ZDNet contributor John Rhoton, who has a background in technology strategy, recently explained that many organizations are failing to realize the full benefits of automation. In IT departments, for example, one of the largest areas of expense is operations, which is probably also the case in many HR departments, accounting offices and in other business areas.

Rhoton listed some of the benefits that come from automation that many companies are missing out on:

1. Leads to lower costs and fewer materials needed to complete daily tasks and processes
2. Improves customer service experiences and delivers more consistent and higher quality products
3. Lowers the likelihood or errors or mistakes which can be costly to businesses' finances and reputation
4. Simplifies compliance auditing because information is systemized
5. Makes deployment more efficient, allowing new automated systems to be introduced faster

Why automation is the future of business operations
Automation also allows companies to realize a return on their technology investment more quickly. For example, say a real estate firm wants to create electronic forms to collect personal and financial data from new clients. After the e-form is completed and submitted, software can automatically process and collect data, move it into the firm's client management system or store it virtually so that agents can quickly access the data. In the past, this process would have to be completed by mailing paperwork to a client, having them fill it out and send it back, manually entering the information into the computer and then filing the paperwork for later reference.

By automating this process, the firm will quickly realize a positive ROI because they're saving time, able to expand their business and not paying as much for paper and postage. This allows them to recoup the cost of their initial investment in a shorter period of time. Having this kind of automated system in place will also make the firm more nimble, scalable and better able to respond to client needs.

While some automation critics may be concerned that this kind of system will wipe out jobs, others have pointed out that new technologies will lead to new positions becoming available, explained SmartPlanet. Instead of hiring a file clerk to create, file and manage paperwork, companies could hire technology experts, marketing strategists and bring on more salespeople.

The results of automation efforts mean that U.S. productivity rates are at an all-time high. In the 2000s, productivity grew faster than it did in the 1990s, which was previously considered one of the biggest decades for business growth and production. With automation likely to only become more central to tomorrow's offices, now may be the time to consider forms automation or other productivity tools. For more information, visit the Binary Office website.

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"The past few years have been wonderful but more importantly, we have developed a firm foundation for growth," Ephesoft CEO Don Field said. "Our success has enabled us to fund more staff in development, technical support, marketing, and sales. We are actively growing the product's feature set with more innovative answers to users' capture problems."

Ephesoft was the first open source company in the capture and forms processing market. Its architecture is designed to be easily adapted to different business systems, as its cloud-ready document capture services are flexible enough to be appropriate for a wide range of customers and tasks. It is useful in mailrooms, accounting departments, schools, enterprises, small businesses and in a variety of other settings.

Ephesoft product offerings
Companies that need a high level of document management should use the enterprise version of Ephesoft, which offers unlimited usage and shared multi-tenant or dedicated cloud services. The High Performance edition of the software can process high volumes of images in a short period of time, which is a key feature for customers that need to process a large number of critical documents quickly. 

This High Performance version can process up to 10 times more than the Standard Enterprise version, making it appropriate for larger enterprises. The Standard Enterprise version may be more suited to small and medium-sized businesses or companies that do not have a lot of documents that have to be processed in a short timeframe.

"Being able to extract business information from incoming electronic or paper documents quickly is the key," explained capture industry analyst Harvey Spencer, President of HSA Inc. "In the mailroom the mailroom staff have to work most when the mail comes into the corporation to quickly distribute it. It is the same with capture – the highest value is achieved when a company processes and extracts data from incoming unstructured information quickly – the closer to real time the better."

For more information about Ephesoft or other document management and capture solutions that Binary Office offers to customers, visit the Binary Office website.

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"We've made a lot of progress eliminating paper," noted Tadepalli. "We're not 100 [percent] paperless, but I think it's fair to say we've achieved what you might call a 'paper-lite' environment."

