THE PROBLEM: Information Overload

Most every organization has implemented a computer network in order to centralize and maintain vital business information. It is the main foundation, the lifeblood of every business, big and small. But the reality is that more than 85% of all your information is not accessible by using that network.

From operational records to client files, production, transactional, even employee files; some information is electronic, but the majority of critical documents are stored on paper. That means file folders and cabinets. It also means periodic purging, and using the dreaded Storage Boxes… possibly the use of a long-term storage vendor is required. It all adds up to two things wasted that never should be: Company Time and Company Money.

It’s not just Paper: E-Mails, Faxes, Word Processing documents, PowerPoint (slide) presentations, database files and spreadsheets, audio files such as voicemail, video files, CAD images… an endless list of files – on Servers AND Workstations. The last revision of your project *should* be right where you normally save files, but it is not… all you can find are the previous revisions. Hunting information is a time-consuming task, and you probably have noticed: The more critical information is to find, the longer it takes to retrieve what is needed.

According to Cooper & Lybrand, 7.5% of all documents are lost in any given paper filing system. Think back to the last time you desperately needed a file or document and it was not where it should have been… it was on someone else’s desk… in the wrong folder or box… hidden away in a desk drawer the whole time you were trying to hunt it down. The average cost to find misfiled documents: over $110.00 each.

…and we haven’t even mentioned the new Federal laws regarding the Discovery Process for E-Mails (FRCP)! Are you certain your organization or department is compliant with HIPAA, or Sarbanes/Oxley regulations?

THE SOLUTION: Total Information Control

A properly designed Content Management system orchestrates ALL records, and presents them to the user in a single viewer… regardless of its original format. We are talking about a TRUE information system capable of presenting ALL information, even E-Mails from Exchange and GroupWise server systems. Word Processing documents, PowerPoint presentations, database files, spreadsheets, audio files such as voicemail, video and still images, and scanned paper records – all information – yours to discover as never before.

All related information is finally in one place – right at your fingertips… there on your monitor… just one search, an average of less than one second, from viewing, printing, faxing, or emailing. We can enable sharing important documents, with multiple persons viewing and collaborating simultaneously. Discussions now take place between well-informed decision makers. Accounts Receivable is able to email or fax invoice copies while on the first phone customer call. Customer callbacks eliminated. All activity on the system is tracked and logged, keeping your company in compliance with numerous regulations regarding security and privacy.

Using Workflow, Accounts Payable easily takes advantage of quick pay discounts. Workflow can also be used to route information to exactly the right Decision Makers: Important information on products under development that require executive, administrative, even collaborative decisions. Workflow can help streamline YOUR operations, increase cash flow, and lower costs.

Contact Bowman Enterprises today. We’ll assess your current systems and help you achieve Total Information Control.