Secure Document Hosting |
| > |
Create and distribute documents electronically
via email or secure
websites |
| > |
Let employee access and submit pre-populated HR documents
via email or secure websites |
| > |
Create, separate and distribute A/P, HR, and other
reports -- all electronically and automatically |
| > |
Archive documents
and reports for fast retrieval and easy reprints |
| > |
Meet regulatory compliance acceptance with Corporate
and Legal retention |
|
Top Benefit Drivers
of Hosted (Off-Premises) Document Management |
1.
Improved Speed to Market |
Competitive
Advantage
- Timely Document Retrieval
- Improved Customer Service |
| How much time
would you and your organization save if you had instant access
to documents needed for customer service instead of having to
promise to return calls after paper documents had been retrieved
from file cabinets? Statistics show that one in twenty paper
documents are misfiled prolonging the process. With a paperless
document management system you can electronically search for
and retrieve needed documents with the click of a mouse and
browse, print, email or fax copies on demand as required to
provide more responsive customer service, a real differentiator
in today’s competitive global business environment. And
with Digital Designs’ outsourced document management solutions
you don’t have to worry about refilling your documents.
They’ll be there the next time you need them, safe and
secure in your personal managed archive. |
- Enable Self-Service
-- Now!
- Reduce Costs
Outsourcing Service to Your Customers
and Employees
- Competitive Advantage
- Increased Customer Satisfaction
|
- Reduce Internal
Burden
- Global Accessibility
- Personal Freedom
- Greater Control
|
Faster Start-Up
Compliance
- Litigation Support
Short Implementation Time |
| 2. Focus on
Core Business |
Backlog of
Open Projects
Moore’s Law continues to push the price/performance
ratio for information technology to new highs at the rate
of doubling power at no increase in price every 18 months.
But leveraging that power is complicated by the growing list
of projects that IT and Operational Departments are facing.
What businesses need are high-impact solutions which can be
implemented quickly with minimal impact on internal resources.
Outsourced document hosting solutions offer background capture
and indexing of documents and off-site storage with secure
access from any Web browser on-demand. |
| 3. Lower Total
Cost of Ownership |
Compute savings
of administrative time associated with outsourcing document
management:
Document Server Administration:
2
hrs / day @ $25 / hr
(including OH) x 250
work days / yr
= $12,500
(Managing configuration, security, storage, logs, software
licenses, software updates, back-ups, availability,
disaster recovery, etc.) |
|
|
NACHA Projection of Savings:
(associated with moving to electronic
pay stubs)
= $1.90 Each |
|
Ability to Amortize Capital
Investment
(Avoidance of Large Up-Front Capital Requirements) |
Predictable Costs |
Pay By Use
We’ve all had the experience of using software solutions
that have much more capability than we need to or want to
use. The same is true of solutions with scalable capacity.
With outsourced document hosting you pay only for the functionality
and capacity you require. The system is scalable, so as you
grow you can increase capacity as needed. You pay only for
the functionality and capacity you use eliminating the overhead
built into solutions implemented internally. |
Freedom from
Software Upgrades and Administration |
Physical Storage
Space
Many administrative offices are being choked with paper documents
stored in file cabinets taking up valuable office space. How
valuable is your office space? If you could eliminate much
of your paper storage space, could it be used to accommodate
additional staff as your business grows? Many businesses consider
this a critical element of the value proposition for moving
to a more paperless business environment as quickly as possible.
Outsourcing document management makes the transition painless
and fast, empowering your employees and at the same time reducing
costs. |
Reduce Internal
Burden
Prevent Lost Documents
Ease of Document Lifecycle Management |
| 4. Business
Continuity Assurance |
| Given the potential
of a disruptive business event, measures must be taken to ensure
the ability of an enterprise to maintain business operations.
Outsourcing certain business functions to hardened, redundant
service centers ensures that digital assets will be secure and
available even if central operations are impaired. Document
hosting is one of the lowest-impact functions which can be outsourced.
Since documents and records are relatively static compared to
business transactional data, they are not as time-sensitive
to operational interruption. Access to hosted documents from
any Web browser provides continuity of operations from any alternative
site in the event that primary offices become unavailable. |
Disaster
Recovery |
Off-Site Backup
Off-site backup is critical not only for your business data,
but also for documents and records. Consider the fact that
80% of the content and knowledge in business is contained
in unstructured documents and not in data bases. Many critical
documents and records are stored only in paper form and are
vulnerable to fire, flood, natural disasters and other uncontrollable
events. Paper documents stored off-site are less accessible
when they are needed and lengthen the process of retrieval
and re-filing. Outsourced digital document management provides
off-site storage with managed backup for business continuity
and recovery purposes, eliminating the need for internally
managing these functions. |
Security |
| 5. Support Team
of Trained Professionals |
Cross-Trained
Support Partner Team
Insensitive to Internal Turnover & Knowledge Management
Costs |
| 6. Compliance |
Built-In
SAS 70 Compliance
Sarbanes-Oxley
|
