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By Tom Beasley
An eForm is a digital version of a paper form. It's actually a simple concept that can reap huge benefits for any business that manually processes paper forms. Aside from eliminating the cost of printing, storing and distributing preprinted forms, and the waste of obsolete forms, eForms can be filled out faster because the programming associated with them can automatically format, calculate, look up, and validate information for the user. With digital signatures and automated routing via workflow applications, approval cycle times can be significantly reduced. With the electronic submission of completed forms, you can eliminate the cost of rekeying data - or even scanning it in!
Compared to paper forms, electronic forms allow more focus on the business process. eForms can be integrated with the roles and responsibilities of the different participants of the process and, in turn, automate routing and much of the decision-making necessary to process the form. They can also be integrated with existing databases, line-of-business applications and document management systems.
There are many business forms and processes that can benefit from eForms. These include work orders; purchase orders; employee and human resources forms (hiring, timesheets, vacation and leave requests, expense reports); accounts payable and invoice processing; procurement and requisition forms; and all types of web-based submissions (customer service, help desk, etc.).
In this issue of The AccuView, you'll find articles, ideas and solutions related to eForms, including an article that clearly outlines the benefits of using eForms technology. We look forward to discussing an eForms processing solution for your business. Please call 615.242.7226 for a consultation today.
Enjoy!
Tom Beasley
tom.beasley@accuimagellc.com
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This Month's Topic: eForms
Electronic Forms - The Nugget of Hope!
Why do we like paper so much? Is there some genocode in our makeup that inextricably binds us to paper? While we wait for some clever scientist to discover the link and maybe an enterprising pharmacist to develop anti-paper tablets we can take every morning, what do we do in the meantime? eForms provide the nugget of hope for a paperless (or at least, less paper) world. Studies show very significant and tangible savings where eForms are deployed. This article looks at eForms and why they still hold the secret to eliminating, or at least minimizing, our dependency on paper.
Benefits of eForms Automation
This article clearly outlines the various benefits almost any business or department can realize by implementing eForms and eForms automation. The benefits are significant and include improved customer response and transaction cycle times; ease of use, availability and accessibility; data accuracy and the reduction of manual data entry (and its associated errors); integration of eForms data into existing databases and business applications; the ability to automate business processes and increase efficiency; data security; cost savings; and more.
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Convert Microfilm into Digital Images
Are you ready to make the switch from microfilm or microfiche to digital images? We can help you transfer microfilm and microfiche - regardless of age, quality or quantity - into any digital format.
Many organizations have accumulated storage of microfilm and/or microfiche as part of a records management practice established and accepted long ago. But times are changing. With increased demand for online access to information, there is a growing need to make these microfilmed legacy records available within enterprise databases, line-of-business applications, and document and content management systems. By converting film-based information into computer-usable information ...
- Data resides in one comprehensive repository.
- Gain ubiquitous and faster access to all records.
- Legacy records are more readily accessible.
- Index data organizes images for easy reference.
- Static data is converted into active data.
- Records management (archival) goals are met.
- Save space by removing microfilm equipment.
- Eliminate the need for microfilm parts/repair.
AccuImage will handle your conversion project under conditions of security and confidentiality. Our document imaging service bureau employs high-speed conversion equipment, best practices, secure processes, and experienced technicians. Through advanced technologies and strict quality control measures, we deliver exceptional, cleaner images, often better than the original, with smaller file sizes than obtained through other methods.
Don't trust your microfilm/microfiche conversion project to just anyone. Trust it to AccuImage. We welcome the opportunity to provide you with a competitive quote. Please call 615.242.7226.
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Amanda Oglesby, Production Manager
This month, we'd like to introduce you to an individual who is a huge asset to the day-to-day operations here at AccuImage. Amanda Oglesby, who has been with AccuImage for six years, oversees the operations of our document imaging service bureau. She manages all document imaging jobs once they arrive at our facility and, over the years, Amanda has implemented many processes to ensure our service bureau operates seamlessly.
In her spare time, Amanda enjoys many hobbies, such as reading, beading, biking and hiking with her daughter, Camille.
