It pays to be paperless

Transcription

1 It pays to be paperless Scanning Capture and Store Workflow Electronic Archiving Document Management System Printing Process Mapping Business Automation Deploying

2 About Anota Anota specialises in providing its customers with market leading Managed Document Services; which saves businesses time and money through reliable and cost-effective paperless solutions. The result is more efficient and visible processes, less staff time wasted searching for documents, a reduction in processing errors, and complete confidence in your document compliance processes. As an authorised partner of both DocuWare and Sharp aligned with their expertise in Intelligent Data Capture, Managed Print Services and Process Analysis Anota helps companies integrate simple and effective document management systems that are safe and secure. Whether you have a filing cabinet of old paperwork, a document workflow or processes that just need improving; Anota will listen, understand, review and deliver a solution that is tailored for your business. Anota Core Values A consultation service and a business resource; which is accountable, reliable, provides value for money and whom you enjoy working with A service that reflects well on every member of our team, but more importantly on every member of your team A service that will deliver process improvements across your organisation today and into the future A service whereby your business can quantify the benefits. Over 20 years industry experience with a portfolio of client recommendations. What Anota s Clients Say: I would have no hesitation in recommending Anota to any company seeking a printing or document management and workflow solution. - Mark Evans, IT Manager, RSA Accident Repairs.

3 It takes the average professional worker 18 minutes to locate a document they re looking for. Document Management From Documents to Value Today, more than ever, success in business depends on information management. Information is at the centre of everything you do, from dealing with customers and nurturing leads, to processing orders and managing your accounts. Did you know that the average employee spends nearly 40% of their day at work searching through filing cabinets, s and hard drives in order to find the information they need to carry out their tasks? What if.. instead of spending that time and energy searching through files and folders, your staff could put it towards making your company more competitive? In order to help your team carry out their roles effectively, you give them the tools to access the information seamlessly, as and when they need it. Rather than have folders full of disorganised papers, you move your business to an automated paperless indexing system that s safe and secure, and provides the level of process visibility your business could only dream of. That s where DocuWare; and Anota s process mapping and consultancy services come in. Documents are much more than paper. They contain enormous potential that can be unlocked by managing them in an intelligent way. if given the option, not one of our customers would go back to their manual paper based processes; which tells you everything about how Document Management has transformed their businesses. - Chris Ashenden, Technical Director, Anota Ltd. Anota help customers realise this potential by streamlining business processes and improving productivity across their business. Document management is like ; once you start using it, you ll wonder how your business ever worked without it!

4 Introducing DocuWare DocuWare is a content management system that s designed to improve and streamline operations at every level of your business. It allows you to store, search, display, download and edit documents at the click of a button; all the while, seamlessly integrating them with your day-to-day business operations. 7.5% of all documents get lost, and 3% of the remainder get misfiled. This can lead to difficulties with auditors, suppliers, customers and staff as you struggle to find the information they need at key moments. With DocuWare, that pain goes away. Whether you install DocuWare on premise or use the cloud version, you ll have a fast and transparent process for capturing and archiving documents; with the ability to grant anyone access to any file from any location. As global market leader; with over 25 years of helping businesses like yours protect their critical documents from loss, damage and prying eyes; you can be certain that with DocuWare your information is in safe hands. Cross-Departmental Compliance Contract Management Records Management Knowledge Management

5 Accounting Accounts Receivable Accounts Payable Record Keeping For each of these departments; Anota have successfully helped business just like yours gain control of their processes and document workflows. Which of these departments presents the largest challenge within your organisation, and where would you start? Sales Customer Requests Customer Files Proposals Orders R&D Project-related Documents Research Release Notes Announcements Human Resources Personnel-related documents CV s For all departments Purchasing Logistics Shipping Documents Customs Documents Proof of Delivery Controlling Record Keeping Planning Production Assembly Instructions Output Controls Pick Sheets Purchase Requisition Forms Product Information Contracts

