Abu Dhabi based Syrconsult are an engineering consultancy firm that faced the challenge of managing their office and client-related documents more efficiently. Their goals were to help the staff find documents faster, solve the storage space problem and also back-up their paper based documents electronically. They realized that what they needed was an enterprise document management system. They were not happy with the solution they first tried. But Globodox worked just right for them.

In this case study, we look at the details of their experience of using Globodox. Read the case study to find out why they chose Globodox and how it helped them achieve their goals.

Click here to read Syrconsult’s Success Story

When organizations digitize their documents and automate their business processes, their operational costs can decrease substantially over a period of time. Some of the areas where you can experience cost savings are:

• Lower consumption of paper and other office supplies
• Reduced need for storage space
• Prevention of overstaffing by automating document based workflows
• Elimination of misfiled/lost files; this eliminates the need to recreate documents – an exercise which would have cost you in terms of wages.

Electronic-only filing saves space…saves costs

A survey* conducted by the Association for Information and Image Management (AIIM) concluded that electronic-only filing would halve the storage space needed for paper in 5 years. This is a significant finding, as more and more organizations are discovering the benefits of digitizing their paper based document archives. Here is how you can save on storage costs by resorting to electronic-only filing:

• Digitize your entire paper archive
• Scan all incoming mail
• Create new documents only in digital formats
• Shred all documents no longer required to be in paper form for legal or operational purposes. This releases storage space.

* Source: “The Paper Free Office – dream or reality?” © 2012 AIIM – The Global Community of Information Professionals

The best way to go digital and save storage costs is to scan and manage files using document management software. The cost savings that result, can more than pay for the investment in the software (e.g. Globodox). Take a Free Trial of Globodox to see how you can store and manage your documents better than by using paper.

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The telecom industry across the globe is a highly dynamic industry…ever changing, owing to several factors like customer preferences, government regulations etc. Companies belonging to this industry need to maintain organized records of government related documents and various other types of documents to ensure smooth operations. Swiss telecom firm Netplus knew that this was a challenge for them too. Over time, managing paper based documents began to get too difficult for them – even their electronic files had acquired multiple versions, making it hard to track them all. In this case study, we look at how Globodox helped Netplus overcome these challenges and improve the way they managed their documents. Read their success story and replicate it for your firm!

Click here to read Netplus’ Success Story

Organizations of all sizes aim to go paperless. Yet, large enterprises face bigger risks and challenges. Here’s why…

• They operate across multiple departments with several sections, processes and teams.
• This means large enterprises work with multiple internal and external entities (e.g. government departments, vendors etc.). This results in creation and exchange of various types of documents that must be managed efficiently, preferably from a centralized repository.
• Process goals must be achieved by utilizing resources optimally. This is best done by replacing paper based workflows with digital ones.

If large organizations are to move to a paperless office model, they need a versatile solution that can be implemented across various processes and functions. Many large firms around the world have adopted enterprise document management solutions (such as Globodox) and found their paper consumption decline significantly. In fact, a recent survey* conducted by the Association for Information and Image Management (AIIM) found that the consumption of paper and the number of photocopies is decreasing in 35% of organizations. Not only this, the survey report states that the largest organizations have done relatively better. Your large firm too can move to a paperless model of operations. Here are some tips…

• Scan your paper archives as well as current documents that are paper based
• Scan all incoming paper based documents
• Create new documents only in electronic formats
• Store, index, organize and securely collaborate on documents using enterprise document management software
• Avoid printing documents unless there is no better way to share them
• Send fax messages to email addresses, rather than using paper
• Replace your paper based processes with digital ones by routing documents automatically for review, approval etc.

Globodox is one enterprise solution that offers all the above capabilities and therefore allows you to reduce your paper consumption significantly.

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* Source: “The Paper Free Office – dream or reality?” © 2012 AIIM – The Global Community of Information Professionals

Earth Day is observed every year. After a few days, we understandably forget about our planet, being surrounded by our busy schedules. Most of the time, we leave the activities to volunteers or charitable organizations. But with just a little conscious effort, we too can do our bit to care for our planet. A little background about this day will help us get off to a good start…

What is Earth Day?

Earth Day is a special day observed the world over to create awareness for the Earth’s environment and to encourage conservation efforts. It was instituted in the United States in 1970 by Senator Gaylord Nelson for this purpose. Earth Day is ‘celebrated’ on 22nd April every year. In 1990, it was taken international, and today, more than 500 million people in 175 countries observe Earth Day. (Source: http://en.wikipedia.org/wiki/Earth_Day). Earth Day Network estimates that more than a billion people will participate in this year’s Earth Day. Why not join them?