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eForms Applications for Every Business
Now, more than ever before, organizations are investing in software solutions that reduce costs, increase productivity and improve customer service. For many organizations, the largest, most tangible savings are achieved by replacing manual paper processes with online forms and automated processes. We offer several software applications that provide the means for creating, deploying and managing the routing, tracking and approval processes for electronic forms. The features you'll find in eForms applications may include:
- Form builders enabling you to design any type of form using easy point-and-click tools. Intuitive tools ensure rapid eForm deployment.
- The ability to add intelligent behavior to your forms. With most applications, you don't need to be a programmer to create electronic forms.
- A repository that keeps all eForms in one place for easy access, management, revisions, etc.
- Automating smart online routing. Workflow routing options may include user-directed, semi-constrained, constrained, e-mail, etc.
- Easy integration with existing databases, line-of-business applications and other systems, and the ability to push form data into these systems.
- Automatic reminders and escalations when action is required - as pre-established by you.
- Full visibility when action is required, and the ability to ensure compliance by transparently creating an audit log of all activities.
- Customized detailed reports on data collected through eForms, project tracking and more.
When you're ready to replace your paper forms and manual processes with an eForms solution that will increase employee productivity, reduce operational costs, eliminate data errors, etc. ... AccuImage can help you determine the application that's best for your business. Please contact your AccuImage account manager or call 615.242.7226 to discuss our selection of leading eForms solutions.
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Now Featuring: Kodak Scan Station 500
The Kodak Scan Station 500 is designed to let you digitize, archive and send documents to any location on your network - and across the world.
This networked document fax scanner:
- Captures up to 30 ppm (60 ipm in duplex).
- Securely scans over 1,500 pages a day.
- Features inbound/outbound fax capability.
- Holds up to 75 pages in the auto-feeder.
- Handles mixed-document batches with ease.
- Creates individual files from a multipage batch.
- Boasts whisper-quiet operation.
- Performs OCR in up to 14 languages.
- Easily attaches an audio message to the image.
- Offers an optional keyboard.
The Scan Station's intuitive touch screen lets you instantly communicate and share data without being connected to a dedicated PC. Plus, you can securely scan and send confidential documents simultaneously to customized destinations, including shared drives, printers, e-mail, fax, FTP, and document management applications.
For more information about the Kodak Scan Station 500 or any other Kodak scanner, please call AccuImage at 615.242.7226.
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Maintenance of Document Scanners
Extending the life of your document scanner starts by preventing misuse and damage to it. One of the simplest yet most effective ways to do this is to properly and thoroughly prepare your documents for scanning. Regular cleaning and maintenance is also vital to ensuring optimum scanner operation.
How do I prepare my documents for scanning?
Document preparation is an important step in the imaging process. When preparing documents for scanning, first remove all staples and paper clips. When removing staples, make sure the staples don't fall back into the document pile. If this occurs, staples can go though the scanner and cause problems further down the line. A blown power supply, staples caught in clutches and other costly problems are common when staples, paper clips or other metal objects enter the scanner. Also, fan your documents to ensure that the staple holes are separated. This will help the separation process of the scanner and result in far fewer jams.
How often should I clean my scanner?
Generally it is best to clean your scanner at the end of a day that it was in moderate or heavy use. If you are scanning a very high volume, or paper that is especially dirty, has carbon ink, loose edges or heavy with ink, more cleaning may be needed. If you don't scan every day or scan much less than the scanner's daily duty cycle, you only need to clean it once you reach that number of scans.
If you need to know your scanner's daily duty cycle, or for more tips on document preparation and scanner cleaning, call us at 615.242.7226.
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What We've Seen and Heard
To truly replace paper forms, eForms must be designed by office workers - not programmers.
"The 1980's notion of a paperless office was about how technology could bring efficiency and change work styles. Organizations are realizing that process improvements and the move away from paper to electronic processes can also bring green benefits, such as energy savings from paper production, distribution, usage and disposition, and transit through the postal system."
- Mark Gilbert, Research Vice President, Gartner
Windows 7 will be available on October 22nd. Please contact us to inquire about compatibility and support with your existing hardware and software.
AccuImage End of Support Schedule
www.accuimagellc.com/eos.html
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