It’s hard to believe that there are only a couple of weeks left in 2017. It seems that the older I get the faster time goes by. Traditionally, this has always been a busy time for the document management industry. Companies try to make last minute purchases for all sorts of reasons. Year-end funds that will go away, goals for a new or improved system before the beginning of the new year, depreciation allowances for hardware purchases. Whatever the reason, December is always a busy time for your end of year checklist.
If you are thinking about taking advantage of year end money or depreciation allowances, it’s not too late. Systems can still be purchased and delivered by year end. Configurations and tweaks may need to wait, but you will have a head start going into the new year.
Another reason to consider purchasing now is many manufacturers’ fiscal year end is December 31st. As a result, they may be more willing to provide a little extra incentive if you purchase now. It never hurts to ask, and you may be surprised at what you receive.
So, what’s on your checklist? Have you been thinking about automating your manual processes and eliminating paper from your office? Would you like to become more efficient and have better control on your processes? Does increased security around access to your confidential information resonate? How about freeing up your employees’ time by eliminating manual tasks?
All of these things can be accomplished with the use of an Enterprise Content Management system. Imagine no longer needing to handle paper invoices from your vendors. Having software that intelligently identifies each invoice and automatically extracts the data from it. Having an approval workflow automatically kicked off, and completing your match process for you. And once the approval process is complete, having the transaction data sent directly to your ERP system. Think of the time savings. Now you can better utilize your employees for more value-added functions that provide greater value to the company. Want another reason? Imagine having the ability to provide audit information with just a few mouse clicks. Providing this information in a secured clipboard for remote retrieval outside your building.
There are other areas of your organization that can benefit as well. In Human Resources personnel files can be organized, digitized, secured and accessed more efficiently. Workflow processes for hiring, onboarding and separation increase efficiencies and compliance. Electronic forms can be utilized for expense reporting and requesting paid time off. Also consider storing contracts, confidential agreements and any other type of information you are presently saving in either paper or electronic form without proper controls.
This really is an excellent time for you to reflect, plan, and make those year end purchases to insure the upcoming new year better and more productive.
Jack Arnston is a Principal at The Priton Group. They deploy ECM systems from FileBound and Capture Software from PSIGEN. He can be reached at jarnston@pritongroup.com.