Document Management Software

Regardless of industry, market or field, today’s organizations must manage a combination of paper-based, digital and electronic documents on a daily basis. The shift from paper documentation toward electronic files in both the public and private sector has created numerous challenges for stakeholders who are accustomed to the status quo.Further complicating matters is the fact that true document management never ends – even after paper documents are stored away or electronic files are sent to an internal database. Document management solutions are essential cogs in the modern business and organization, supporting everything from document conversion and invoice processing to industry-specific demands like facilitating electronic medical records.

Inception Technologies has developed best-in-class document management solutions to meet the needs of today’s complex business environments, incorporating both cloud-based and on-premises software platforms. Whatever your document management needs are, Inception Technologies can configure and customize the perfect application.

Document management systems cover a lot of ground, providing a wide range of functionalities and tools to streamline, simplify and improve the entire data lifecycle. What exactly does a document management system do, and what tangible benefits can it provide your organization? We have compiled a comprehensive explanation and guide to all things document management to answer these questions – and more – as well as help you decide which solution is right for your business, nonprofit or agency.

The primary goal of any document management system is to help organizations better track,, store and govern their copious records and files. That may pertain to either electronic or paper-based documents, but the ultimate goal of document management solutions is to aid the transition toward digital records and reduce the reliance on traditional paper files.Paper documents represent a significant ongoing cost for organizations across every vertical, and many of those expenses can be attributed to unnecessary loss and waste. According to some estimates, the average person in the U.S. uses between 550 and 650 pounds of paper each year. Moreover, the average U.S.-based business goes through one sheet of paper every 12 minutes. The total amount of waste that paper documents represents for the business community is astronomical:

•       On average, office workers go through 10,000 sheets of paper each year.
•       Paper accounts for roughly 50 percent of business waste.
•       The U.S. business community spends $120 million on paper each year.

Digging deeper into the associated costs of mismanaging important documents, lost data, productivity and man hours further cut into an organization’s bottom line:

•       It costs a business, on average, $20 to file a document.
•       Organizations spend an average of $120 simply tracking down documents that have been misfiled.
•       The average cost to recreate a lost, destroyed or misfiled document stands at approximately $250.

These expenses add up over time, negatively impacting a business’s profitability and fiscal health. Although eliminating paper altogether is not a realistic goal, companies should reduce their reliance on paper documents as much as possible. Some routine processes necessitate creating a paper trail or producing physical documentation: invoices, contracts, check requests, etc.

Transitioning toward a more digital-focused document system presents challenges of its own, as businesses must juggle both their legacy records and electronic files. Document management systems address major concerns like format conversion, equipment management, invoice processing, auditing and workflow automation – all in a single platform and solution.

Inception Technologies document management solutions incorporate physical equipment, cloud-based platforms, automated workflow processes, dedicated document management software and much more to provide an exhaustive offering that comprehensively addresses our clients’ paper and electronic document needs.

What specific capabilities can you expect from a partnership with Inception Technologies?

Robust document management solutions begin at the scanning and conversion stage. Whether your organization is trying to migrate to a digital record-keeping system or simply wants to create electronic backups of your physical documents, Inception Technologies can help.We have multiple document scanning and conversion options for businesses, nonprofits, health care organizations and government agencies looking to outsource these jobs:

Back file scanning

Over time, physical document storage and management requirements can grow out of control, overwhelming businesses and creating unnecessary headaches. Offices become overrun with file cabinets, organizations are forced to invest in bulky and expensive shelving units and  businesses pay exorbitant costs to rent out off-site storage areas to house mountains of paper files and records.

It’s an unwieldy and untenable situation, but Inception Technologies can help digitize your entire backlog of documents, including microfilm, aperture cards, bound books, wide-format drawings (like architectural designs) and even microfiche. We also have the technology and resources to comply with specialty requests such as digitizing X-rays, etchings and glass slides.

Our state-of-the-art document conversion center has been designed to scale up with our clients’ demands as well as process the widest variety of format requirements possible. Ironclad security protocols maintain data integrity and privacy and help put your mind at ease when digitizing sensitive documents.

