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How Managed Content Makes Your Job Better

Bill Dermody
10/21/2020
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When tech companies talk about eating their own dog food, they mean a company using its own products or services for its internal operations. Here at GFC, we talk a lot about the benefits of paperless processing, digitizing records and managed content technology. But we don’t just talk about it, we also live it.

For example, the Gordon Flesch Company Accounts Payable (AP) department used to have very manual workflows, involving printing and scanning thousands of pages every month. Previously, all invoices had to emailed to the appropriate approvers. To archive invoices, each had to be printed, scanned and uploaded to a separate program for storage.

Kelly Kober, Accounts Payable & Cash Applications Supervisor at Gordon Flesch Company says each team member spent 8 hours a week, sorting and processing invoices. One person spent 25 hours a week just scanning. “We could fill the copier two times a week with at least four reams of paper (4,000 sheets),” says Kober. “We had to print a cover sheet with a bar code so that invoices could be scanned into the storage system and tracked.”

Not only was this process cumbersome, but it would be impossible to manage when staff is working from home during the coronavirus pandemic.

ECM TO THE RESCUE

Gordon Flesch Company business analysts built an Electronic Content Management system for our AP department using Laserfiche. Our AP department is now able to process invoices with almost no paper processing. Invoices are all managed in shared folders and routing is managed with simple checkboxes. “It’s a game changer, especially with the COVID social distancing rules we have to follow,” says Kober. “In the past we needed to have four people in the office to process invoices. Now I only need one person in the office one day a week to cut checks.”

In addition, when records are needed for an audit, invoices and payments are easy to deliver. Kober says it is much easier when someone is on vacation, other staffers can easily pick up their workloads.

IT’S NOT JUST US…

Of course, this kind of solution can help almost any business. Clients typically come to us because they feel that document-related processes are broken or holding them back. Accounts Payable is certainly one of the most common departments in need of help, but we also get asked to look at any department involved in processing, sales and delivery of the products or services they provide.

This can include human resources functions for organizations with lots of people and new hires to manage where ECM can help to help automate an employee onboarding process. And due to regulatory requirements, financial and other regulated industries need documents to be stored in certain ways, rules followed, and access provided in a timely manner. Other common complaints we help address include:

  • It takes too long to get a requisition through
  • It costs too much to have staff typing in data from one document to an application
  • We spend too much time reminding folks, and chasing down information
  • We ask parents to fill out repetitive information
  • We have too many records on paper
  • We expose sensitive student information

Very often, managed content solutions can make a big difference in how documents enter your systems. Yes, this often is paper, but even digital documents offer a huge opportunity in how we read those documents. Any time you have staff typing data into one of your systems, it is an opportunity to make data entry more accurate and less expensive. Once in the system, ECM can automate how documents move throughout your systems once they arrive.

If you’d like to find out more about how you can improve your workflows with Managed Content solutions, talk to the business process experts at the Gordon Flesch Company.

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