businesses have responded to the pandemic with increased interest in modernization and digital transformation. We’ve heard it before and it’s as important as ever, “adapt or die.”

Level Research has noted, “Every back-office process has been forced to adjust to the COVID-19 global pandemic–especially Accounts Payable (AP), which plays a critical role in ensuring organizational financial wellbeing.”

Identifying and implementing processes and technologies that effectively help your organization stay lean, reduce risk, and strengthen its financial condition is crucial for your continued success. Accounts Payable (AP) automation is an important component in helping you achieve your financial objectives.

Here are six reasons for transitioning to AP Automation:

#1. Greater Transparency and Analytics

Your business needs actionable insights to make fast, well-informed strategic decisions. Retrieving and sharing accurate information on demand with appropriate decision makers depends on having the right digital resources in place. An automated AP solution can aggregate paper and electronic invoices, extract and validate invoice data, digitally route invoices for approval no matter where the staff works, seamlessly upload approved invoices to your ERP and provide current analytics for decision making.

#2. Better Protection Against Fraud

The need to protect sensitive data has never been greater. Automation solutions have built-in features to define digital policies that address fraud risks and compliance demands.  For example, an AP automation solution can identify duplicate payments, enforce strong AP processing controls, and spot suspicious transactions.

#3. Better Vendor Relations

Switching from manual to automated AP processing gives your vendors more confidence that their agreements and transactions are being honored. Vendor accounts are paid in a more timely manner, building on those relationships by providing the environment for continuously smooth transactions.

#4. Fewer Errors and Faster Processing

Automated digital processing is faster and less error prone than manual processes. Its predictable reliability means that authorized people have immediate access to all invoice-related information at any time and can easily authorize and complete payments electronically.

#5. Lower Costs and Better Resource Utilization

Your organization can take advantage of vendor discounts & rebates and reduce costly delays of manual processing. At the same time, you can utilize staff in more productive areas of the business.

#6. Fewer Audits

No CFO wants to hear the word “audit,” although it often points to important concerns. But by using automation, the inherent risks of audits can be reduced. AP automation records all transactions providing an historical record of when an account was paid, who authorized payment, and what the payment was for. The “paper trail” has been replaced with immediate access to the electronic record.

 Seizing the AP Automation Advantage

Our world class solution enables companies to significantly lower their invoice processing costs and enhance their financial management. How? By applying decades of experience in document and content management. NEdocs provides expertise, technology and support services to assist you in streamlining your accounts payable procedures and capturing discounts to improve your cash position.

To learn more about how your organization can take advantage of AP Automation and get the support you need to make the transition, contact New England Document Systems online today or call us at (603) 625-1171.

 

 

 

 

 

CFOs are Adopting AP Automation

CFO's are Adopting Ap Automation

After more than a year of the COVID-19 pandemic and the havoc it has raised on businesses of all sizes, business owners and executives continue looking for ways to shore up cashflow and availability of critical resources to ensure growth continuity. CFOs, who in the past have been reluctant to embrace big technology changes, are now adopting Accounts Payable Automation (AP Automation) because of its ability to decrease human error, increase process and payment efficiencies, and provide greater security.

Today’s automation solutions reduce the cost and ease of transitioning from legacy and error-prone manual procedures to more resilient and reliable automated workflows.

Why Change Now?

In the past, many CFOs have been reluctant to adopt new technology solutions, including automation, for a number of reasons, including:

  • Disruption of the status quo – Will our staff be able to efficiently use the new tools and processes?
  • Upfront investment and cost versus value – How do we know if this can work better than our current processes and provide a return on our investment?
  • Misinformation about advanced technology – What about all the technology “solutions” that have come and gone?

Times and attitudes have changed which is obvious from the massive disruption caused by COVID-19. The innovations and time savings that AP automation can offer your organization could be an imperative part of your financing operations. If your competitors are already taking advantage of this proven technology, your business could be at a disadvantage to scale, grow, and attract new accounting talent.

AP Automation replaces the manual processing of invoices with 100% data accuracy and touchless automation. You can process invoices faster (in seconds instead of days) and take advantage of every early payment discount and rebate.

Is Automation a Business Necessity?

CFO Dive notes, “Finance and IT executives are taking on increasing responsibility to prepare their companies for growth. Yet many finance teams are unable to dedicate their efforts to planning for growth because these teams continue to use manual processes to complete routine accounting tasks.”

Research compiled in a 2019 report on Globe Newswire suggests that AP automation market size is expected to grow from USD 1.9 billion in 2019 to USD 3.1 billion by 2024, at a Compound Annual Growth Rate (CAGR) of 11.0%. The major incentives driving this growth are:

 

  • Reduction in the number of delayed payments
  • Improvement in the compliance rate with critical corporate controls
  • Controlled user access and credentials
  • Reduced fraudulent transactions

 

How to Implement AP Automation

The best practice for transitioning from manual to automated AP processes is to work with an experienced company that specializes in AP automation and digitized processes. With a focus on providing “best in breed” solutions, NEdocs brings you industry leading software solutions for automated invoice processing and payments. Coupled with NEdocs’ AP Mailroom service for receiving, digitizing and processing invoices, companies significantly lower their accounts payable costs and improve overall financial management.

With decades of experience in document and digital content management, NEdocs offers the ideal combination of experience and technology to assist you in streamlining your accounts payable procedures, reducing costs and redirecting valued talent toward revenue enhancing functions.

What’s Next?

Have you been looking into or learning about AP Automation? Why delay another year by studying the cost/benefit analysis 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 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.