HELPING CLIENTS TRACK AND LOWER DOCUMENT MANAGEMENT COSTS
Centric Business Systems
Keeping track of and minimizing document costs is a significant burden for any business. Centric Business Systems’ mission is to perform this complex analysis for its clients and save them money by making processes more efficient. Here is some advice from Centric’s CEO Rick Bastinelli on how business leaders can start to get a grip on document management challenges.
Q: How can businesses understand the volume of documents they are creating, and the costs associated?
A: The best way to understand the volume of documents and the associated costs is to partner with a reliable vendor, such as Centric Business Systems, to perform a document output analysis. We have the trained staff and software required to inventory all document-producing devices, map the location of all devices on your floor plans, analyze the average monthly volume for each product, and determine the cost per page for every device in the installation. Upon completion of the analysis, clients receive a comprehensive report with maps, spreadsheets, financials and charts, which allows them to understand their current situation. Our report also includes recommendations for improvement and optimization. Most companies find our report very helpful, since they do not have the extra staff, time and expertise to perform their own document output analysis. If a company wants to do its own analysis, it starts with determining the starting meter counts on all devices under review. For networked devices, this can be determined using a network tool that provides visibility to the meters, but non-networked devices require manual visits to each device to track the meters. Studies on volume should last for 30 to 60 days to get an accurate view of the average monthly volume. Cost per page is determined by researching all cost and estimated yield elements of toner, service, supplies, parts and labor. The cost of each item, divided by the yield, will produce the cost per page for each item. When all items are totaled, you have the total cost per page. When multiplied by the average monthly volume, you have determined the average monthly operating cost for that specific device. The process needs to be repeated for each device under review.
Q: From Centric’s position, what are the top five must-have office technologies a company should have in 2015?
A: Document Management Technology: Migrate to digital workflow, optimize business processes, increase productivity, improve efficiency and lower costs.
Cloud Services: Keep all your employees connected anytime, anyplace, from any device. Cloud technology makes this possible, especially in the era of a growing number of untethered workers.
Mobile Printing: Mobility is impacting every single industry. Mobile employees need the convenience to print wherever and whenever business requires.
Security: Greater access through cloud and mobility services and devices creates greater risks. Develop a comprehensive security strategy to protect all devices that access your company’s network, protect printed documents, encrypt data transmitted within your network, and monitor your entire fleet.
Print Management Software: Companies that are interested in managing print output, reducing their printing costs and reducing their environmental impact should install a rules-based print management software to have the knowledge required for effective management.
Q: What are the biggest challenges businesses face regarding document management?
A: Centric Business Systems is focused on providing the traditional hardware to copy, print, scan and fax, as well as the software to help businesses manage document output and migrate to digital workflow. All of these products and services are part of the platform that encompasses “document management” and includes a proliferation of software products that can be customized to meet the requirements of our client. The biggest challenge businesses face with document management is keeping up with the rapid changes in new workforce technologies. The office environment is very different than it was 10 years ago, and digital technology is one of the biggest drivers of this evolution. Businesses need a trusted vendor to help them achieve their goals. Selecting the right software, configuring it properly, integrating the software with your IT platform, training the workforce, and ensuring document access and security are all business challenges. When these are dealt with properly, great things happen. Workflow is automated, access is improved, and business processes are optimized.
Q: How does Centric go above and beyond a typical document management company?
A: Over the past 23 years, Centric has grown from a startup to a $43 million company serving 20,000 customers in the Mid-Atlantic region. Our success is the result of our unwavering commitment to total customer satisfaction. We execute on that commitment by focusing on people, products and programs. Our recruiting, orientation and training process is designed to develop a “Customer First” culture within Centric that requires everyone to go above and beyond to take care of the customer. We only hire people who care about doing the right things for the customer, and doing them to the best of their ability. In addition, because of our size and scale, we have access to the very best hardware and software products in our industry. We offer our clients a comprehensive and integrated solution designed to achieve their document management goals. We complement a great team of employees and products with creative acquisition programs that are affordable and provide ROI for the client.
Q: How can companies reduce paper and do more with digital documentation?
A: The process of reducing paper and migrating to digital documentation and workflow starts with a thorough and comprehensive analysis of your current workflow situation. The life of a document should be mapped out in a flow chart that includes how documents are created, what process they serve, what the steps of that process are, whether there are points of approval or authorization, where and how documents are stored, what the storage timeframe requirements are, and how documents are destroyed. This can be a time-consuming project, so we recommend a plan to focus on a specific department, such as HR or order processing, or a specific function within a department, such as accounts payable in accounting. We recommend a step-by-step departmental approach rather than a total company enterprise approach. After the document lifecycle is determined, a company must select from a library of document management software the best solution for its needs. Few companies have the time or resources to perform all these tasks efficiently. At Centric, we take the pain out of digital migration by performing the studies and research for our clients, which includes doing a comprehensive study of their documents lifecycle and workflow. We are also experts at the different kinds of software available, and can help select the best solution for a client’s requirements. Selecting the right software is critical, but so are the proper configuration, implementation and training. Our staff at Centric is trained to do all the above and optimize business processes to achieve better efficiency and productivity.