Although many companies try to get as close to a paperless solution
as they can, they’ll never achieve that goal. Why? The US Postal
Service, FEDEX, UPS and DHL still bring us documents. Lawyers and
clients still demand that we “sign” things and “fax them”. We still
“print out” long attachments for safe keeping as we know once it’s in
our email system we’ll never see it again.
eCopy recently released PaperWorks
desktop document imaging software that lets your business mix paper and
electronic documents. You can secure and preserve information contained
across document types into a single, easy-to-manage PDF software file.
It’s one thing to scan documents. It’s another thing to have
your email archived and searchable. But when you have client projects
that also include faxes, or when you add in Power Point presentations,
it can be maddeningly confusing to keep all of these files together.
A document management solution is important so you can not only
merge the documents together, but also be able to find information
within the combined documents and mark up the documents. Annotating
pages using drawing tools, text tools, highlight, blackout, whiteout,
and notes could be quite useful.
Finally, be able to save the documents to existing work flow
systems, such as the popular Microsoft Sharepoint or small business
tools like Box.net or Basecamp could be useful as well.
I thought that maybe with the rise of more digital communication,
including social media tools, service like eCopy would not be needed
but Bill Brikiatis, eCopy director of corporate marketing said this is
He told me, As opposed to a decline, it’s only natural that users
will look to include all the various forms of information, including
paper documents, with microblogs and social media – a trend will make
document imaging and management software increasingly important to SMBs.
He wrote to me via email that He sees e-mail as a good model for
how microblogs and social media will transform. Back in the 90s when
e-mail was first introduced outside the enterprise environment, it
drove new applications and features. For example, eCopy started around
the need created by users to attach paper documents to e-mail messages.
With the ability to post any hardcopy information to social media
sites for anyone to see in an instant, companies will also look for
document scanning software that safeguards security. Those that include
features such as creating an audit trail are increasingly important, to
show who in an organization scanned a particular document and when it
Additionally, companies will look to pull in Twitter and other
online conversations into document management repositories, as a means
of recording a nontraditional exchange of information. This will be
especially important for firms that are publicly traded, or are
business partners with larger companies that are publicly held.