On-site scanning

If you can’t work out the logistics of transporting your records to our New England document conversion center, don’t worry – we can bring our scanning services to your office, storage center or other facility.

Our knowledgeable team can handle the heavy lifting of scanning each document and preparing your electric files for post-scan processing. All scanned records are then uploaded to our workflow servers for more in depth data extraction and upload into the cloud.

Choosing Inception Technologies for your scanning needs opens up a number of options regarding the document capture and storage process:

•       Scan to an archive or folder on your network for a simple and cost-effective approach to backing up each department’s backlog of files.
•       Scan to extract information from documents to quickly and efficiently capture data and key details without needing to archive entire records. Our cutting-edge data capture methods include zonal OCR, smart zones, barcode recognition and optical mark recognition, among other tools.
•       Scan to initiate a business process or workflow and watch previously time-consuming tasks like employee onboarding, invoicing, loan processing and claims processing significantly quicken.
•       Scan to database, cloud or SharePoint to share important documents with stakeholders across every department. Inception Technologies can implement a number of cloud services to improve the accessibility of your files, cultivate stronger collaboration within your organization and increase employee productivity by removing file access bottlenecks.

Mailroom and P.O. box scanning

This service falls under Inception Technologies’ broader business process outsourcing (BPO) offerings, giving our customers the option to offload many of their internal workflows to a third-party expert.

Our BPO services provide numerous benefits including faster internal processes that run error-free, reduced costs on expensive equipment and personnel and time savings that free up your staff to tackle more value-driven tasks.

Advancements in both technology and security have made BPO a palatable option for organizations of every type and scale. What was once a luxury reserved for only the largest and wealthiest companies can now be enjoyed by any small business, nonprofit or government agency.

If your organization is not already taking advantage of invoicing processing solutions, you are missing out on the opportunity to significantly reduce your operating costs and simplify your internal workflows. According to some estimates, invoice processing can help businesses reduce associated costs by anywhere from 50 to 95 percent.Inception Technologies’ best-in-class method effectively simplifies and automates invoicing workflows while providing greater visibility across the entire lifecycle of an invoice. Customers are also in a better position to take advantage of early pay capabilities, bringing revenue into their organizations faster than ever before.

Inception Technologies combines the latest technology with our own unparalleled experience and expertise in business process optimization. We offer a variety of service options to meet the individual needs of our customers. Local companies are free to bring their documents to our New England facility, or we can bring our invoice processing solutions directly to your office for on-site assistance.

Using Inception Technologies industry-leading invoice processing services, you can expect to receive the following benefits:

•       Reduce the stress and headaches associated with manual invoicing.
•       Eliminate instances of lost or misplaced invoices that delay revenue capture.
•       Improve operational efficiency by removing manual processes from your workflows, thereby saving your organization precious time and money.
•       Gain visibility across the entirety of your document workflows.
•       Completely obviate the need to copy, ship or track down paper-based records.
•       Accelerate approval processes, reducing turnaround time from several days to a few hours.
•       Establish a standardized invoice processing system across both electronic and paper records.
•       Automate the documentation process to create a detailed audit trail of all payments and invoices.
•       Seamlessly export invoice data to your accounting system using our web integration solutions.
•       Fully comply with laws and regulations related to data archiving and invoice management.

• Perhaps no sector has seen as much disruption from the shift from paper documentation to electronic files as the health care industry. Complying with federal mandates to migrate records to digital databases is simply the first step to long-term electronic health record management. Organizations must find the right balance between supporting their assorted databases and maintaining time-tested medical workflows that rely on physical charts and other health care documents.

Inception Technologies has the technology needed to scan, process and archive document formats specific to the medical community, and offers different service options to match your organization’s particular circumstances. We can do all necessary scanning work on-site at your facility or rent out our state-of-the-art equipment, empowering your staff to tackle these jobs as they arise.

Attempting to manage electronic health record scanning, conversion and archiving all on your own is an incredibly costly proposition, requiring the purchase of expensive equipment, as well as extensive training sessions to acquaint your staff with the machinery and workflows. Inception Technologies can handle all of your health care document management needs at a fraction of the cost and complete the entire process in much less time.

