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1. You have better control of your proof of delivery documents. 1. They will be in system faster 2. You know if one is missing at end of day so you can do something about immediately. 3. Once they are in system you will not loose them. 4. You can retrieve them instantly. 2. All customer documents relating to a transaction can be retrieved quickly to answer questions and resolve issues. 3. Imaged documents can be emailed or faxed from imaging system.
Again you need to look at your current process and determine, if you automate POD process, will there be a good ROI.
Other areas where document imaging will help provide an ROI:
* Sending MSDS sheets with product orders * Work orders * Manufacturing documents * Quality control * Sending certifications with product orders
In my early years in business I would work with a company and not ask money questions. I soon found that if company had not answered money questions it was difficult to get a sign-off, and most of time project would die. When I work with a company today these are first issues I deal with. I know that most organizations have a need for document imaging and many of these organizations have an easy ROI.
If funds are available, proceed to next set of issues.
1. Who initiated project? 2. What problem(s) are they trying to solve? * Define problem(s) * How will document imaging solve problem? 3. Are there other departments in company that are interested or are there other departments you think will jump on band wagon once a system is in place? 4. What other departments in company should be involved.
Who initiated project can often be key to success of acquiring a document imaging system. If a high level executive is championing project it will be easier to get approved.
In some cases problem(s) will insure that a system will be installed, if it will solve problem, regardless of ROI.
When you invest in a document imaging system your goal should be to leverage system to fullest extent. So it is important to look for all areas that can benefit from document imaging technology. To do this you need to understand document imaging technology and how it can be applied. That will be covered in part 2 of this series of articles.
Almost any company that can justify a document imaging system will have several departments that will be able to use system. But, (there is always a but) do not try to solve everyone’s problems with initial project. It will become too complicated and overwhelming and nothing will get done. Pick one area like accounts payable. Once that is up and running move to another area.
Part 2 of this series will discuss how document imaging technology is used to solve some of most common problems.
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