The End of Paper: EDM can significantly reduce your business costs and increase efficiencyIn the past we've written about the benefits of electronic document management - not only do you enjoy greater efficiency with a computer-based filing system but you also decrease the amount of space taken up in your office and reduce your carbon footprint as you use less paper.

In addition, however, you could cut costs and improve your revenue figures with a dedicated electronic document management system. In the current economic climate, cost cutting has risen on corporate agendas, and EDM offers a positive return on investment for companies looking to minimise outgoings and concurrently improve workplace efficiency.

EDM offers several key strategic financial benefits:

Data-based storage
With a data-based storage system you don't have to use up floorspace to store your files. More efficient use of your office can result in elevated levels of productivity, and in turn can increase revenue. In addition your staff will not have to spend significant periods of time searching for files; powerful search functionality allows them to call up client records in seconds.

Increase data security
With proven security features EDM can enhance levels of data safety and prevent losses being incurred through theft or loss. And with the government considering charging companies up to £500k for data breaches there's never been a more important time to think about your data.

No transactional costs
Recent research shows the costs of filing a paper document can reach as high as £15. This is a significant loss to each transaction; with EDM transactional costs are reduced to zero and data can be easily emailed and transferred instantly.

Reduced Invoice costs
Invoicing a customer can cost as much as £10, for a paper based system. With EDM the costs can be reduced to less than £3 with a simple and quick installation. Plus, with full transactional history available through a powerful front-end system, you can more easily track your sales figures allowing more accurate financial projections to be made.

Lower paper and recycling costs
With thousands of sheets less paper to buy, you'll be saving money constantly. And because you won't need an avenue to dispose of unwanted printed material, you can pump these resources into mission-critical business tasks, such as stock.

For more information on the benefits of EDM to your business, give First Choice Business Systems - specialists in Xerox printer products - a call on 0800 072 3747 for your free consultation

Piles of dishevelled paper are a thing of the past with Electronic Document ManagementPrint costs are considered by many to be the last pan-industry uncontrolled cost that eats into company budgets. In fact, recent research shows that print costs consume 3% of total revenue for the average business. If you're trying to cut costs, you should look at how much you spend producing hard copies as there is generally a great deal of money to be saved in this area.

In recent years, Electronic Document Management has been touted as one of the best ways to save energy and improve a company's environemntal profile. After all, when you're storing your information digitally you aren't printing, so you're saving on both electricity costs and also on the amount of paper you use.

It's definitely a step in the right direction. With the Copenhagen summit round the corner, helping the environment is at the top of everyone's list. But EDM has far reaching benefits on office productivity:

• Space: Since documents can be stored digitally, there's no need for bulky file systems, giving you and your staff more space to maneuvere.
• Disaster Recovery: Off site backups mean in the event of a fire or natural disaster your data is not lost, meaning the negative impact on your revenue and staff morale is kept to a minimum.
• Quicker turnaround times to clients: Staff do not get flustered whilst they have to find a piece of paper amongst thousands. Powerful search capabilities mean documents can be recalled to a computer screen instantly, reducing the time clients must wait for their records.
• No paper filing: Filing is a simple matter of clicking 'save' and moving onto the next task. No bulky filing cabinets or moveable shelves are needed.

If you'd like more information on the benefits of Electronic Document Management, get in touch with First Choice Business Systems, who specialise in providing business services and Electronic Document Management to companies of all sizes.

Drowning under too much paper? You could benefit from Electronic Document ManagementIn today's business world there is an inordinate amount of information that must be categorized, organised and easily available for retrieval. Poorly organised databases and filing systems can result in significant reductions in efficiency, potentially causing you to lose clients and therefore revenue due to the difficulty in sourcing information. With reputation so key to success, the last thing you want to be known for is your disorganisation.

Lost revenue is not only the major concern with inefficient data retrieval. How will your company cope in the event of an emergency evacuation or water leakage resulting in destruction of all your paper records? Your clients will still need you.

First Choice Business Systems offers a free document management consultation to help identify the bottlenecks in your company's document retrieval systems and analyse how an electronic document management (EDM) system could benefit you. There are major advantages to incorporating one in your business framework. Firstly, there is an improved use of company time, as employees are no longer rummaging through file cabinets frantically trying to find a client's details. You also benefit from an improved used of space - documents stored electronically do not require physical room, allowing you to expand internally within your current office space. EDM allows your customer service capabilities to improve dramatically; with a full audited trail of customer communication at your fingertips, you can deal with enquiries easily and quickly. Perhaps most importantly, your data is far more secure in the event of an emergency. Not only is the data secure but there is a full automatic back up which can be loaded off-site with ease. EDM is also much better for the environment and improves on your own energy bills.

First Choice Business Systems are specialists in electronic document management. Give them a call today for your FREE consultation and find out how you can improve your company's efficiency.

Lost under too much paperwork?Electronic Document Management will change the way your company uses its information. Businesses of all sizes require systems to retrieve, process, organise and store electronic documents, but many of these methods are archaic or disorganised. You may still be using a paper based system, or perhaps you do have an electronic system but it is poorly integrated. Whatever you are currently using, you will definitely benefit from a streamlined EDM system courtesy of First Choice Business Systems.

Do you think you lose business while trying to dig up customer information?
Many electronic systems offer poor data retrieval methods or no audit trail. And if the information isn’t available when the customer wants it, you lose business. EDM is designed to act as an all-in-one system, handling all aspects of the filing process. Information stored on paper can be scanned and sent to the EDM system for filing, whilst any electronically stored information can be quickly and easily forwarded to the EDM database.

Worried your systems and information is too diverse to be handled by one system?
Don’t be. EDM systems use standards such as Open Document Management API (ODMA) to allow easy transfer of file formats from the application, such as word processors, PCs and e-mail to the EDM database. ODMA bypasses possible conflicts arising from differing file formats, storing your information in a centrally located database accessible from any PC with a web connection

Moving offsite temporarily?
No problem. After your data has been digitised you will be able to access it from any PC with a web connection. Moving offices doesn’t have to be a challenge.

Security concerns?
EDM actually increases your information security. No paper trail means no disappearing documents. Access to certain areas of the EDM database can be restricted, allowing you to keep secret information secret.

Log onto First Choice Business Systems for a free consultation and learn what Electronic Document Management can do for you.