Document management


Paperless Technologies, a division of Ford Business Machines, Inc., was introduced in September of 2009. Paperless Technologies specializes in document imaging – the capture, storage, retrieval, and manipulation of digital images converted from paper or other media types. Using advanced technology, these documents are scanned and converted to digital images in virtually any file format, and we can either do the work here at our facility, or we can do the work in your offices – whichever will make the job easier for you.

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Did you know that each filing cabinet in your office takes up to 9 square feet of office space, costs you $25,000 to fill, and costs another $2,000 annually to maintain the documents it contains? Considering that on average 20 copies of each document are made, and that 19 of 20 are lost in the shuffle, and that most of your documentation is not readily accessible when you need it due to misfiling, there could be critical consequences for these issues.

What does that mean for you? Not being able to find information quickly and efficiently costs you valuable dollars in administrative costs, increases the wait time for your internal and external customers to receive this information, and decreases either confidence in the management team at your business or customer satisfaction to the outside client depending on the situation. One of the many solutions available from our Paperless Technologies division could be the answer to your document management needs. Paperless Technologies’ software integrates seamlessly with any current email, accounting, EMR/EHR, or other software systems, enabling users to have access to the information they need instantaneously. This eliminates time spent searching for files, client receipts, or patient charts so they can focus on what matters most to your business.

Compliance is an area in which we have helped many organizations overcome current and potential obstacles to decrease the amount of time spent chasing paper. Do you know who last accessed a file? Did they modify that file in any way or add or remove paperwork from it? Did they scan or fax it to another location? Was it received by that location? Did they have the correct fax number when sending, or did your confidential information reach another person’s office by mistake? Will there be legal consequences for this? Paperless Technologies offers document tracking for compliance. You can see who last “checked out” the record(s), who modified them last, what was done with them, and when they were “returned” to document storage, all without having a paper file in hand. Users can only see what you give them access to, so there is no need to worry that private HR information will be seen by the nursing staff, or that student records will be viewed by your summer intern.

Paperless Technologies offers document tracking for compliance. You can see who last “checked out” the record(s), who modified them last, what was done with them, and when they were “returned” to document storage, all without having a paper file in hand. Users can only see what you give them access to, so there is no need to worry that private HR information will be seen by the nursing staff, or that student records will be viewed by your summer intern.

Process Automation is also an area where we can help your business excel! From onboarding of a new customer, student, employee, or patient, to processing annual paperwork and licensing requirements, we have a solution that works best for you. Once a request is placed you can track it in each step of the process to know where your customer’s plans are, where a student is in their registration process, where your vacation request is in the line of approval, and much more. This is customizable to your business’s culture and needs.

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