Document Management Solutions help businesses manage their information effectively.

Problems with information flow are based on working with papers. Automating benefits are: productivity, efficiency and savings.

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/ Document Management Solutions help businesses manage their information effectively.

  The World of the Paperless’ Office

A growing global trend today, not only in business sectors but also governments, is the use of document management systems to preserve, manage and distribute information effectively. The new mindset is promoted by the benefits an automated office without paper entitles in terms of productivity gains, more efficiency and savings.

Known research firms such as Coopers & Lybrand, Nolan Norton Institute, Ernst & Young, Sandy Schiele & Betsy Delfosse, Lee Mantelman and Nucleus Research, among other, have spent time studying the impact of paper use in businesses today. The results from recent studies are not only impressive, but alarming for business managers:

- 90% of common business tasks are related to paper document search and distribution.
- 60% of employees spend at least one hour daily duplicating the work of others.
- 30% of employee time is spent searching for information to get the job done.
- An average document is copied 19 times.
- 50% of all archived documents are copies from the originals.
- 7,5% of all archived paper documents get lost.
- 3% of documents are wrongly archived.
- 85% of all generated documents will never be used again.

Ultimately, numbers speak for themselves and organizations start caring about the real impact that comes from the misuse and waste of paper in their daily operations.

The Paperless Office is a concept based on a document management system that increases employee’s productivity by using information in electronic format to make fast distribution easy. It increases process efficiencies leveraging the power of work flows that allow you to set precise parameters for each task, save time and measure productivity levels. Important savings are achieved drastically reducing high paper consumption and print material used to print copies or reproduce documents.

One of the main causes for ineffective information flow in businesses today is paper document management. To date, generated or received information still comes mainly in paper. Problems arise because of different reasons: a) information needs to be delivered to specific users and it never reaches the users, b) information needed exists but users don’t know, c) information is wrongly archived or simply gets lost. The difference between chaos and efficiency comes from the way paper documents are managed.

The Paperless Office is a comprehensive solution based on four (4) components: i) document archiving; ii) document scanning; iii) document management software (SCAV) and; iv) document storage.

Nevertheless, it is not always easy for companies to embrace a radical cultural change that involves their documents management. This is the reason why GA Technologies developed a products and services portfolio to facilitate real solutions to customers, that can be purchased alone or as part of a solution that includes many services.

Once you decide to automate your information flow, documents travel through the following cycle:

In the document management system the process starts with:

Step 1: Organization

The first step starts with organizing all documents. For many, the word organization implies organizing things physically; nevertheless, that meaning does not determine the effectiveness of the work to be done. Why do you need to organize your archives? The answer is simple: to find your information when you need it.

GA Technologies guarantees that you will always find the document you need. The work includes reviewing the content of all archiving units in any format (boxes or folders), transcribing the information that identifies each of them into a database and identifying each archiving unit with specific labels depending on content.

The inventory database is managed by our document management software SCAV, which will work as the main tool to find the archiving units based on content and location criteria. The client receives the software and the archiving units are sent to the storage facilities.

During this stage all documents to be scanned are selected and prepared for data entry.

Step 2: Document Scanning

Document scanning is the process of converting paper documents into digital documents. The benefits are many and have a direct impact over diverse operational aspects. Document scanning allows companies to: 1) safely store large volumes of information in small devices; 2) facilitate search, retrieval and distribution of documents through computer networks; 3) give document access to multiple users simultaneously; 4) guarantee the adequate custody and preservation of paper documents; and 5) reduce document storage costs in expensive office spaces.

The document scanning process consists of:

- Preparing and classifying documents to be scanned.
- Creating a database in SCAV.
- Transcribing key data from documents.
- Foliating documents.
- Scanning all selected document pages.
- Archiving all paper documents that were scanned.

The SCAV system will allow you to easily manage your images inventory and the information can be retrieved simultaneously by multiple users.

Step 3: SCAV installation and document entry

SCAV is a document management software that lets you manage all your company’s information by integrating paper records, electronic files, images, emails and databases. It is a system that allows users to retrieve the same documents simultaneously, find the exact location of documents, avoid document duplicity and unnecessary copies; and control the document life cycle --creation, storage, distribution, follow-up, retrieval and version management--.

The SCAV software architecture is built over catalogs that are designed to group information according to its nature. SCAV restricts information access based on user’s authorization levels and it is designed to manage processes with workflows.

Document entry is made using an index card to capture key information. It includes a digital copy of the document that later allows faster authorized retrievals, users can attach additional information in any format (app files, email, websites, audio, video), the index card can be sent to other system users and allows the creation of a customized interface for workflows.

Step 4: Document storage in external facilities

After organizing, scanning and entering all documents into a SCAV database, all archiving units are transported to our facilities for storage, custody, maintenance and computerized control. Control the legal life cycle of your documentation according to your country’s legislation and decide when to destroy it once it is obsolete and has no legal value.

GA Technologies also offers special facilities for information storage devices, such as optic and magnetic data drives, an effective solution to preserve your most important asset and fully recover your operation in case a disaster strikes.

Step 5: New documents entry

The natural course of all new documents that are created or received is now to be entered into the system to be organized, scanned, stored and managed by an automated document management system.

A real solution…

Research firms that have studied the paper use problem in today’s organizations have proven that implementing a document management system (DMS) can increase efficiency and productivity. Study results speak for themselves:

- 75% decrease in document search times
- 75% decrease in document archiving times
- 50% decrease in copy costs
- Over 40% increase in client case response times

Welcome to a new world… “The World of the Paperless Office”
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The World of the Paperless’ Office
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