Our expert team can produce clean and legible digital images of all of your paper medical records, removing this often time-consuming and arduous process from your staff’s to-do list. We can also index every single electronic image so it is attached to a patient’s file when pulled up by physicians, nurses and other treatment specialists.

Bring your medical facility into the 21st century by leveraging our mobile technology solutions and support hospital staff that have to stay on their feet and moving every minute on the job. Integrating our leading document management software with your the latest mobile technology empowers employees to access important and potentially life-saving information directly from their mobile devices. Patient records, medical history and health information is all right at their fingertips whenever needed.

Manual processes are the bane of every organization, reducing employee productivity, increasing the likelihood of costly human error and costing businesses untolds amount of money in unnecessary man hours and labor.Automating internal workflows and processes effectively accelerates your business, directing information, tasks, documents and notifications to the right departments and personnel without any mediary needing to lift a finger.

Our workflow automation solutions begin at the document capture stage, where our best-in-class information extraction technology pulls structured, semi-structured and unstructured data from a wide variety of sources including bar codes, tables and body text. Integrated business processes then automatically transmit that important information to the appropriate destination, whether it be your accounting, ERP, HR, medical, legal or document management system.

Inception Technologies also offers Microsoft SharePoint integration to further streamline these processes and enable our customers to automate the process of populating document libraries, among other workflows.

With our incredible workflow automation solutions, your team and business can work faster – not harder.

The explosive growth of mobile devices has revolutionized the way you do business. Office workers stay connected 24/7, remote workers can send updates in real time while out in the field and everyone from salespeople to claims adjusters can access valuable information right at their fingertips at any time.Inception Technologies pushes the benefits of mobile technology further, integrating mobile platforms with your existing business processes and devices. You can consult with our expert team to determine the best mobile devices to match your internal workflows and business-critical applications, as well as how to get the most out of that technology.

Real-word use cases for our mobile business technology include (but certainly aren’t limited to):

•       Replacing paper invoices with electronic forms, enabling field technicians to generate invoices while on-site, remotely submit customer tickets and process payments without delay.
•       Equip mobile devices with invoice processing approval capabilities, allowing business process stakeholders to complete these tasks while on the move.
•       Provide sales teams with comprehensive customer histories and prospect profiles, supporting your customer service efforts and helping sales members turn qualified leads into new clients.

• Traditional document management strategies can be expensive, laborious and a pain to scale with growing business demands. Cloud-based solutions address these issues by providing cost-effective, accessible and scalable alternatives, giving stakeholders the best value for their dollar.

Rather than invest heavily in physical storage capacity or on-prem IT databases, our customers have the option to shift their document management needs to the cloud. For a modest monthly operating expense, Inception Technologies’ cloud document management and workflow services shoulders the heavy load of storing, archiving and sharing even the largest backlog of files and records.

The many associated costs with handling document management responsibilities internally and on-premises – server installation and maintenance, system updating and repair, software installation, patch management, etc. – add up fast. Cloud-based solutions all but eliminate such costs, giving your organization a massive boost in productivity and minimal expense.

Moreover, cloud users don’t need to worry about system, equipment or network problems that could occur at any hour of the day and require an expert staff to correct. Cloud-storage platforms like those offered by Inception Technologies have experienced and knowledgeable staff on hand every hour of every day to spot issues and work quickly to remedy them.

Inception Technologies offers a wide range of software and cloud-based solutions for your document management needs. We strongly recommend that all of our clients take advantage of DocuWare as a starting point for their document management solution.DocuWare is a highly flexible software platform that can be customized to meet the requirements of the largest enterprises and the most modest nonprofit organizations. The on-premises application is easy to install and configure, as well as expand to reach every corner of your business. Inception Technologies has a number of licensing options and software modules to tailor each deployment to the unique requirements of our customers.

Document management doesn’t need to be the time-consuming, expensive, stressful and arduous task that is has become for so many organizations. Our various services and solutions can provide the answer to every circumstance and situation, driving productivity, efficiency and profitability.