The Benefits of Decentralizing IT: The Least Social Medium—Paper
In Part 2 of “The benefits of decentralizing IT, going paperless and a mobile-equipped work force,” we focused on the evolution of the bring-your-own-device (BYOD) phenomenon and the benefits of incorporating this practice into your business. With IT decentralization, company information can instantly be accessed via the cloud and chief officers can make decisions based on data derived in real-time.
In a world where social networking has become the most popular and most efficient means of communication, other mediums have been forced to step aside. Paper is the least social of the social mediums, and having too much paper decreases efficiency in the workplace. A paper invoice cannot be inserted into a mobile phone and only one person can access it at a time.
According to The Paperless Project, paper in the average company grows by 22 percent a year. In addition, large organizations lose a document every 12 seconds. The Paperless Project estimates that managers spend an average of four weeks per year searching for or waiting on misfiled, mislabeled, untracked or lost papers. Missing paperwork leads to lost opportunities and credibility, errors and reduced visibility of key financial metrics. Given this information, it is crucial that companies work to transform paper information into digital information. With today’s technological advancements and new and emerging technology, anything paper will be left behind.
Storing documents digitally creates a host of benefits for the company. Whether you’re storing it on a server, in the cloud or on premises, when data is stored in a central place it can be shared among department managers, accountants and the C-suite. As information changes in real-time, it is updated in the same way and at the same time for everyone using the network.
In accounts payable, accountants can see the same information as the chief executives. They also have access to the same data that vendors and customers can retrieve from the company’s online portals. Because information is updated and viewable 24/7, anyone can take advantage of it, and take advantage of it quickly.
Going Paperless and Mobile—how we fit in
MetaViewer, the paperless document processor from Metafile, transforms paper documents into digital data that is easily accessible. When integrated with an ERP platform such as a Microsoft Dynamics solution in the cloud or on premises, MetaViewer completely automates accounts payable and accounts receivable processes. This document management solution enhances mobility, allowing executives to receive an email on their smartphone asking them to approve an invoice. The viewer can simply tap or click the link to see the invoice on their phone or other device. They then have the ability to approve the invoice from anywhere.
Having access to data about customers and inventory is essential for sales executives in the field. By allowing for mobile access, decisions and transactions can be completed faster without even having to touch paper. Because mobility supports the geographic expansion of offices, electronic data on MetaViewer allows everyone in every location to access and act on current information without having to travel to a central office.
Once the decentralized office platform is in place, the workflow can be adjusted to fit the needs of the employees. With this flexibility, the processes can be tweaked without having to call on IT or a technology partner for minor upgrades.
With paperless processes, a firmly established hybrid decentralization policy and a mobile-equipped workforce, enterprises can have the best of two worlds—the clouds above and the business environment that surrounds them.
Nick Sprau is vice president of marketing and sales for Metafile Information Systems Inc., an independent provider of paperless document management applications serving middle-market and large businesses. For more information, visit www.metaviewer.com.
MetaViewer
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