Data Storage™ Blog, a discussion of practical records management.

Document Management Software: How to Start the Selection Process

Posted by Scott Hambrick on Tue,Jun 06,2017 @ 08:18 AM

Selecting a document management system that’s appropriate for your business operations, budget, and implementation timeline doesn’t have to be difficult. It’s imperative to choose a document management software that’s both easy to implement and flexible to fit your needs.

In addition to choosing the right company to help you manage your company’s records, you also need to choose whether your records should be hosted on premise, or in the cloud. Server based vs cloud based management can make a huge different in efficiency, user-adoption, and security based on your individual needs.

So how do you determine which document management software is right for you?

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Topics: document management

Document Scanning: How to Get Fast & Accurate Price Quotes

Posted by Scott Hambrick on Tue,May 23,2017 @ 08:50 AM

Your company scans documents every day. Many factors contribute to the cost of scanning a document, including the size of the job, the file condition, whether there are metal elements (such as staples and paper clips), and the paper size.

To properly evaluate the cost of your scanning project in detail, we’ve put together a list of essential information you’ll need to gather before any document scanning project. Gathering this information in advance can help you save time and money. It will also help you make judgements about which projects to handle internally, and which to outsource.

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Topics: document scanning

Accounts Payable Automation Software: What’s the Cost?

Posted by Scott Hambrick on Tue,May 09,2017 @ 08:09 AM

The Institute of Finance and Management reports that 80% of companies want to streamline AP processes to reduce costs and increase accuracy. The biggest obstacle for companies: Fear that it’s hard to implement or costly to set up. The reality is that manual accounts payable processes are extremely expensive, averaging $35 per invoice to process. Just multiply that by the number of invoices you pay each year to figure out how much you’re currently paying. Automating AP reduces these costs significantly.

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Topics: records management, Paperless office, electronic document management, document management, records management software

Paper Records Management - Best Practices & Hacks for 2017

Posted by Scott Hambrick on Thu,Apr 20,2017 @ 11:59 AM

Welcome to the digital age. With more and more firms moving to digital solutions for their documents, many companies are stuck in “limbo” between digital records and paper documents. This can make managing your paper documents a logistical nightmare.

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Topics: records management

Electronic Forms Software: How Easy is it to Set Up eForms?

Posted by Scott Hambrick on Tue,Mar 28,2017 @ 08:00 AM

Electronic forms can replace just about any paper form by using a web-based interface.  Companies use eforms to automate workflow and reduce manual data entry. The process to set up eforms and integrate them in business processes is quite simple:

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Topics: records management, Paperless office, electronic document management, document management, records management software

EHR & EMR Integration: How to Bridge the Document Gap

Posted by Scott Hambrick on Tue,Feb 28,2017 @ 07:50 AM

Determining how best to bridge the gap between electronic health & medical records (EHR & EMR) and other paper-based processes is vexing healthcare and medical practice administrators. How do we integrate AP, HR and lab reports so we can find ALL information faster, reduce labor costs, maintain HIPAA compliance and stay sane? How do we merge paper with paperless records?

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Topics: records management, Paperless office, electronic document management, document management, records management software

5 Good Reasons for Startups to Use Electronic Document Management

Posted by Scott Hambrick on Wed,Feb 01,2017 @ 11:44 AM

5 Good Reasons Startups Should Use Electronic Document Management

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Topics: records management, electronic document management, document management, records management software

How to Make Scanned Documents Searchable

Posted by Scott Hambrick on Thu,Sep 01,2016 @ 01:00 PM

Find the Information You Need, Faster!

Making sure you can find the information you want is exactly what the electronic document management (EDM) game is all about. But it can be like finding a needle in a haystack.  

Consider:

You must first determine what kind of information you want. Do you need to search the body of your scanned documents for keywords, phrases or numbers?  Searchability requires making each document itself searchable. Perhaps you want to jump to a specific portion of a large, multi-page document to find specific information. But you may also want to locate every single document in a repository that contains a specific phrase like, “pencil sharpener” for example. This level of search is what I call “ENTERPRISE SEARCH”, which would be very useful in fulfilling a discovery request to find all documents pertaining to pencil sharpener injuries.

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Topics: document scanning

Outsourcing Scanning – Tips to Lower Scanning Costs

Posted by Jennifer Palmer on Wed,Jun 01,2016 @ 09:00 AM

Outsourcing Scanning?

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Topics: document scanning costs

Cloud Document Management vs. On-Premise (Server Based)

Posted by Scott Hambrick on Mon,May 23,2016 @ 10:10 AM

When should you buy software to install on premise?

When should you choose a system that’s hosted in the cloud?

First, I’m going to describe the type of companies that thrive on server-based electronic document management (EDM) systems, also known as “on premise” software.

Companies suited for on-premise document management installations have….

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Topics: document management

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