Many Businesses Going Paperless

Paperless software actually refers to paperless content management, otherwise known as document imaging. The technology is especially useful for businesses with high volumes of incoming paper documents that need document management, such as a temporary help service receiving resumes via fax; or a mail-order catalog company receiving a large number of order forms; or a busy physician’s office that is awash in patient records.

Paperless content management is the electronic capture, organization, and storage of data and documentation including invoices, order forms, patient records, legal documents, and critical business documents in a myriad of forms. It often replaces the printed paper documentation that requires physical storage and security. This vital component of business technology can vary in functionality, complexity, and cost. Generally, documents are captured in electronic format if they are inbound via email, a web-form, or fax machine. Those documents that are received in paper format, such as through the postal mail (increasingly referred to as “snail mail”), will be electronically captured using a scanner. Once electronic, the documents are organized and securely stored on an Intranet, the Internet, or a shared server. Users who are granted access through a unique ID and password can then retrieve, review, and even update these documents from a computer.

A physician’s office can find the latter feature, controlled access, quite advantageous, especially in regard to patient privacy concerns since traffic to view a patient’s confidential records can be both restricted and tracked.

Offices with multiple locations or mobile employees benefit from document imaging because documents can be stored online rather than in a filing cabinet confined to a specific office.

Is paperless software or paperless content management right for your business? It depends. Principals should do the research and tally the costs. Businesses wary of expensive implementation costs or painful employee learning costs should attempt a smaller scale partial conversion prior to a complete paperless revolution.

By: David York

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David York is with Fox Meadows, a provider of electronic medical records software, EMR Software, and medical billing software. Learn more by visiting www.foxmeadows.com.