Still haven’t made the switch to digital? What are you waiting for! Every department benefits when you convert your paper documents to digital and use a document management system to store, organize and share them. It’s an essential process for modern day business, but is particularly critical for credit unions, government agencies, human resources and finance departments.
Everyone uses and stores documents, especially those legally required to store them to meet compliance. Stick around, and learn how you can differentiate your departments by going digital.
Before we get started, how much do you know about the benefits of digital conversion and document management? If you’d like to explore the value of digital conversion, document imaging systems and using document management software, then check out our blog From Drawer to Digital: Dodging Disaster with Digital Documents now!
Credit unions and banks are both legally required to store a lot of member documents. As you can imagine, because this information must be stored for such a lengthy period of time, it takes up a lot of office space and makes it nearly impossible to stay organized. But it is possible for these financial institutions to have the best of both worlds! Document imaging and document management systems allow credit unions and banks to store their information under one roof for easy location and retrieval, all while avoiding hefty non-compliance fines. These systems simplify transactions for employees and members alike, leading to better service and increased customer satisfaction. Not to mention, auditors will love you for making their days go smoother!
Corry Federal Credit Union (CFCU), a non-profit financial service provider located in Pennsylvania, was determined to deliver an excellent customer experience and to be the local first choice for financial services as the largest credit union in the area.
Reaching this goal became difficult, however, as they ran out of storage space and were quickly reaching maximum storage capacity for their paper documents. They also struggled as time spent on members and business functions was evaporated and was replaced by time-consuming attempts to keep their physical documents organized. Thankfully, GBS stepped in to help CFCU save money and spend more time focusing on their core competencies by converting their paper documents. CEO, Stacey Heiser, even referred to these services as “the perfect solution.”
Anyone who has ever had a traffic ticket or needed to report to court will tell you: The government is a slow-moving machine. The sheer amount of work that each agency is responsible for can largely account for the time it takes to accomplish tasks; but huge, outdated paper filing systems certainly don’t help.
“Only about 20% of government institutions are using legitimate document management systems where everything is digital and safety is made a top priority.”
– Joe Calabria, President, GBS Technology Division
Government agencies regularly create and manage legal documents that must be passed to different departments for signatures and approvals, as well as update, store and retrieve public records accessible to the general public when requested. Document imaging and document management systems not only establish efficient workflows and make document retrieval easy-peasy, but they can even do it within budget.
Budget constraints are an ongoing issue for many of these agencies. But, thankfully, document management systems are scalable depending on need and don’t have to overwhelm the budget. A good provider can design custom-fit solutions that meet both budget and end-user needs that keep the government up and running without any of the manual headache.
The offices in Tiffin-Fostoria Municipal Court in Ohio were overflowing as their filing cabinets were multiplying like rabbits. Though they already had a document management system in place, they knew that they needed a document scanning service to complement their existing system—and GBS was able to provide them with exactly what they needed.
“GBS was friendly and fell in the correct price range to back scan all of our files that we had built up from the last 15 years. They also worked with our case management company to integrate the scans into our current system so we did not have to build a new file management system. When my staff needed a case that was stored at GBS, all I needed to do was email them the name and case number; they made sure we got the scanned case file via email within the day.”
– Jennifer McClure, Tiffin-Fostoria Municipal Court, Court Clerk
By using scanning services to go digital, the Tiffin-Fostoria Municipal Court was able to decrease operational expenses, increase facility space and improve the efficiency of the entire organization. With access to document pull requests, they never went without access at any point throughout the entire process. Plus, GBS was also able to destroy the documents whenever permission was granted, eliminating the need for additional shredding services.
If you work within an HR department, these solutions will make your life A LOT easier. Don’t work in human resources? You’ll still benefit from the peace of mind knowing that your personal information isn’t being mishandled. It’s a win-win!
Human resources have to collect, update and transfer information to and from every other department, and they legally have to retain information indefinitely.
That being said, they need solutions where security is the utmost priority and a system that can easily transfer documents while recording who has access to which files at the same time. Document management systems can deliver, simplify and automate all of these processes.
We’ll put it this way: Wouldn’t you like more assurance when it comes to your payroll?
A company is only as healthy as its finances, so it goes without saying that an efficient finance department should always be a priority. If you’re losing business due to delayed and disorganized paper payment requests and approvals, you need to digitize ASAP!
Document imaging and document management systems can help your departments stay organized and up to date by giving them access to all of the information they need at moment’s notice. Plus, they also expedite the approval process on payments by making every document editable and sharable. You can make your internal and external audits a breeze by adopting digital systems and utilizing digital services.
There are plenty of options when it comes to document scanning and document management services, but these services are not always one size fits all.
Some may have more features than others and some may be more expensive than others; but, in today’s world, there’s always a solution out there that is right for you. Whether you’re struggling with any of the things mentioned above or you believe that there’s room for improvement, let us know. We’d love to chat with you about your current situation, needs and how to make your filing systems easy and headache-free!