Document Management Commercial
CASNET is committed to working with businesses to provide quality, cost effective, and ROI supported technologies and document conversion services.
For commercial businesses, succeeding in the marketplace today is more challenging than it has ever been. It is not enough to provide good products and a high level of service; you must also deal with ever-increasing regulatory concerns, rapidly changing technology, and a volume of information and documentation that is expanding exponentially. Add to that the increased demand from customers (and your employees) for instant access to information. With all of this change, and the ever-increasing rate at which we create information, it’s no wonder that many managers are left wondering where the best place to invest their time and money lies.
Our suggestion is to improve your information, document and business processes, which will help you deal with all of these concerns. While this may appear self-serving, our experience and our best-in-class approach to ensure that your company and staff’s needs will be addressed and solutions will be provided that address the core issues, not just the symptoms. Our professional staff will work with you and your team to discover problem areas, address your concerns and provide the right solution the first time. We will use a Lean approach to optimize your business processes by minimizing waste in every area of your business that we support. We often provide solutions that extend across the organization enabling all of the departments to take advantage of one shared document and data repository where everyone has access to the most current and accurate information. We regularly implement new document management systems in Accounts Payable or Accounts Receivable, and then add incremental content to support Human Resources, Operations, Quality, Legal, and Customer Service. Asset Management and Contract Management are also areas we can help. A single digital repository means that your organization can effectively support the customer and each other with minimal churn because everyone will have instant access to vital information. Automating workflows across the organization will expedite most business processes and improve customer service and cash flow.
If your business is receiving a high volume of paper, emails, or data files, you know what a challenge it can be to get that information in the right hands at the right time in the right format. Processing payables from paper costs more, takes more time and leads to a greater chance of introducing errors. It can also create frustration in your organization and your customers when information is not readily accessible. Even if you are no longer receiving a high volume of paper documents, the emails, faxes, and EDI data files streaming into your organization are not much better if you do not have effective tools to store, format, manage and access them. Email server inbox rules are one way to automate some of this information flow, but the process is complicated and messy. The email server approach still does not effectively facilitate access to the right information at the right time in an automated workflow or worse, shares the information with everyone in the organization causing tens or even hundreds of unnecessary emails or locks it up in the email box of the person that is on vacation.
CASNET’s approach to these challenges is to use the paper and electronic documents, such as inbound Invoices and outbound POs, to kick off automated workflows. This ensures that these transactions are addressed in a timely and consistent fashion. It also preserves a perfect record of all of the documents, notes, and communications that were a part of the process. It also reduces training time and automatically creates information that the management team can use to effectively lead the organization. This approach provides everyone has one source of the truth.
The Accounts Receivable process can be challenging, but it is the life’s blood of all commercial enterprises. If the invoices are not sent in a timely fashion, if you cannot prove that you sent it, or cannot quickly retrieve supporting documents, such as customer POs or LTL Proofs of Delivery, then cash flow slows. Your team wastes time researching issues and then calling the customer multiple times trying to get them on the phone. Improve your accounts receivable functionality by leveraging CASNET to automate your Accounts Receivable department and related activities. Stop wasting time and money by manually sending bills or by handling your AR functions in a paper format or via email.
There is a fight for talent in the today’s market. Inefficient paper based processes that require candidates to fill out multiple paper forms with the same information can turn off prospective employees. The Human Resources (HR) department is crucial to supporting an organization’s staffing requirements and getting the right people in the correct seats. HR has their hands in managing current employees, job applications, the dissemination of employees, and enforcement of the company’s policies and procedures — all of which deal with shuffling a lot of information and tracking the status of reviews, new hires, grievances, promotions, transfers, etc. As this information is constantly in motion throughout the entire organization, it is often difficult as well as time consuming to find the relevant information and the most current status. Implementing automation into your HR processes enables managers and staff to focus on serving employees instead of filling out redundant or lost paperwork. Lost documentation can result in increased cost, and also has potential legal ramifications. Housing files digitally facilitates efficient audits and reduces the risk of compliance issues while assuring the organization that files are secure, meeting record retention policies.
CASNET can help Human Resources departments to automate hiring, onboarding and reviews enabling the human resource professional to be a more strategic partner to the company. We can also help automate the processes used to retain or destroy documents in compliance with local, state and federal regulation. retention and destruction of personnel records. In addition, we can help you put automated workflows that ensure that policies and assessments are uniformly implemented and enforced across departments and physical locations.
Customers call and they want information related to the products and services that your organization delivers. It does not matter if the question is regarding an invoice or the status of an order, service or contract. In every case you are much more likely to close that inquiry in one call if your Customer Service team has instant access on their computer to all of the documents that your organization creates both internal and customer facing. Regardless of your industry, a comprehensive strategy for digitizing and storing documents document management system will provide them the access to the information required to satisfy customers and reduce serving costs.
If the organization uses the power of an integrated document management system to process orders and invoices, customer service will automatically have access to the information required to support customers. With this approach Customer POs, AR Invoices, Bills of Lading related to shipments, product specifications, customer specifications and contracts are all available to Customer Service so that they can usually effect a one-call resolution of customer issues.
CASNET will help all of the departments in the organization to record and process transactions more effectively in a centralized repository. We have the ability to automatically capture information from your line of business systems to ensure that there is a complete record in the documents management system. As a result of these efforts Customer Service with have access to information from every department from Accounting to Operations and from Facilities to Legal.
CASNET understands the difficulties associated with locating and producing documentation in a timely manner in order to respond to legal action and help mitigate risk. Through our proven document management practices, CASNET has assisted legal departments in managing compliance and responding to requests and audits. Organizations face challenges related to managing and approving contracts every day. Purchase Orders, Statements of Work Contracts with customers and contracts with vendors are all examples. Access to these documents is critical, but so is the application and maintenance of legally mandated retention policies. CASNET leverages its experience to assist organizations and their legal departments with securely managing legal and intellectual property, assuring availability when needed. CASNET will work with your organization’s record retention policies and leverage industry best practices to ensure that you have the processes and tools that you need to protect your vital records and give easy access to documents for appropriate users.
The automated approval workflows, comprehensive document management, and exception handling tools inherent in the systems that CASNET implements enable Legal teams with limited resources to be more strategic and less transactional.