The company completed the following paper-reduction efforts:

• Implemented digital imaging and electronic document management
• Eliminated file cabinet storage and the need to file and pull paperwork
• Created electronic forms that allow documents to be completed by customers on the web and which are accessible to them at any time
• Enabled different departments to work simultaneously on a claim, case or document
• Established disaster recovery protocols by backing up electronic data rather than having to worry about making and storing copies of critical paperwork

"For example, we've seen significant efficiency gains in claims workflow," Tadepalli explained. "In the past, we operated on green screens, and as I suggested earlier, with paper files and manual processes. That environment was very difficult to scale up and expand into different states. With the implementation of our [new system], we improved both workflow and ease of use. Electronic document capabilities are seamlessly built into the workflow, which further improves efficiency. We've also seen a 50 [percent] improvement in the cost of maintaining the system, just looking at IT head count."

This kind of automated system can profoundly impact customers, explained Property Casualty 360. An automated data collection or e-forms process can make it easier for customers to submit claims, update their contact information, review policies and request information. This can ultimately result in faster claims processing, coverage being established more quickly and a higher level of communication and transparency between the company and customers.

For more information about electronic forms, document management and automated processes that can be implemented in an insurance company or other business, visit the Binary Office website.

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This provides various benefits in different departments throughout a firm:

• Case management: Lawyers' time is valuable, so using document management to scan and store all paperwork related to cases in one easy-to-access location will help make the most of their time. This will also make it easier for teams to work together throughout the case, as every member will have access to all case files and information. Plus, the group can even share notes and briefs that can be edited by multiple users simultaneously.
• Financial management: Law firms have complex accounting departments. New automated workflow systems can streamline complicated invoicing and bill payment processes by automatically determining where inbound documents should go and how they're classified. This makes it easier for accountants and billing personnel to track financial reporting, payroll information, bank reconciliations, invoicing, expense reimbursement and bill payment. 
• Mail room management: Many law firms receive at least hundreds of pieces of mail per week. Manual sorting can be slow, costly and result in delays to cases. Instead, firms can utilize an automated electronic delivery system that sorts, classifies and even extracts information. Newer software such as Ephesoft can automatically sort all inbound mail/email and OCR documents so they are discoverable. This allows important paperwork, contracts and forms to be delivered to the appropriate individual more quickly.

"We are in the [21st] century. We have the technology to be 100 [percent] paperless and we all should have the desire to be there sooner rather than later," wrote attorney Michael Morse on Practice Today about his decision to make his firm paperless. "There is no good reason NOT to be as paperless as possible. We can learn from other States that are perfecting this. We do not have to reinvent the wheel. There is a global movement to 'go green' and the technology to do so is inexpensive and right at our fingertips. We as lawyers need to do our part."

Visit the Binary Office website to learn more about our document management, automated business and e-discovery tools.

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Customs and Border Protection is eliminating the I-94 form, which has been used to collect traveler data, immigration status and employment authorization information. Because this data is already collected and stored digitally, the agency plans to stop collecting the form and instead have travelers enter in the information electronically, reported USA Today. Airports will also be converting to this new process.

"In addition to saving millions of dollars for both CBP and the travel and tourism industry, automating the I-94 and going paperless will save valuable time for both travelers and CBP officers," acting customers commissioner Thomas S. Winkowski told the news source.

In addition, U.S. citizens will be able to process their passports using self-service touchscreen kiosks, which will scan the document and then ask a series of questions about what items the traveler has brought back with them, reported Crain's Chicago Business. At the end of the questions, travelers will take a printed receipt and show it to a customs officer, who will then verify the passport. This will reduce the amount of time an officer has to spend reviewing documentation from about one minute to about 15 seconds.

Chicago's O'Hare airport will be the first in the country to have these kiosks installed, with 32 expected to become operational by July 1. The new system will cost about $2 million and is expected to dramatically reduce customs delays, said Chicago Aviation Commissioner Rosemarie Andolino, according to Crain's.

"[The program] is a tangible example of the benefits technological solutions can have in improving the international arrivals process for passengers," Greg Principato, president of Airports Council International-North America, told USA Today.

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For patients who think their doctors may still be a long way off from a digital healthcare system, some recently released data may be surprising. A survey conducted by the Centers for Disease Control and Prevention found that 72 percent of office-based physicians were using electronic methods of storing and accessing patient information in 2012, an increase of 48 percent from 2009. Such systems were even more prevalent in states such as Massachusetts, with 89 percent of doctors saying that patient information is stored digitally.

