Paperless Office process and document management system

Transcription

1 Paperless Office process and document management system

2 Paperless office? It's easier than you think. The Paperless Office system enables you to improve your company's performance, decrease its operating costs and, most importantly, offer your clients perfect, top-ofthe range services. The system allows you to digitize any of your business processes. The most popular of them, such the mail handling or cost invoice approval processes, are already available in the Paperless process database. But the process catalogue keeps extending - check the processes currently available in Paperless. If you need dedicated processes, you can have them modelled by the Paperless experts or model them on your own using our intuitive graphic modeller. The system will also assist you in handling any type of mail, both paper and electronic. The system will allow you to register mail and transfer it electronically in an instant to its respective recipients no matter where they are located. The system will also ensure that each of them handles their mail in a timely fashion. Paperless Office is also an electronic archive of all your documents. As of now, you get an easy access to documents irrespective of where you are and when you want to look into your electronic file cabinet. The system operates round the clock in order to ensure easy access to your documents and is safe for your data.

3 The key functionalities of the system The business processes catalogue The system offers a catalogue of popular business processes used by the majority of companies. These include: inbound and outbound mailroom processes receiving orders cost invoices approval process holiday leave approval process service ticketing Each process is comprised of defined steps, data forms and reports. Based on configuration surveys completed by the customer (containing, among other things, the data of users participating in particular processes), each process is triggered in an instant. Graphic process and form modeller The Paperless Office System features an intuitive graphic modeller enabling the customer to model any business process by means of a drag & drop tool. The modeller may be used by trained business users, as a result of which many business projects may be handled without having to engage IT resources at the business process design stage. Mailroom module The mailroom application is a helpful tool in the case of organizations required to handle large quantities of incoming and outgoing mail within a strict timeframe. The mailroom application allows to automatically register packages and mail (one package may be comprised of numerous letters) and to distribute them electronically and physically to their respective recipients. The application is also helpful in handling outgoing mail (e.g. in handling print and send orders).

4 The application features a modelled process logic and built-in automation mechanisms, making mail handling a very quick process. The application also minimizes the risk of human error during the process. Documents scanning and OCR The Paperless Office system is integrable with the majority of scanners available on the market, both all-in-one and high-efficiency devices. The system allows scanning and OCR of any document. The application comes with OCR templates, adding to the precision of the recognition. Alerts and notifications The system's users may receive automated notifications on the tasks assigned, awaiting documents or deadlines for handling particular issues. The notifications may be sent by or SMS. The system also allows to escalate communications with respect to specified parameters (e.g. second notification, exceeded deadline). Application of alerts in the processes reduces the risk of overdue cases, resulting in improving the internal and external customer service process. The Workflow engine The Paperless Office system features a built-in Workflow engine ensuring automated distribution of cases among users in accordance with the pre-modelled rules. The engine's capacity is big enough to allow an organization to handle thousands of cases daily. Substitutes module The Platform has a built-in substitutes module allowing to determine the scope of authorization for a substituting person with respect to the powers held by a person being substituted (all powers or selected processes). This functionality reduces the risk of stoppages.

5 E-signing of documents Where a process requires signing documents, this step may be replaced by the handwritten digital signature technology. This technology combines the simplicity of the handwritten signature with the refined technology of registration of biometric signature data, such as the signature style, pressure or speed. This data is so person-unique that it can be used for authentication purposes. This solution is also in line with the Polish law. Application of this module allows to eliminate paper and the costs related to it (cost of paper, document logistics, verification processes, etc.) Digital document archiving The system also offers an electronic documents depository allowing to create any number of digital archives. In each such archive documents may be searched by parameters characteristic of a particular document type - e.g. in the case of letters from customers such parameters may include the sender's name and address, date of receipt of a letter, letter number, the department handling a particular customer, content of a letter. The system can also be integrated with archiving services providers, allowing authorized persons to order a delivery of original copies of particular documents. Customer and employee portals The Paperless Office system offers the possibility of access to a dedicated website on which your customers or employees are be able to check the status of their cases (e.g. orders) or to start a process (e.g. a claim process). The website makes contacting your company easier and reduces the time needed to handle your customers.

6 Benefits Top quality customer service (external and internal) Possibility of extensive automation of business processes, integration with the existing IT systems, high user friendliness and usefulness of the system make the handling of cases faster than ever. Your customers and employees will appreciate it for sure. Lower costs processes A significant reduction of time needed to handle particular cases, digitization or elimination of paper, elimination of obsolete logistics and integration with any IT system result in a significant reduction of the costs of labour and materials. High level of information security Centralization of data and documents, registration of every activity in the system and an extended system of authorizations ensure top security of your company's information.

7 Fight Chaos. Keep paper together. Paperless T.: Billennium Sp. z o.o. Ul. Tagore Warszawa Poland