Nearly every business, organization, company, charity, government department etc. rely on their documents to store data and keep information readily available. Organizations can create hundreds of thousands, even millions of documents every year, all of which has to be filed, stored, indexed, accessible and protected. It is becoming an increasingly large and arduous task for many if not most companies.
At UIG, we understand your challenges with managing both paper and digital documents. As a complete solution provider, we use our expertise to help our clients make the right decisions unique to their needs and budget. Our solutions are designed to be affordable, scalable, and easy to implement, use and support. They provide real value for our customers and have allowed UIG to experience positive growth and a maintain a loyal group of clients year after year.
Why is Document/Records Management Important?
In the today's business world, how an organization manages documents and business records plays an important role in its overall success. Whether its a legal, human resources, or an accounting document, ensuring that it easily retrieved and/or used for future purposes is very important. Proper document and records management will not only make your organization more efficient as a whole, it will help ensure regulator compliance, minimize future risk, and will dramatically reduce the chance of litigation and potential fines imposed.
A recent survey of 1,200 organizations by Gartner (the world's leading information technology research and advisory company) found the following:
It costs $20 in labor to manually file a document
It costs $120 in labor to find a misfiled document
It costs $220 in labor to reproduce a lost document
7.5% of all documents get lost; 3% of the remainder get misfiled
Professionals spend 5 – 15% of their time reading information, but up to 50% looking for it
40% of the organizations surveyed indicated disaster recovery planning not a priority
2 out of 5 companies who experience a disaster are out of business in 5 years
Benefits of a UIG Solution
Our solutions not only reduces the need for paper, making good environmental sense, it also makes good business sense, forming a convincing proposition for any type of organization. Some of the key benefits include improved cash flow, cost and time savings and enhanced customer service. The secure storage of documents in an electronic archive also means that invoices, statements and debtor's letters etc. cannot be lost or misfiled and can be accessed at a moments notice.
There are many benefits of going digital with a solution from United Imaging Group, including:
Reduce your carbon footprint
Immediate costs savings and improved bottom line
Experience a quick Return On Investment (ROI)
Free up expensive floor space
Improve document security
Improve disaster recovery
Improve customer service
Maintain a complete audit train for all documents/records
Maintain Sarbanes Oxley Act compliancy (for public companies)
UIG vs Competitors
UIG is a customer driven company that prides itself on being a true business partner to our clients. As a partner, we are completely dedicated to your success and establishing a long lasting relationship with you and your organization. We treat our clients and employees as family, maintain strong business values, and we don't use out-of-state or offshore resources to build products or to service clients, regardless of the cost savings outsourcing offers. Our solutions where designed from scratch and built specifically for the "real world" needs of our clients. Contact us today and see the difference of using a partner that truly listens to your needs, treats you with respect, and who builds a solution that has real value.
Complete Solution from One Vender
At UIG, we pride ourselves on being able to offer a complete end-end-solution from one single vendor and offering it at the best pricing in the industry. We are experts at listening to the needs of our clients, undestanding their business, and maping a solution that both meets their needs and is sensitive to their budget. Our customers can get guidence for their project, purchase a quality solution, take advantage of the best pricing in the industry for scanning services, and receive personalized support all from one solution privder.
Introduction to Document Imaging & ECM Technologies
Document Imaging and ECM are two technologies that together make up the paperless environment. Simply put, these complimenting technologies allow organizations to archive, manage, retrieve and distribute their business critical documents. A system can be as simple as basic document archiving and retrieval for a small office or department, or as large as a full enterprise solution that automatically routes documents across multiple departments using a workflow. More advanced solutions, like UIG's Infinity Capture & ECM Suite, combine the two technologies into one easy-to-use solution. However, if a solution requires a high level of automation (automatic data capture off forms, etc.), it is very common that the solution provider is reselling 3rd party applications.
Document Imaging, also called document conversion, is the process of scanning, indexing and archiving paper documents. This process can be fairly simple (like scanning a single document) or more complex (like batch scanning documents and automatically capturing data off them) depending on your project requirements and budget. Document imaging solutions generally fall into three categories:
Desktop Scanning & Archiving Solutions
Desktop scanning solutions allow users to scan documents using a low-cost scanner or multifunction printer/copier. These applications tend to be very basic and allow the user to store documents in TIFF or PDF format and store them on a hard drive or into a document archiving system (like UIG's Infinity Capture & ECM Suite). These applications are typically used by a single department (HR, Accounting, etc.), small office (doctors office, law firm, etc.), or small/medium sized organization that requires only a small amount of scanning.
Production Scanning & Archiving Solutions
Production scanning solutions are designed for offices or larger organizations that require a large amount of scanning (10,00 pages a day, etc.). These applications can be very expensing but provide ways to scan documents very quickly (batch scanning) and typically capture data automatically off the documents as they are scanned. Documents are typically sent into a large document repository were they are further processed or stored for later retrieval.
A service bureau is a company that performs scanning and indexing services for you. They typically charge a per image fee for scanning and per document fee for indexing. Pricing is based by the estimated number images, how the documents are separated, and how complex the indexing requirements are. Some service bureaus, like UIG, offer fixed pricing (per box, record, etc.) that includes both scanning and indexing fees for one low fixed price. Using a service bureau can save you as much as 50% when compared to scanning your backlog of documents in-house. Service bureaus can perform the same work in fraction of the time, without interrupting your staff, and typically offer significant overall savings to the customer.
Learn more about UIG's scanning services.
ECM (Electronic Content Management)
ECM, sometimes referred to as electronic document and/or records management, is the process of digitally managing documents and records within an organization. Documents are managed using two methodologies; document management (documents are managed as individual items) and records management (documents are related to a record, like a medical or employee record). Some ECM systems (like UIG’s Infinity Capture & ECM Suite) can manage documents using both methodologies simultaneously. Larger ECM solutions can route documents within a workflow. Workflow routes documents though a business process (i.e. an invoice approval process) moves them between users and departments for processing.
Learn more about UIG's Infinity Capture & ECM solution