How you can add value to this Earth Day

• Get more information: Learn more about the our planet’s environment and why we need to protect it. Read articles, view videos and check out what real people like you have done to make our world cleaner, greener or safer to live in. Some good resources are Greening Your Business, 101 ways to conserve resources, 100 Ways You Can Save the Earth. Share your learning with your family members, friends, neighbors, colleagues and others in your sphere of influence.
• Study your industry’s eco-friendly best practices: Study ways that other organizations in your industry have adopted to go green and reduce carbon footprint. You too could follow in their footsteps (or footprints!). Organizations that use eco-friendly business practices are considered progressive. Your green initiatives could also be communicated to your prospects and existing customers. Customers often prefer doing business with such companies.
• Practise the 3 R’s of resource conservation: Reduce your organization’s consumption of nonrenewable resources. Reuse material when you can, rather than throw it away after its intended use. Collect all material that can be recycled and send it to agencies that undertake recycling activities in your area. Learn more about the 3 R’s. Practising these 3 R’s will help you lower your carbon footprint.
• Consume less paper: Digitize your paper archives and scan all your current documents. Desist from printing or copying documents unless absolutely necessary.
• Switch to electronic document management: Enterprise software like Globodox makes scanning and managing paper documents extremely simple. Not only is it eco-friendly, it is highly cost-effective too. Read the white paper Measuring ROI on a Document Management System to know just how much.

This Earth Day you can make a conscious effort to change for better the way you work. By using the tips discussed above, your organization can stand out as one that fulfills its corporate social responsibility creatively. Globodox is an important tool that helps you do so.

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One of the best ways to know if a business solution is effective is to learn about the experiences of existing users. We interviewed one of our customers Amerifab International Inc. who are in the fabrication business. They fabricate modular steel buildings for various industries. Read their case study to know what challenges they faced that led them to look for a dependable document management solution. Learn how Globodox helped them achieve their goals and manage projects in a more efficient way.

Amerifab International Inc.
Click here to read their Case Study

South East Asia was hit by a massive earthquake measuring 8.7 on the Richter scale. Shockwaves were felt in about 28 countries. This just goes to show how vulnerable our planet Earth is.

While governments rescue people from the sites of a natural disaster, what cannot escape to safety with you are your personal and business records. There have been cases where people have come back when the situation improved and found all their documents destroyed. You too might have stored your document archives in paper form – possibly at a disaster prone location. Are you sure your organization’s document databases will be safe in the event of a natural disaster? Are they securely backed up?

We recommend the following 3-Step back-up plan to secure your organization’s documents…

1. Digitize your paper archive and current documents using a scanner and secure them using enterprise document management software like Globodox.
2. Move your paper archives to a branch office that is not in a disaster prone area. If you do not have adequate storage space (or if your firm does not have any branches) you could consider hiring an offsite storage service provider. Before you sign up for such a service, dispose of all documents that no longer need to be stored in paper form. This will help you minimize storage costs.
3. Back up your electronic document repository online using a good online backup service whose servers are not housed in disaster prone areas. Some service providers store your data on multiple servers housed at different geographic locations. So even if one of the servers is destroyed in a disaster event, your documents would still be safe as they would be stored on other servers too. The main benefit of backing up your documents online is that when you’re back in business, you can quickly recover your documents and resume operations.

Pull out all stops by using this plan to make sure your documents (which may include legal evidence, customer information etc.) stay safe!

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It is estimated that 80% of information is still retained on paper (CAP Venture Group). According to Gartner, organizations now maintain 30 times more data than in 1999. Even if you tone down these figures, there is clearly a need to switch to a more efficient way to manage information than by using paper.

We bring you an article that looks at some reasons Why You Should Switch to a Paperless Office. The article covers practical points that any business would consider as crucial to their operations; e.g. cost reduction, time savings, improved customer service etc. Read the article and get started to managing your business documents more productively!

Why You Should Switch to a Paperless Office

In organizations large and small, at any given point of time, most employees are busy working with documents (if not finding them!). Most enterprise level document management solutions help you find documents and share them too. But that may not be enough, because your business processes may be paper based while the documents you scan become digital. So how do you bridge the gap and manage processes seamlessly?

Answer: Get document management software with integrated workflow

We bring you a white paper titled 7 Ways Automated Workflow Makes Business Processes More Efficient where we compare how paper based processes work, with how automated processes work. We then go on to discuss the ways automated workflows help you manage your business processes more efficiently. Read the white paper to take steps towards managing document based processes seamlessly.

7 Ways Automated Workflow Makes Business Processes More Efficient
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The federal law Health Information Portability and Accountability Act (or HIPAA) was enacted by the US Congress in 1996 to protect health information. If you are in the health care profession, you would know how important it is to safeguard the privacy of patients’ information. Patients have the right to access their own medical records. But in order that this can be done effectively, documents related to patients must be managed efficiently. This is best done using electronic document management. We bring you a white paper titled Getting HIPAA Compliant Using Electronic Document Management Software that shows you how. Here’s an outline of what it covers…

• Background of HIPAA
• Clearing a Misconception about “HIPAA compliant software”
• 3 important steps that will help you comply with HIPAA guidelines
• Document management software features that help you take these steps

By the time you have read the white paper, you will be able to appreciate how electronic document management can help you make health records available to patients when required, without compromising on the security of the documents. This will enable your clinic, lab or hospital to meet the objectives of HIPAA.

Getting HIPAA Compliant Using Electronic Document Management Software
Click here to get this Free White Paper