Document Management

Your Digital Transformation Starts Here

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Digital Files

Document management means going paperless by storing files electronically, instead of in file cabinets. Document management systems allow you to store, archive and easily retrieve electronic documents. See how document management begins a digital transformation in this Loffler client case study.

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Automated Data Capture

Automated data capture reads data on electronic documents and enters it into your document management system, reducing manual data entry, saving time and increasing accuracy.

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Workflow Automation

Send electronic documents automatically and securely throughout your organization with document management software to expedite approvals, share information, increase efficiency and improve business processes. See workflow automation at work.

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Electronic Forms

Any paper form and the data on it can be made digital and routed into automated workflows with electronic forms that notify approvers, send reminders or classify and store data for easy retrieval at a later date. 

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Accounts Payable Automation

Massive gains in productivity are possible using document management and accounts payable automation to go digital while keeping existing processes in place.

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Human Resource Records Automation

Reduce paper-intensive HR processes to make record-keeping faster and easier. On-boarding, benefits, certification tracking, expense reports, retention requirements and employee file access can all be made digital with document management.

 

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Robotic Process Automation (RPA)

Take automation one step further with Robotic Process Automation (RPA) to move data between systems without the need for manual data entry.

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Applicable Across Departments in All Industries

Document management tools can be applied in all industries and benefit numerous departments, including contracts, legal, accounting, human resources, sales and shipping.

 

Document Management Benefits

Consulting with an expert can help you understand where document management tools can be applied in your organization. Document management can benefit departments and processes throughout an organization when used to:

  • Begin a Digital Transformation
  • Expedite Approvals
  • Automate Reminders
  • Reduce Manual Data Entry
  • Automate and Track Three-Way Match
  • Streamline Processes
  • Secure and Reduce Paper for Documentation
  • Reduce Space Wasted on Paper Storage
  • Go Paperless and Help the Environment
  • Reduce Costs Related to Document Storage and Business Processes

What Is Document Management? Learn More About the Basics:

 


 

Accounts Payable Automation

Many Accounts Payable (AP) departments handle bills on paper, but can benefit from going digital and automating processes to save time and money.

Invoice processes can be customized according to your organization’s requirements. Whether or not you have a PO (purchase order) process currently in place, automations provided by a document management system can help your accounting team reclaim valuable time they currently spend tracking down approvers and/or matching POs to invoices. See how AP automation is made possible with a document management system.

Document management is also a valuable tool to an Accounts Receivable (AR) department. Document management increases visibility into your organization’s cash flow by electronically tracking orders and payments. You can also eliminate manual data entry, improve records retention, route sales orders to the correct department and use electronic forms for delivery and acceptance documentation.

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Human Resources Records Automation

Human Resources (HR) is paper-intensive, but does it have to be? From your new-hire application and on-boarding process, to management of employee benefits, merit increases, certification tracking, expense reports, records retention requirements and access to employee files, document management can make daily work for HR faster and easier.

Employee on-boarding improves with electronic forms to simplify record keeping from hiring to retirement, with automation of data from applications and new employee setup that does not have to be re-entered into existing systems. Automate notifications when employee records have expired, including retention requirements and certifications, to improve tracking for employee records retention. Read more about how you can elevate your HR department with document management.

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Electronic Forms

Any paper form used in your organization can be made electronic. Electronic forms are useful across many departments:

  • Human Resources Onboarding and other HR forms (I-9s, W-2s, etc.)
  • Expense Reports
  • Mortgage & Loan Applications
  • Patient/Client Registration – HIPAA Compliance
  • Purchase Orders
  • Sales Orders
  • Questionnaires
  • Feedback Forms
  • Student Enrollment
  • Shipping/Delivery Receipts

Learn more about electronic forms and how they are used by human resources departments, delivery drivers, accounts receivable teams and more.

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Automated Data Capture

Manual data entry is a waste of time. It's a task most employees do not enjoy and can riddle your systems with inaccuracies.

Optical Character Recognition (OCR) automated data capture reads your documents, understands them and extracts the data. It then classifies the document and stores the information in your existing database, accounting system, document management system or other electronic storage option. OCR can read any document you can. Depending on how much automation you need, you can set up templates to read specific document configurations. If you need more automation, intelligent capture knows how to find what you’re looking for on any document.

Natural Language Processing (NLP) is similar to OCR in that it takes text on the page and puts it into your electronic system for you. Additionally, NLP learns how to understand human language, so when you have documents that don't follow a predictable format, it still knows what to do with the information on the page. With NLP, you can upload a document and have the computer read, understand and extract data into your systems. The biggest benefit you'll find with Natural Language Processing is in times savings when you cut down on the manual task of entering text and data from documents into your systems. 

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Robotic Process Automation

Robotic Process Automation (RPA) is software used to automate manual work. RPA reduces the need for data entry and manual processes, frees employee time for more complex work and increases the speed and accuracy of data flow between systems.
 

Get Started with Document Management

Once you’re decided to go paperless, Loffler can help you get your digital transformation started. That may mean scanning the paper documents you already have into an electronic format. It may also mean helping you integrate document management and workflow automation into your organization.

To determine what level of document management and automation is right for your organization, consider your:

  • Storage, retrieval and automation goals
  • Budget
  • Maintenance abilities
  • Security standards
  • Compliance requirements
  • Mobility Needs

Our post on determining which document management system is right for you will help define your needs.

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Learn More About Loffler's Document Management Solutions

Document Management at the Minnesota Wild

Learn how the Wild use Loffler's solutions to improve accounting processes and reduce manual data entry using Square 9 GlobalSearch and ABBYY.

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See the Case Study