The federal government has also made it clear that this will soon become the new standard for patient care, reported USA Today. Physicians who continue to rely on manual paper systems for managing patient data and writing prescriptions will face financial penalties in the next few years as the government pushes more doctors toward new digital systems.

Benefits of managing healthcare information electronically
Storing information digitally makes sense for a lot of reasons. Some of the benefits include:

• Doctors can send and receive information like lab results more quickly
• Patients can view and manage their own healthcare information
• Facilities can more easily stay in compliance with patient data privacy and protection laws because they can focus their resources on protecting digital assets instead of electronic information, physical patient data and other paperwork
• Healthcare providers can share and view healthcare information from any internet browser
• Doctors are less likely to make errors like prescribing the wrong medication

"Some of my patients are already asking, 'Can I have a copy of my blood test today?' and I can print it right out for them," said Dr. John D. Gumina, founding member of the Jersey Shore Monmouth Family Medicine Group, according to USA Today. "I like it because patients are becoming more involved in their care. This is especially true of seniors who like to be kept updated."

Studies have also found that providers can more easily spot health trends when viewing electronic data about patients' health because information is more organized and easier to access, reported Bloomberg Businessweek. This could especially benefit the public healthcare system, as underserved communities could have access to better care. Doctors tracking patient information digitally could follow conditions and diseases more easily, make diagnoses sooner and more effectively manage treatment.

As storing healthcare records digitally becomes the new norm, physicians and facilities should utilize a system that can help them streamline systems like managing admission requirements, storing and searching for records, remaining in compliance with regulations, verifying insurance and a variety of other areas.

For more information about these and other healthcare solutions, visit the Binary Office website today.

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There are various ways that paper can work against small companies, as well as paperless solutions to these problems:

1. Office space: Monthly rent paid toward office space is one of the larger costs dealt with by a small business, so space should be utilized as efficiently as possible, explained Biz Journals. Don't waste it on unnecessary file cabinets or storage lockers. Instead, use document management to store files digitally. 
2. Office supplies: Take a hard look at how many reams of paper are on that credit card bill. Many companies spend hundreds of dollars a month on printing and copying paper alone. This also impacts how much is spent on other supplies like paper clips, staplers and staples, hanging files and other related products, according to the Young Entrepreneur Council.
3. Postage: The sales department doesn't need sales forms to be faxed or mailed to them. Instead, implement a business automation process that automatically collects and sorts data electronically.
4. Employee cost: While yesterday's offices needed a part- or full-time file clerk, this position is useless in today's business world. In addition to cutting out unnecessary positions, free up employees' time from printing, filing or pulling paperwork so they can focus on activities that will more significantly impact the company's bottom line – like marketing or helping customers.
5. Marketing: Ready to roll out a new lead generation campaign but unable to manage inbound responses? Use electronic forms to collect information from customers or adopt an automated data collection system that scans paperwork and sorts information into a spreadsheet, eliminating manual data entry.

Small businesses and startups should stay focused on getting their companies off the ground, not on paperwork hassles that will prevent them from growing and succeeding. For more information about paper reduction and business efficiency tools, visit the Binary Office website today.

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"Last week's ABBYY Technology Summit was a critical milestone for the company as it was another step in our continued effort to bring more value to our reseller partners," said Bill Kouzi, vice president of sales and distribution for ABBYY USA. "Combined with the new partner program we announced earlier this year, the Summit gives our resellers the tools to better identify market opportunities, accelerate sales and meet their revenue goals. We look forward to working closely with our partners both at future Technology Summits and one-on-one to expand the reach of our data capture solutions and meet their customers' needs."

New document capture, invoicing features
ABBYY's mobile capture system is now available to customers and provides new features through FlexiCapture. For example, users can capture documents with a mobile device, manage them in the same workflow and work with documents as if they had been processed using a traditional scanner. This mobile capture solution provides greater flexibility to customers who may need to scan and store documents while traveling or when out of the office.

