Your Entry-Level Introduction to Document and Image Management

Go beyond paper
IBM i, Windows
See document and image management for yourself.
November 21, 2016
Your Entry-Level Introduction to Document and Image Management

Documents. Images. Files. Paper. They’re everywhere in your organization, but the old and haphazard ways of managing them just aren’t cutting it anymore.

That’s where electronic document and image management comes in—and your status quo goes out. With a smart solution, you can streamline your processes and capture, store, and retrieve documents easily. 

Move On from the Document and Image Management Status Quo

For many organizations today, managing documents and images still means dealing with paper documents, physical storage, and manual processes. Or some organizations might have begun moving away from paper, but still lack an effective electronic document management system.

In both cases, keeping to the status quo in their document management processes means that these organizations are sinking far too much time and money into a system that is riddled with inefficiencies and causes frustration among their employees.

Paper documents and their requisite filing cabinets take up too much space. Documents can easily be misfiled or lost and become impossible to locate. For documents that are filed correctly, it still takes too long to locate, copy, and refile the document.

There are also serious security concerns for paper-based document management: there is no visibility over who has accessed a document, which makes it difficult to track down one that has gone missing.

Documents that are stored electronically—but without a document management system—come with problems of their own. They might be indexed or named incorrectly—and become impossible to find. Plus there isn’t oversight over who has viewed a file. Someone could alter or delete it without anyone else being the wiser.

Streamline Your Document and Image Management Processes

It’s time to streamline your organization’s processes for document and image management. Removing the hurdle of paper documents and filing cabinets can have a huge impact on your organization’s productivity.

Trade Paper for Electronic Documents

Going paperless in the office is no longer just a pipe dream. It’s a reality. Today, you can scan and digitally store all of your documents—whether paper-based or electronic in origin—in the same central repository.

On top of that, you can implement controls to ensure that—no matter how they enter your organization—your documents and images are electronic.

Electronic documents are much easier to find and manage. You can even implement workflows to take care of any previously tedious and manual routing processes.

Free Up Filing Cabinets

Once you have electronic documents, there’s no need for physical filing cabinets anymore. That real estate can be reallocated for other important business purposes.

An electronic document and image management system should act as an electronic filing cabinet—but better. It should image documents and add index keys that make it easy to find documents.

By eliminating filing cabinets, you eliminate the wasted time spent trying to find a document or image in the filing cabinet. As a result, you’ll be able to respond to customer and vendor requests quickly and make them happy.

Boost Employee Productivity

Find and file documents in far less time with an electronic document and image management system. No matter who captures and saves a document in the first place, it should be easy for anyone to find it thereafter.

This means that employees will no longer need to spend 18 minutes searching for a document (on average). Instead, they can find a document or image easily with one quick keyword search—and spend the other 17 minutes and 30 seconds on more important tasks.   

Capture, Store, and Retrieve Documents with a Smart Solution

There are four key features that set smart document and image management solutions apart.

Advanced Security Controls

Protect confidential information and prevent unauthorized changes by controlling access to documents based on authority settings you create and designate. Set access to information at departmental, sub-group, or document-type levels. Comprehensive version tracking clearly displays who made what change and helps ensure critical information isn’t lost or overwritten.

Robust Search Functionality

Quickly seek and find information with a robust index-key and full-text search functionality. Look for documents by type, date, title, and more, or search text within a document using the software’s full-text optical character recognition (OCR).

Application Integration

Smart document and image management software also connects with other business applications so you can electronically import and store cross-platform files, emails, faxes, and other existing digital content in the system.

Industry and Department-Specific Needs

You have documents and images to manage—no matter what industry you’re in. Find out the extra benefits of electronic document and image management across industries like:

Whether you’re ready to start managing documents better in a specific department, like accounts payable (AP), accounts receivable (AR), and human resources (HR), or company-wide, electronic document and image management solutions can improve your company's efficiency and save you significant costs and time.

Get Started with Document and Image Management

Streamline the way your company manages information. Use electronic document and image management software to save time and money. See how you’ll benefit.

Not ready to schedule a demo?
Stay up to date on what matters.