"real estate document management"
December 2004 An Open Archive Tutorial: What can document management do for your business Businesses know they SHOULD have a document management solution, but, really, what are the benefits of document management?? Will it really be more efficient?? Will it really get the right information to the right people?? Will it really improve business processes?? Read below to see how document management delivers real business improvements to real businesses: Eliminate lost or misfiled business documentation Enhance customer service Improve information distribution Comply with regulatory rules ELIMINATE LOST OR MISFILED PAPERWORK PROBLEM: Collecting, organizing and managing daily records for 120 pizza restaurants in 10 states is a huge task. Accounts receivable, accounts payable, human resources, payroll and general ledger office systems all need easy access to accurate validated information. PROBLEM: A busy construction business has multiple vendors and sub-contractors associated with numerous building projects. Access to current information is necessary to manage accounts payable and receivable. SOLUTION: Document management to these companies means information is scanned, indexed and AVAILABLE. Users in multiple departments can quickly find and view relevant information with a few clicks of the mouse. And their solution includes support for all common file types including CAD, scanned drawings, and MSOffice. More information on organizing business documentation ENHANCE CUSTOMER SERVICE PROBLEM: Paperwork bottlenecks encumber this busy automobile dealership. Have you ever bought a car and waited while the salesman tried to locate your paperwork? And that is just the sales department -- finance and service have the same paperwork load. PROBLEM: Original purchase orders are critical for providing optimum customer service for this school supply company. Access to signatures and shipping manifest information is necessary to answer questions, resolve problems, and copy for inclusion with all shipments. PROBLEM: An accounting firm must accurately maintain customer files for many years. The files include a variety of paperwork including correspondence, memos, self- generated tax returns from different tax software programs, handwritten work papers and official tax forms and returns. PROBLEM: Easy and accurate access to historical client information is imperative to this estate law firm. And, documents need to be located using multiple search parameters such as decedent name, client name and year. SOLUTION: In today's competitive marketplace, customer service is king. Consumers expect to have their information needs met and special instructions complied with ... or they will go elsewhere. With a document management solution, employees can meet customer requests by having information only a few clicks of the mouse away. Multiple departments can access customer data using search parameters that accommodate any business environment - full text, customer name, sales rep, automobile VIN, decedent name, etc. All documents associated with a certain VIN or all documents for customer Smith are quickly and easily located. More information on enhancing customer service IMPROVE INFORMATION DISTRIBUTION PROBLEM: The graduate application review process for a major university requires extensive distribution and collaboration. Nearly a million pieces of paper need to be distributed, reviewed and commented on by application board members. PROBLEM: Real estate MLS listings have traditionally been maintained on paper which creates difficult search and access for member realtors. SOLUTION: Document management to the rescue: scan and index* the documents and add them to an industry-standard database. All users then have full access to the information they need. Need to share ideas? Add notes and comments to any file for other users to see without altering the original document. More information on improving information distribution COMPLY WITH REGULATORY RULES PROBLEM: Federal regulations drive a complicated process for the international student population of a large university. With multiple campuses, time sensitive data and many complex forms, managing this paperwork requires conscientious attention to detail. PROBLEM: Maintaining an accurate log of all inbound and outbound correspondence, money orders, legal correspondence, recorded phone calls, etc. is imperative for managing a select prisoner group within this federal correction facility. Homeland Security rules demand accurate and quick access to this information. SOLUTION: Eliminating the paper shuffle increases document security, improves information organization, and ensures file availability. Scanning, indexing* and database driven document management solutions provide searchable and accessible document records. More information on meeting regulatory needs * Need more information about indexing? What is it and how can it help organize your information? Read our tutorial - What is Indexing New Release Information THE NEXT STEP echive RasterREnew 2.4 - an easy to use Read more about the raster editor from OAS - is now available! -- benefits of document Read about the details on the new release. management Maintenance customers get the update for free. Learn more about echive document management Spicer has just a released a new version of its solutions universal viewing software, Imagenation. Imagenation 7.5 is available for purchase or as Download an echive maintenance download. View 7.5 Imagenation document management details. demo GTXImage CAD and Image CAD Plus 8.0 See previous newsletters are now shipping. Raster editing and raster to vector conversion with the AutoCAD 2004 Contact Open Archive engine. New version information Systems at 603-890-9980 or email@example.com Contact Open Archive for more information on obtaining software upgrades or fill out the Upgrade Request Form on our website. An Open Archive Newsletter Open Archive Systems, Inc | 63 Range Road, Ste. 202 | Windham, NH 03087 603-890-9980 | www.openarchive.com