ABBY's Invoice Accelerator helps customers manage unwieldy invoicing processes by making it faster and simpler to support out-of-the-box data extraction for invoices, regardless of the form's layout. This makes it easier for companies to streamline their invoicing process and receive payment for products or services more quickly.

"Access to information has never been more critical to the success of organizations in every market sector and in every region," said Aram Pakchanian, director of worldwide data capture business at ABBYY. "Our data capture solutions make it easier for valuable information to be unlocked from paper documents and photos and shared throughout the organization. This enables faster, more informed decisions to be made, giving a competitive edge and delivering value to the organization."

For more information about implementing these ABBY products or other office efficiency solutions, visit the Binary Office website.

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1. Establish a "No paper day"
   One Cleveland-area school did this to celebrate Earth Day, but this is a great idea all year round. For example, companies could have a paperless day on a recurring day of the week. On that day, shut down copiers, fax machines and printers. Over time, companies may find that they don't need to use paper as much as they initially thought. The next step: Going paperless, or at least cutting back on paper, every single day of the year.
2. Plant a tree
   Lots of companies have green spaces that are neglected. Whether it's a spot in front of the building or in a pot on a roof deck or in the lobby, find a place to plant a tree. Even better, get together a committee that's in charge of "greening" the office with plants. This is a great community-building activity and it can also beautify the office.
3. Encourage carpooling
   A lot of businesses don't get involved in how their employees get to work, but cutting back on driving is a great way to reduce expenses and help the environment. Encourage employees to carpool by creating a car pool program and offering incentives – like money toward gas – if workers use it. One employee who carpools instead of driving two days a week reduces greenhouse gas emissions by about 1,600 pounds per year.
4. Use electricity more efficiently
   A lot of offices use way more electricity than they need because lights are left on and computers aren't shut down at the end of the day. Educate workers about smart energy practices. Install energy-efficient light bulbs when possible. Make sure that other equipment, like copiers and coffee machines, are also powered down when they're not needed – especially overnight.
5. Buy locally
   Although this may not be an option for some companies, there are a lot of products used in offices daily that could be purchased from local stores. Try to buy goods made within the surrounding area. This is also a good way to form partnerships with local companies, find new customers and get great P.R.

For more information about going paperless and being more sustainable in the office – and cutting down on lost time and money – visit the Binary Office website.

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Professional Auto News contributor Wadih Pazo listed some of the common paper forms that dealers have to manage:

• Deal jackets to organize vehicle sale paperwork
• Credit applications and accompanying documentation
• Vendor contracts that have to be updated, copied and filed
• Invoices that need to be created, printed, mailed and processed
• Service documentation detailing repairs or performance problems

Forms processing can help dealerships manage these contracts, forms and other paperwork that used to sit on desks or in file cabinets. Automated data collection can even process forms and collect information from them so that it's searchable in a database or so that it's sent to a particular place to be stored electronically. This can streamline various processes and automate workflows.

"For instance, imaged versions of deal jackets can be forwarded automatically to the back office staff for billing, and imaged vendor invoices can be automatically sent to the proper person for approval before the accounting department processes payment," explained Pazos.

Improving customer service
Switching to a forms processing method can also improve customer service. One of the biggest mistakes dealerships can make is failing to make the car-buying process as easy as possible for customers, explained GigaOM. The more efficient dealerships can be, the more time salespeople have to spend helping clients get exactly what they want and need.

Eliminating paper will also improve response time to customer inquiries. Instead of a staff member receiving a call, noting down a question or issue, spending time searching for the information in file cabinets and then calling the client back, staff can perform a fast and simple computer search and locate the information right away.

This could also be useful for dealership repair shops that need to retrieve original service agreements to receive credit for new parts that are covered by the manufacturer's warranty, explained Pazos. But if the original service agreement can't be found, then this can result in a delay of vehicle service. A customer is not going to be happy if they have to wait a long time for the repair to occur.

For more information about streamlining dealership paper methods, visit the Binary Office website today.

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