Business Process Seminars
Alternative Solutions, with partners ARX and Open Text, recently held a series of one hour seminars in Jersey and Guernsey.
The seminars focused on a specific document issue that has been identified in local businesses. All documents are created electronically using a variety of different applications. Normally these documents are then stored in a complex structure of folders mimicking traditional old filing cabinets.
The problems come when documents have to be authorised:
• Printing documents is expensive
• Sending documents between offices by post or courier is expensive and takes time
• “Wet” signatures are not secure and a document can be changed after signing
• The final document is in an analogue format and needs to be scanned to return it to an electronic format.
The seminars explored two technologies, document management and digital signatures, and how they could be used to overcome the issue.
Document management provides an easy to use system for storing all types of documents. Emma Wyatt from Open Text explained how it helps companies keep their documentation secure and easy to find. Where compliance and disaster recovery are important, document management is quickly becoming an essential rather than nice to have technology.
Edo Sela from ARX explained the different types of signatures that are available and how properly implemented digital signatures can be faster and more secure than traditional wet signing.
It was then explained how saving a document into a document management system and then signing electronically removed the need to print the document. The benefits to the organisation are clear:
• No printing costs
• Reduced cost of distribution of documents
• Documents that are locked and cannot be changed
• Reduced environmental impact
• No need to scan signed documents
The seminars in Guernsey were hosted by the Guernsey Chamber of Commerce. Barry Cash, Director, commented “Managing the mass of information in today’s electronic office demands a new way of doing business and what our members saw today is a very effective system to control and manage documents. The ability to sign digitally will revolutionise document handling dramatically increasing efficiencies whilst at the same time reducing cost.”
If you were unable to attend, but would like more information, please contact Tim on 01481 701234 or .(JavaScript must be enabled to view this email address)
