Category Archives: Document Archiving

Customer Spotlight: Vol. 3: “etfile was one of our best decisions.”

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Kristi Cauvin, Sr. Business Systems Analyst, Johnson, Kendall and Johnson

Q: Why did you go to etfile’s document management?

Well, we had a ton of paper and a bunch of cabinets that we needed to get rid of. It was on employee’s desks, it was on the floor, it was on top of the cabinets, everywhere! So in 2005 we took our journey and decided to go paperless. We did very well to start by creating our naming convention – by doing the policy term year, what kind of policy it was, then the description. This way when we sort or search in etfile we know exactly where and how to find it.

Then 2008 hit, and we decided to move locations. Well, we still had a ton of cabinets that had old documents in them that we decided we needed to get rid of. But we didn’t want to archive them and send off-site, we wanted to get rid of the paper. So we hired a bunch of interns, and we scanned over 300 file drawers full of paper into etfile keeping our naming convention which our interns were able to access and input into the system. It was done in an order so that you hit the description, and it lines it up by policy so you can find what you need.

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Customer Spotlight: Vol. 2: “etfile has majorly impacted our expenses and revenues, and allowed us to be more efficient.”

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Agencies always ask – can I go fully paperless, and how can I make the process as painless as possible? It’s important for organizations to keep in mind to be realistic when it comes to making the switch. Paper requirements in our society are taxing on every organization. Not to mention the customer needs or legal and regulatory requirements that can also be transformed electronically.

There is a way and it’s worth it – creating a process and taking small steps to transform your organizations mind-set makes it possible.

  • Track how much paper you use on a monthly basis, and how much it costs to print and store it.
  • Track how much time is wasted searching for a document filed in a cabinet or physical folder. This will help employees get on-board with the idea of change, and realize how much time and money is wasted with paper use.
  • Re-format Business processes to replace physical signing with e-signatures, reproduce internal documents in e-formats, and enable your staff with dual monitors for easy cross-reference with multiple documents are just a few steps to help along the way.

It’s painless and this is how one of many organizations grew because of it!

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Pop Quiz: The Paperless School District

TM SolutionGuest Blogger: Andy Paquette, President, The Management Solution

As the calendar turns to another month schools are in full swing. Students busily study flashcards, take notes, and work hard to make the grade. And teachers are doing everything possible to ensure students receive a quality education. But while administrations place the highest emphasis on students (as they should), some inadvertently lose sight of inefficiencies and shortfalls within their business offices.  Continue reading

Happy Birthday Copier: You’ve Come a Long Way

The date may not be circled on your calendar, but this year marks an important milestone.  Seventy-five years ago, the world was introduced to the first copy machine.  And while it’s a standard piece of equipment in every office today, the invention was unheard of back then.

Once standardized, it eliminated the need for carbon paper and made replication and storage of business documents easier than ever before.  And it’s still evolving and changing today.  This reminds me of that old Virginia Slims commercial – “You’ve come a long way, baby”.  And it has. Continue reading

Not Your Mother’s Document Management

There’s a lot to be said about the good old days. Life was simpler back then. We had summers off.  We all watched the same 3 television stations and the only problem at school was getting caught Not Your Mother's Document Managementchewing gum in class. But as we get older, our tastes mature. The same goes for the technology we use on a daily basis.

Twenty years ago, business needs were less complex. We weren’t flooded with as much information and data. There wasn’t a “Digital Universe” and many couldn’t conceive of a zeta-byte.  Document management was also easier. There wasn’t a significant amount of information to be scanned, stored, managed and filed – and systems didn’t even address streamlining workflows. Now those days are long gone and companies need to keep up with this new fast paced world.

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