6 Why go Paperless? When you re operating in a paperless environment; it isn t just a storage solution, it s an intelligent indexing platform that will take documents such as invoices, purchase orders, quotes and other important documents; file them and categorise them. Do these questions sound familiar? Did that purchase order get sent? Was the quote printed and filed? Did the contracts manager leave the office with an essential file? With a paperless system, gone are the days of missing files and operation hold-ups. Rather than spending their time keying in data, your staff will be able to spend more time reviewing it and acting on it. This results in more efficient data management, and a much more streamlined service. Your staff will be afforded greater agility and your business will be able to stay ahead of the competition as a result. Don t let folders, filing cabinets and outdated paper based processes restrict your business and its future growth. To fill a four-drawer filing cabinet, around 15,000 of company time and money is spent on average. Seven Reasons to go Paperless: Find information quickly Avoid the need to print and reprint with digital data capture Scan, capture, distribute and approve Improve customer response times and service Access to files anywhere, anytime, any device Protect critical documents from loss or damage Provide process compliance with robust audit trails. Going paperless is not an unattainable feat. The tools you need to make your business more efficient and your staff more capable are out there; and DocuWare combines the best parts of all of them in an easy to use platform that s accessible to all. By handling your documents electronically, your business will have the ability to redesign or implement new document processes; quickly and easily. Eliminating paper improves customer response time by 300% Anota took into account the fact that every business has individual needs and worked with us to streamline our processes. We now spend less time on tasks like authorising invoices and can do all the necessary paperwork at the click of a button. This will reduce errors as well as saving us time and money. - Erhan Donmez, IT Manager, JSR Farms.

7 Did You Know? The average document is copied or reproduced 18 times, 42% of scanning and capture projects achieved a payback period of 12 months or less; while 57% of projects achieved payback in 18 months or less. 77% of invoices that arrive as PDF attachments are printed. Anota Supplied Hardware Benefits Include: Multi-Functional Devices (MFDs) All documents, whether physical or electronic, have a starting point in their journey to becoming digitised and part of an automated system. Often this starts with a multi- functional device or MFD. Anota has partnered with Sharp; one of the industry leading providers of user friendly MFDs. All organisations need efficient as well as secure document production to help achieve higher productivity and a smoother workflow. Not only are they energy efficient to reduce running costs, they re also expandable to meet growing needs. Fixed Service Price Direct servicing by the manufacturer Set up and continued maintenance of all scanning and document processing Reduced environmental impact Cost savings and efficiencies Automated toner replenishment Anota Process Solutions: I bet your office photocopier doesn t do this! Automatically index and file during printing Approve invoices digitally Scan any document into a digital workflow process Distribute post electronically for more efficient workflow Ongoing print reduction review process DocuWare can embed directly into your MFD screen, enabling you to convert physical documents such as invoices, purchase orders, delivery notes, goods received notes, etc. directly into your company-wide systems, with the added benefit of having a digital approval process at the touch of a button. No more losing papers and holding up the workflow. Whether you are looking for desktop efficiency or high volume performance, Anota has an office solution to suit your needs.

8 Did you know that the average document still gets photocopied 18 times throughout its lifespan? The Journey to a Paperless Office Understand Plan Implement The first step is to listen. Anota consultants listen to how your business works and the challenges it faces. What are the long-term and shortterm objectives of the business? Where do you believe document management and process improvements can help? Anota will also help you to define the Return on Investment (ROI) and produce a compelling business case. Anota then carries out a scoping workshop, to process map all of your document streams and workflows. By collaborating on the process mapping stage, every aspect of your document workflows are meticulously planned. All system deliverables and project milestones will be clearly outlined in Anota s Scope of Works document. The technical team will then build and implement your solution in line with the scope of works, engaging with all key personnel to ensure system functionality is tailored to their needs. Once the system pilot has been completed and all deliverables have been signed off, you can then go live; safe in the knowledge that Anota is there to support you all of the way. You are now Industry 4.0 Ready! Working with Anota has been a real partnership. They ve understood our needs; not just for now, but also for what will work best in the future. They are a collaborative and forward-thinking organisation who know what businesses want. The support we ve had from Anota is excellent and they re highly professional. We really feel that we are all a part of the same team. Dave Eccleston, Management Accountant, Auto-Sleepers.

9 After Document Management The DocuWare system has transformed our business in terms of document management storage; all our key documents are now stored electronically which makes retrieval of any document very easy. This has resulted in significant efficiencies within the business. - Darren Rowell, Finance Director, Dugdale Pvc. With a solid document management system in place, your staff will be able to find information 80% quicker, and your business stands to save up to 50% in operational costs. These reasons alone are huge incentives to consider moving to a paperless system; but once you re there you ll discover many more advantages to going digital. Reduced Document Processing Times Legal Compliance in Documents, Data & Process Simplified HMRC Audits An Improved experience when locating, viewing and processing your company documentation User and Business Alerts to key events or required actions without the need for manual s or verbal updates Complete visibility to the progress and status of all your business processes; across all required departments Document and process improvements, that save you and the business both time and money. The introduction of DocuWare has made us re-examine our entire business process and the way we did things in the past. Our staff love it. They know where to find information when they want to find it. DocuWare links all the relevant documents together. They can dip into it and take exactly what they need when they need it. - David Eccleston, Management Accountant, Auto-Sleepers.

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