The concept of a paperless office was promised at the beginning of this millennium, but we are still awaiting its arrival.
Implementing a paperless office is not about removing printers and refusing to let the mailman into your office, but rather knowing how documents will be processed.
This is what we call workflow management. Workflows must be implemented electronically to allow an office to operate without paper follow-up. You can therefore create workflows related to incoming documents with specific parameters (what email address did the document come in from, what directory will it be deposited in, what are the contents of the document, etc.).
The benefit of electronic document management is that once you have implemented workflows electronically, software will allow you to monitor developments with any request. Through the electronic document management system, your team will have specific actions to carry out at specific times for each request.
For example, you could incorporate this solution into the workflow for receiving merchandise and paying invoices. The document will be received at the email address (firstname.lastname@example.org) or by mail (the document will be scanned and deposited in a specific directory or recognized with a bar code or QR code), then the system will automatically capture this invoice, recognize characters, allow video coding of the document and then request that your accountant confirm the figures that have been collected by the computing systems; that they be approved, and then automatically transferred into the accounting system. Once this process is completed, a payment authorization request will be transferred to the management team to approve payment of the invoice and they will have seven days to approve it. After approval(s) are received for the document concerning payment authorization, the warehouse team will receive a request to confirm receipt of the merchandise. Once receipt of the merchandise has been confirmed, the accounting team will be informed that they have 15 days to make payment, while confirming each of the steps to the supplier. When the cheque or electronic transfer is sent, the task can be archived and found quickly in the database thanks to metadata showing documents and information entered by your team.
“The benefit of electronic document management is that once you have implemented workflows electronically, software will allow you to monitor developments with any request.”
Your Affiliate in the Group Millenium Micro can provide you with such solutions. We have the ability to optimize your workflows thanks to a range of technology available that we can deploy for you.