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A document imaging system will make your work easier to do. The reason is simple: you can retrieve any document that you need in a matter of seconds, without ever having to leave your workstation.
Imagine receiving a phone call from a client that wants some information about a recent order. While you are on the phone you do a search on the document imaging system, and you find every document that is associated with the transaction. You quickly answer his question and then tell him that you will email him a copy of the supporting documentation. While you are still on the phone with him, you send him the email; now the entire conversation is documented and time stamped. You then close out the file with the click of the mouse and you are finished.
Let's compare that process with handling the same transaction with a paper-based filing system.
When you receive the call from the client, you have to put him on hold while you retrieve the file. You leave your work area and go to the filing cabinet to retrieve the document. After searching through the filing cabinet you discover that the document is missing. You return to your desk and tell the client that you will have to call him back.
Next you begin the hunt for the missing file and 15 minutes later you find it on someone else's desk. You ask if you can take the file, and in doing so, you interrupt that person from what they were doing. You then return to your desk with the file. You call the client and learn that he is in a meeting and will have to call you back.
Later that day while you are in the middle of a project, the client returns your call. You have to take a couple of moments to transition from what you are doing to what the client needs. After answering the clients question you tell him that you will fax over a copy of the supporting documents. You then walk over to the fax machine, create a cover letter and fax the document.
Afterwards, you walk over to your co-workers desk and return the file. Once again you take a few moments to chat with them and let them know that you handled the problem. You then return to your desk and again take a few moments to figure out where you left off on the project you had been working on.
Conclusion:
As you can see, a document imaging system will save you time and frustration. It makes your job easier to perform because you can access any document when it is needed without ever having to leave your work area.
Learn how to choose the ideal document imaging system for your business in five easy steps...
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