Recordsforce Blog

Recordsforce Cloud for Your Back Office

Posted by Recordsforce on Dec 14, 2021 11:41:37 AM

Every business, regardless of size, can benefit by the use of automation. It simplifies areas of a business by automatically accomplishing tasks that an employee would otherwise have to do manually. This is especially true for back office processes for small businesses. The Small and Medium Business Trends Report from Salesforce from 2017 surveyed nearly 500 small business owners and leaders and reported that “small businesses automating their processes in some way are 1.6-times more likely to be growing than those that don’t. Likewise, growing small businesses are twice as likely to adopt artificial intelligence (AI) as stagnant businesses.”

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Topics: #Digitization, Organization, Backfile, Digitize, Automate, Storing Documents, Document Storage, Work From Home, Remote Access, Remote Working, Outsourcing

How To Calculate Your Cost Per Invoice & Why It's Important

Posted by Recordsforce on Nov 30, 2021 3:56:06 PM

Processing invoices from intake through payment is not a profit center for any company. Because of this, many companies don’t spend much time, if any, optimizing this process.  Instead many rely on the age-old “this is how it’s always been done” mindset with no real measurement around it beyond “did it get paid in time.”  The best operations, however, are always boiling down each process to a cost per number. For accounts payable, that number is cost per invoice. When considering the options for AP process automation, it's impossible to determine if there is value in changing your current process if you don’t know what it's costing you to process an invoice today.  

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Topics: #Digitization, Documents, Efficiency, AP, Accounts Payable, Accounts Payable Automation, Outsourcing

Accounts Payable Shared Services Centers - What They Are & How To Utilize Them

Posted by Recordsforce on Nov 1, 2021 11:11:21 AM

A shared services center (SSC) is where back office functions, such as Accounts Payable (AP), are centralized. It allows a company to combine resources from multiple operating entities or even separate business units into one single layer center. For example, instead of having an AP department in every state or even country you operate in, you can have one regional or global AP shared services center. 

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Topics: #Digitization, Organization, Automate, Efficiency, AP, Accounts Payable, Accounts Payable Automation

Recordsforce HR Is Getting Clicky

Posted by Recordsforce on Oct 12, 2021 8:35:58 AM

Hiring can be a difficult and complex process, especially when you need to hire a large amount of people in a short period of time. From scheduling interviews to sending rejection emails, it can be time consuming to track each candidate and where they might be in the process, especially in a time where the majority of the workforce is now remote. 

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Topics: #Digitization, Organization, Paperless, Automate, Efficiency, Human Resources

Document Management Software - The Bulletproof Auditor

Posted by Recordsforce on Sep 29, 2021 12:33:55 PM

Generally speaking, all businesses have the potential to be audited at some point and going through an audit can be an extremely time consuming and stressful process if you don’t have all of your ducks in a row. Auditors can require you to show a great deal of data and documentation and if that information isn’t readily available and organized, or if they happen to be stored incorrectly or missing, you could be at risk of being noncompliant and your business could face penalties. 

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Topics: Storage, #Digitization, Compliance, Auto Dealership, Automate, Storing Documents, FDA, Quality, Regulatory

How To Prepare Your Documents For Your Document Scanning Project

Posted by Recordsforce on Jun 30, 2021 10:51:20 AM

Finally getting rid of all your paper documents is exciting and can make your workplace more organized and efficient without all of that wasted money and space. Moving your documents into a document management solution, like Recordsforce Cloud, will give you fast, easy and secure access to your documents. However, once the document preparation process has started, most businesses realize they have a lot more documents than they originally thought. If documents are not properly prepared, it can delay the delivery of accurate work to the subsequent processes of digitizing the documents. There are a few things you can do to help prepare your documents for scanning, which will not only streamline the process and allow us to input your documents faster and avoid potential issues, but will also save you costs in outsourced document preparation. 

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Topics: #Scanning, #Digitization, Organization, Scan, Documents, Backfile, Digitize, Automate, Efficiency, Outsourcing

Why You Should Automate Your Business Processes

Posted by Recordsforce on Jun 15, 2021 11:44:05 AM

Businesses of every size have processes that keep their businesses running. Many of these processes, from invoice processing to insurance claims and contract reviews, are done manually and even still on paper or in email inboxes. Companies may not realize how negatively this is impacting their business. These manual processes slow the company down, making them inefficient and unproductive, while the rest of their industry is making their processes faster. 

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Topics: #Digitization, Organization, Documents, Digitize, Automate, Efficiency, Remote Access, Accounts Payable

Why Should I Hire A Document Scanning Expert?

Posted by Recordsforce on Mar 11, 2021 1:45:43 PM

We’ve all been there — starting a project, unsure if we should do it ourselves or hire an expert to get the job done. Before starting any project, it’s always important to estimate how much time and resources you need to complete the job. When it comes to scanning and digitizing your documents, it can be more difficult than you think to estimate how long it will take. Figuring out how many documents you actually have, and the state of your documents can drastically affect the pace of your project.

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Topics: #Scanning, #Digitization, Organization, Automate, Outsourcing

Aperture Cards: What Can You Do With Them?

Posted by Recordsforce on Feb 23, 2021 9:23:53 AM

In a past world, aperture cards were an extremely useful form of microfilm for archiving important information.  You may have seen these types of cards in engineering or building departments, as there were certain advantages to using this type of technology to archive engineering drawings or building plans.  Aperture cards have a projected 500 year lifespan, and they are human readable, which prior to computers made them a very reliable and easily searchable form of archiving.   If you are unfamiliar, aperture cards typically look like a wide index card (approx. 7.5” x 3.25”) with a piece of microfilm mounted on one side and punch holes throughout the card. The punch holes are known as the Hollerith data and they represent important metadata, as well as card index information that would describe the specifics of the image without needing to actually look at the image itself.  

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Topics: #Scanning, #Digitization, Scan, Store, Digitize, Efficiency, Storing Documents, Document Storage

Why Business Transitions Are The Best Time To Go Paperless

Posted by Recordsforce on Feb 11, 2021 12:52:34 PM

Whether it be moving to a new building, adding more locations or taking over another practice, all transitions can feel pretty daunting. From moving high-value equipment and machinery, to relocating teams of employees, there is nothing simple or easy about these transitions. Even more daunting are the thoughts on how you’re going to move all of the key documents your business heavily relies on, either because you need them to complete daily tasks or because you are legally required to hold on to them. It’s important to have a plan in place to safely and securely relocate your documents. 

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Topics: #Scanning, #Digitization, Organization, Scan, Documents, Security, Compliance, Paperless, Filing Cabinet, Digitize, Automate, Efficiency, Document Storage, Work From Home, Remote Access, Remote Working