| Going paperless speeds up client services and gives back valuable office space |
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| Your firm is buried in paper, your staff is surrounded by file cabinets and they shudder whenever it's time to locate a file. Sound familiar? If so, then you know it's finally time to go paperless. There's good news for those who have waited. It's easier and more affordable than ever to implement, and the immediate benefits you'll enjoy may surprise you. |
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The old days of paper filing are behind us and for good reason |
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| Think about how long it currently takes your administrator to file a hard copy of a document. The document must be found, hole-punched, tacked down, placed in a folder, and filed in the appropriate cabinet. It may even take days or weeks for the document to be actually filed in the client file. You'd be hard-pressed to find anyone who'd debate that this method is: |
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Costly in terms of staff time |
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Inefficient |
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A waste of expensive office space for rows and rooms of file cabinets |
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Expensive for long term file storage |
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A waste of time for personnel having to retrieve files |
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The benefits of going paperless |
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| For small to medium-sized firms, it's very easy and relatively inexpensive to implement a digital document system. All you need is a computer, a scanner and some software. Once the solution is ready, just start scanning your documents. After a document is scanned, it needs to be saved, named and filed. This process can be done in a fraction of the time that the paper process takes. Best of all, document retrieval is a snap. When a client calls, you can literally have their document on your display in a matter of seconds. |
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Finding the right scanner |
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| The size of your firm and number of staff members that will be scanning documents will determine how many scanners, and what type of scanners will best suit you. Many firms choose to use the HP Scanjet N7710 Document Sheet-feed Scanner because of its speed and affordability. It can scan up to 35 pages per minute, can be leased for less than $30/month or purchased for under $1000. It's extremely fast, efficient, easy to use and ideal for converting documents into digital files as part of a document management system. When you think of the labor hours you will save going digital, the return-on-investment is quite short. |
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| The ScanJet N7710 |
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Perform rapid duplex sheet-feed scanning at up to 35 pages per minute |
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Customize 30 scan profiles that can be launched at the touch of a few buttons |
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Robust, efficient - can scan up to 1500 pages per day |
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Scan up to 50 pages unattended with automatic document feeder |
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Optical resolution of up to 600 dpi |
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Convert scans into editable text |
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Save scans in multiple format |
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Document management solutions |
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| Finance and Accounting firms of all sizes are turning to document service providers for secure online solutions. NetDocuments, for instance, offers a web-centric, SaaS (Software-as-a-Service) document, email and records management service, including extranet services. Documents can be easily and securely shared with clients and others, and documents are protected and backed up in redundant, world-class data centers to ensure built-in business continuity. Documents can also be backed up locally on your network using the NetDocuments Local Document Service. For larger firms, there is Omtool AccuRoute an enterprise document handling platform that streamlines the capture, conversion, communication, and archiving of paper and electronic information. AccuRoute enables organizations to handle complex document routing requirements efficiently and cost-effectively. |
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| So converting to a paperless system is easier and more affordable than ever, and will enable your firm to be quick and agile when it comes to filing and retrieving documents. Isn't it time to put your administrators and staff on more important tasks than filing and locating paper files? |
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