An Electronic Document Management System (EDMS), commonly referred to as Document Management Software is a solution used to track and store electronic documents.

Core functionality should include the following:

  • Capture and import tools to bring documents into the system
  • Methods for storing and archiving documents
  • Indexing and retrieval tools to locate documents
  • Distribution tools for exporting documents from the system and security to protect documents from unauthorised access

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Below are five positive changes that can come from adopting digital document management, plus a handy guide to calculating the figures for your own organisation. (Via Laserfiche ECM Blog)

1. Freedom from pricey paper
This is a great starting point for ROI calculation as the results can be quite accurate. Paper-related costs can be tallied by analysing the following expenses:

  • Rent for offsite document storage
  • Filing supplies, such as cabinets and folders
  • Shipping of documents to clients, offsite departments, etc.
  • Ink, toner and other printing costs
  • The cost of paper itself

2. Time is on your side
A 2012 IDC report found that information workers spent up to 20% of their time filing and searching through paper documents. On top of that, they wasted over 10 hours a week searching for, but not finding, documents, recreating lost documents and other time-consuming tasks. These figures can be attributed to the problems inherent in hard copy document management.

By implementing document management in a digital format, companies can allot more time to using information and less time to finding it. Instead of wondering who has a report or combing through archives for hours, employees can instantly retrieve documents within a digital repository through a simple search.

3. Data safe, boss happy
If you think losing one file is frustrating, imagine losing thousands of them in a flood, fire or other disaster. Rather than cutting back on current unnecessary expenses, a disaster recovery plan is all about avoiding future ones. Ask your superiors if maintaining rooms full of paper documents is worth millions of dollars in restoration costs.

4. Bye-bye busy work
What can you do with all the time saved through digital document management? More work, obviously! By spending less time on processing contracts, invoices and customer inquiries, companies increase their work capacity and potential for growth.

5.  Space, not waste
We’ve just gone over what to do with extra time, but what about all that extra space? Look around your office and imagine what it could look like without all the file cabinets and storage rooms. All of that space could be used more productively. Just remember, a productive environment isn’t solely about rows and rows of workstations!

Managed Print Services

Digicom’s Managed Print Services (MPS) aims to provide you with the tools to optimise and manage your printer, Multi-Function Printer (MFP) and copier fleets, while lowering operating costs.

Printers & Photocopiers

As one of Ireland’s leading Print Management companies, Digicom have a track record of saving clients up to 35% on their printing costs.

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Save time and money, improve productivity and reduce waste with document software

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“Thank you for your assistance in helping us recently change our photocopier to the new Samsung machine. Your advice and help enabled us to choose a new machine that scans, copies and e-mails and makes the printing far more efficient than our older machine which in retrospect we had held onto for far too long. The new machine improves our efficiency and is very cost effective and acts as a high quality copier, printer and scanner allowing us to directly e-mail information throughout the office and to our clients. We found your company service excellent and the staff well-informed and always courteous and a pleasure to deal with.”

Vincent Traynor JSA Architects http://www.jsarch.ie/

“I have used Digicom in various companies over the past 15 years and the service provided has always been second to none. Even most recently when issues arose with our IT network and a large amount of printing was required Digicom were on hand and on site to help ensure our business remained unaffected.”

Sean O’Neill TWM Select http://twmselect.com/

“When your printing works well, no one jumps up and down and sends you an email saying ‘way-hey the printing is working.’ Printing isn’t the sexiest thing in the world, but when your print solution doesn’t work that’s when you really understand the importance of having a good solution like the Digicom and Ricoh MPS. In our business we sell time and expertise and we have numerous deadlines to hit and if your printer isn’t working it can cause real problems.”

Trevor McCarron Mazars Ireland http://www.mazars.ie/

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