Applications
With more than 150 years of Document Management Systems experience, the MetaSource management team has worked with a wide variety of organizations in every industry. Following are the most frequent and frustrating document management issues that our clients are faced with across all industries, these include:
Accounts Payable
Every business in the world has experienced the frustration of tracking and maintaining all of the documents associated with accounting functions, especially accounts payable and accounts receivable. With document automation, all of these records, such as purchase orders, invoices, shipping and receiving information, cancelled checks, and other correspondence can be integrated into a single electronic file for each customer or for each transaction. Customer problems can be solved faster because critical information is instantaneously available on a PC. Documents are never lost, never misfiled and never out of file; in addition, you can always take advantage of early pay discounts.
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Human Resources
As new hires and existing employees generate increasing amounts of documentation, staying on top of forms that are still outstanding can be a real drain on the HR department. An effective document management system can look for missing documentation for new hires, or for annually renewed information, keeping a live list of documents still needed, and automatically triggering reminder emails. Robust archival and instant retrieval of forms and documents can prove critical in cases of dispute or litigation.
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With growing emphasis on the archival of email, especially to support or defend against litigation, document management solutions are becoming increasingly valuable. Effective solutions will typically store and compress an email as soon as it hits the server. Automatic indexing of text, and text of any attachments, makes compliance with Sarbanes Oxley, HIPAA, SEC 17A-4, and other regulations simple.
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Sales
Avoiding paper all together is the nirvana in many sales situations. Use of electronic forms, coming from requests from the internet, salespeople, or any other source, move into a workflow routing system and are sent to the appropriate person or department, making the sales processes simpler, faster and achieving better results. Further integration can offer the customer the ability to check the status of their order, as well as driving inventory management, expense submission, and other crucial operations.
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Records
Many organizations are required to maintain records for a specified time. Document automation technologies reduce loss of misfiled documents, provide significant cost reduction through elimination of paper filing systems, allow secure access to documents where you need them and in the form you need them, and offer a risk-free backup for disaster recovery. Documents are never lost, never misfiled and never out of file.
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Application Forms
Collecting, batching, reviewing, inputting, and responding to applications can be a burden in many industries. An effective document management system, combined with the appropriate data capture solution, can put an end to these headaches. Automatic workflow routing can instantly send applications to the appropriate desk or department, tracking of approval status, archiving, and matching with other associated documents can reduce human touch points and staffing needs by up to 50%.
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the Right Document Management Solution