THE PROBLEM: Information Xtreme

Your network facilitates communication and stores volumes of information/data. Simple customer service issues can usually be handled by using that stored information/data. The sad reality is that more than 85% of your information is not accessible via the network. The most critical information usually resides on paper, in file cabinets or storage boxes, on-site or off-site. Off-site costs $$$ to retrieve, not to mention the time it takes just to obtain that information and provide answers for your constituents.

From operational records to client files, production, transactional, even employee files; some information is electronic, but the majority of the most critical documents are stored on paper. That means periodic purging, and use of Storage Boxes…possibly the use of a long-term storage vendor is required. It all adds up to two things: Time spent searching and waiting, and Money lost to labor and the lack of productivity.

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, site plans and drawings… an endless list of files stored everywhere – On Servers and Workstations, in Desk Drawers, File Cabinets, and boxes. Retrieving 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. Computer files are a whole different story. Remember the last time you desperately needed a file or document to answer a critical question…it was on someone else’s desk…misfiled into the wrong folder or wrong box…or hidden away in a desk drawer the whole time you were trying to hunt it down?

And…are you prepared to meet the demands of the new Federal laws regarding the Discovery Process for E-Mails (FRCP)! Is your department compliant with the demands of HIPAA or Sarbanes/Oxley?

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 people, in time for important decisions: important information on projects under development that require Administrative, and even collaborative decisions. Workflow can help streamline YOUR operations, provide rapid answers to Customer Service, improve cash flow, and lower operational costs.

Contact Bowman Enterprises today. We will assess your current system(s) and help you achieve Total Information Control.