Document Management and Imaging Solutions

Let EAST TEXAS COPY SYSTEMS provide your document imaging solutions

Are your paper files growing on you?    

  A report from the University of Texas Center For Research on Information Systems stated: disaster:

"While many companies have some type of disaster recovery plan in place for business data, the overwhelming majority has not taken similar precautions to protect their mission critical documents.”

Do you want an easier way to manage and protect your paper files?

Protect important documents - by having a digital copy.

Reduce filing time and costs - reduce labor expenses for filing documents.

Access needed documents in seconds - to save time and improve service levels.

Enable quick access by multiple users at a time - versus retrieving paper from filing cabinets.

Eliminate misplaced or misfiled documents.

Reduce copying costs.

Reduce mailing costs - send documents via email.

Reduce space consumed by filing cabinets & reduce storage costs.
Improve document security.

  • 5 to 10% of a company’s Sales are dedicated to the management of documents
    Source Dataquest
  • Indexing and searching a Document cost $24.00USD
    Source: Ikon
  • On average a document is photocopied more than 10 times, 3% of documents are misfiled, 5% of documents are lost, the average cost of losing a document is over $250USD
    Source: Giga information Group & Coopers & Lybrand
  • 40% to 70% of an employee’s time is dedicated to the management of documents
    Source: Forrester Research
  • 50% of an employee’s time is spent searching documents; from 5% to 15% forreading information
    Source: PricewaterhouseCoopers
  • Every year, a company of 100 people prints 900,000 pages, copies 400,000 pages, sends 100,000 pages and spends 8,170 hours circulating documents
    Source: IDC

From financial analysis, customer data and business records, your business is only as good as its information. Services from East Texas Copy Systems will increase your profitability and efficiency by reducing the time spent storing, routing and retrieving your documents.

 Document Management Systems

The goal of the paperless office may seem out of reach for most companies. In fact, it may appear that our offices are actually going in the opposite direction of achieving that goal. At East Texas Copy Systems, we understand that efficient electronic document solutions will give greater efficiency to your office by reducing the complication of storing, routing and retrieving your documents. We provide document management solutions that integrate these powerful technologies:

Electronic Forms & Variable Data Printing

Replace pre-printed forms with electronic forms you can easily customize. Reduce your costs in producing invoices, statements, delivery documents and other forms your system creates for you.

How can you remove non-customizable pre-printed forms from your office? Electronic forms allow you this possibility by moving your paper-based forms to an electronic format you can easily customize. Your business will benefit by replacing pre-printed forms, conducting personalized one-on-one marketing, and marketing to your existing customers on the documents you generate for them.

Because we believe our clients can achieve much greater productivity and lowered overall and per printed piece cost by utilizing the latest electronic forms and variable printing technology, we are proud to partner with several software companies that specialize in variable data printing products.

 

Document Routing

Distribute scanned documents to multiple fax numbers, email addresses and network locations with professional document routing solutions. 

Capture

Read information from scanned documents and export that information to your database. You can even use the information to index documents in a document management system.

Building your document management system and converting paper-based documents to electronic documents begins the capture process. To be effective, document management systems must allow for simple, high-quality capture of paper documents and converting them to electronic images.

What Does Capture Do?

When a paper-based document is captured electronically the result can be as simple as an image that can be emailed, faxed or stored. In addition, this document can be converted to a text document using OCR (optical character recognition), added to a document management database with automatic indexing of search fields, or can even automatically apply data to accounting systems.

Automated Document Indexing

Utilizing OCR technology or 1D and 2D barcodes, a document that is to be added to an electronic document management database can be automatically indexed. This technology allows for documents to be immediately and readily available for search and retrieval across a network.
Document capture is the foundational technology for workflow automation. When scanning is complete, the extracted data is immediately available to trigger automated workflows to streamline business processes.

Document Management Systems

Build a secure, searchable library of information with an Electronic Document Management System.

Electronic document management systems are centralized data management systems designed to store, index and allow secure access to documents in an electronic format. East Texas Copy Systems will provide you an integrated document management system that provides reliability, security and mobile user access methods for your unique business needs. Eliminate paper based file storage systems and reclaim office space for more productivity and efficiency.

Document Management Systems have many benefits, including:

  • Increase profitability
  • Improve competitive advantage
  • Ensure regulatory compliance
  • Reduce litigation risk and liability.

Business processes as simple as storage and retrieval of information can be improved by moving to a qualified document management system. The ability to retrieve a document with the click of a mouse can significantly enhance your office efficiency. If you have business processes that need to be automated, an electronic document management system can provide that capability.

Fax Servers

A properly selected fax server can help your business to reduce costs, save time and ensure document security. Implementing fax server technology as part of a document management system makes sense for any business that relies on faxing as a form of document delivery.

To learn more about these technologies, contact us today.