Paperless Office Software — Your Complete Guide to Going Paperless
Going paperless with AI-powered paperless office software delivers measurable results for businesses and nonprofits. According to Accenture, 59% of managers miss deadlines because they can’t find documents. Furthermore, the International Data Corporation found that a company with 1,000 employees wastes $2.5 to $3.5 million annually chasing documents. Moreover, one Optix customer with just 18 team members realizes savings of close to $2 million annually using AI document management and workflow automation.
The good news — going paperless is easier than most organizations expect. Optix paperless office software automatically indexes every document on arrival and routes it based on your business rules. As a result, your team finds any document in seconds instead of minutes.
The paperless office has other advantages, including the ability to:
– Build a secure, AI-indexed repository of accessible documents — findable in seconds
– Track and approve work automatically as it moves through departments
– Drastically reduce off-site storage and retrieval costs
– Address internal and external auditor requests in minutes — not days
– Protect critical documents from fire, flood, or theft with secure digital storage
The paperless office delivers significant advantages. Specifically, Optix paperless office software helps your organization:
– Build a secure, AI-indexed repository of accessible documents — findable in seconds
– Track and approve work automatically as it moves through departments
– Drastically reduce off-site storage and retrieval costs
– Address internal and external auditor requests in minutes — not days
– Protect critical documents from fire, flood, or theft with secure digital storage
Learn More About:
Document Scanning — Convert Paper to AI-Indexed Digital Files
Document scanning — also known as document imaging — converts paper documents into digital files. Optix paperless office software goes further than basic scanning. Specifically, every scanned document passes through Optix AI capture and indexing automatically — extracting key metadata and filing it to the correct repository location. As a result, scanned documents are instantly searchable — not just stored as electronic images in a digital filing cabinet.
Document Management — AI-Powered Control Over Every Document
Document management captures and tracks every document the moment your organization encounters it. Optix AI document management goes further — automatically reading, classifying, and indexing every document on arrival. Moreover, Optix handles every file type — traditional formats like Word, Excel, and PDF, as well as audio, video, email, and creative files. As a result, every piece of content your organization creates or receives lives in one searchable, secure repository.
Workflow Automation
Workflow automation takes document management to a new level of productivity by standardizing the steps in the process, allowing you to apply custom rules and logic to your document process flow. This ensures that certain actions are taken or conditions are met before a document can proceed to the next step.
Examples of Automated Workflow
Applications
Still unsure of where to apply automated workflows? Below are several examples of different departments that can benefit from automating their tasks:
Accounting
Benefits from automated invoices that span the process from generation to client payment.
Manufacturing
Benefits from automated order processing, credit approvals, and fulfillment.
Engineering & Marketing
Benefits from automated follow-ups and renewal reminders so they can focus on more higher-value tasks tasks.
Human Resources
Benefits from the automated hiring and onboarding of new employees, posting job listings, and responding to candidates with templates.
Additionally, automation provides valuable insights into your processes and workflows, including information that may not have been clear before starting this project. With measurable data about your workflows as well as benchmarks to compare them to, your organization will benefit from a deeper understanding of how your departments function and what you can do to improve them going forward.
Still Have Questions?
Depending on the scope of your project, you may need to consult a professional and trusted document management and workflow solutions partner.
Glossary of Technical Terms
The terms used in document management and workflow systems can sometimes be confusing. We put together a glossary of technical terms to help.
Be sure to ask potential providers these important questions:
- Can I have a demo of your solution?
- Is your support phone based?
- Is your support based in the United States?
- Do the people on the support team use and configure the
solution in real life? - Do you offer phone support or just email support? Is there
any upcharge for phone support? How is that priced? - What is your service-level agreement (SLA) if I have a
problem? How long will I typically wait to hear from
someone? - What kinds of protections are in place to protect personally
identifiable information found in my documents? - How many users does your product support?
- Can I speak with four or five of your clients with the same
number of users I plan to have on my system?
If you need any assistance getting up and running with workflow automation or document management solutions, feel free to reach out to us at (540) 347-2552, and we’ll be happy to help.