Scanning America Announced as eFileCabinet’s Scanning Conversion Vendor

Lehi, UTAH – December 10, 2014 – Scanning America Announced as eFileCabinet’s Scanning Conversion Vendor

Company Partners to Provide Digital Scanning and Electronic Document Storage Solutions for Customers

eFileCabinet, Inc., the leading document management software for SMBs, announces its new partnership with Scanning America, Inc. (SAI). SAI is a nation-wide scanning service bureau that provides sophisticated scanning services remotely or on location.

When a company first implements a document management solution, there is often a backlog of paper needing to be scanned into the software. This partnership provides an efficient solution for eFileCabinet customers.

“For many years, our customers have requested help in converting the backlog of paper into eFileCabinet. We are extremely pleased to announce this relationship with Scanning America because now we can confidently recommend a quality company to provide this essential service,” said Matt Peterson, CEO of eFileCabinet. “We look forward to making our solution easier to use by strategically aligning with Scanning America. This partnership will help one-man shops as well as larger companies who all suffer from an excess of paperwork that needs to be manually converted and scanned into eFileCabinet.”

Each document is thoroughly prepared for scanning by SAI staff, with both sides of every piece of paper scanned. All indexing information is manually keyed twice and then computer checked for the highest level of accuracy. SAI will format the digitized images and data so that they can be imported directly into the client’s eFileCabinet document management software.

Scanning America has been in business over 25 years and has converted billions of images. They are HIPAA, FINRA, and FERPA compliant, and they have SSAE 16 certification. Their main facilities are in Lawrence, Kansas, with a second facility in Miami, Florida.

The partnership between eFileCabinet and Scanning America makes it easier than ever for customers to transfer large amounts of paper files into eFileCabinet with expert, accurate help.

About eFileCabinet, Inc.

eFileCabinet, Inc. offers a suite of document management software and file-sharing products/services to help businesses and organizations work quicker, smarter, and more collaboratively. eFileCabinet provides cutting-edge paperless software products and services that enable companies to capture, store, manage, share, and protect valuable data while helping them meet regulatory compliance requirements from governing bodies such as HIPAA, GLB and SEC/FINRA. eFileCabinet’s document management software, file storage, and sharing services can be hosted on a company’s local network or as software-as-a-service (SaaS) via the cloud. With more than 12 years in the document management software industry, eFileCabinet is the trusted choice for over 135,000 users worldwide to store, protect, and share their valuable and confidential data.

Learn more at eFileCabinet.com or call 877-574-5505.

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Five Reasons Why Your Firm Should Invest in Document Management Software – AccountingWEB

December 2, 2014 – By Matt Peterson, President and CEO of eFileCabinet

Effective data management is one of the biggest challenges accounting firms face. The right document management software (DMS) can improve a firm’s bottom line and help it more easily meet regulatory requirements. What’s more, DMS can mitigate the threat of misplaced or destroyed key documentation and client data, and protect the company from internal and external breaches of sensitive information.

DMS also provides the organization with a central location to capture, manage, share, and protect all of its office files.

Here are five reasons why DMS makes a difference:

1. Create quick-wins on your balance sheet: DMS frees up administrative time spent locating and retrieving documents. For example, a cloud-based DMS can reduce reliance not only on physical hardware and expensive server licensing fees (reducing the organization’s office space and IT spending), but it also provides anytime/anywhere access to critical files and documents.

2. Lower overhead costs: A well-designed paperless system not only frees up person-hours, but it can lower overhead costs by 30 percent to 40 percent, including stationery expenses and document storage space. It can even positively influence carbon credit.

3. Drive growth and profitability: The efficiency of a paperless office can be maximized when combined with other productivity tools, such as workflow management. Imagine an enterprise where work instructions for every step of a process automatically open for employees. Secure paperless offices see significant reductions in cost, turnaround time, risk profile, training period, and better performance on key growth indicators. This enables a business to do more with less time and money.

4. Security: DMS is the safest way to store and share sensitive documents. The security provided through these sophisticated systems protects your customers, your company, and your bottom line. It reduces risk from compliance and regulatory requirements (SEC, HIPPA, etc.), and is an easier and safer way of transmitting information than email, FTP, and physical document distribution.

5. Quick response times: DMS allows for faster and more accurate access to information which not only increases workflow productivity, it also improves quality perception from customers. (The sooner you respond to customers, the more organized you appear and the happier they are.)

A robust DMS is both environmentally and economically friendly – saving accounting firms, business owners, and information workers time and money while using significantly less paper.

About the author:
Matt Peterson is the CEO of Lehi, Utah-based eFileCabinet Inc. Founded in 2001, eFileCabinet began as a cutting-edge tool to digitally store records in accounting firms. As it grew in popularity, eFileCabinet developed into a full-fledged electronic document management solution designed to help organizations capture, manage, and protect their data.

Read More or call 877-574-5505.

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Questions and Answers with Matt Peterson – Computer User

By: Matt Peterson

November 5 – Q&A with Matt Peterson, President and CEO of eFileCabinet

1. What is eFileCabinet’s business?
eFileCabinet helps increase the profitability of the SMB market (and departments of larger enterprises) by using software to remove office paperwork.

2. Why are you in this business and how did you start?
Our business started in 2001 when James Blaylock, an accountant with his own business, realized he was paying too much for his $80/hour CPA employees to run back and forth between filing cabinets to get files all day. He created software to digitally file customer records and he made it very easy to search and retrieve straight from the computer. It enabled him to go paperless, and recognizing the great value in what he had created, he decided to sell this solution to peers. Thus eFileCabinet was born. Since that time, industries such as doctors, financial planners, non-profits, HR departments, insurance businesses, religious organizations and others, including accountants, have become users of eFileCabinet software. At the time of this writing, there are more than 123,000 users.

3. Why do customers select you over your competitors?
Our company continues to experience record growth because our solution provides huge value –- we have enterprise-class features in document management software at small business prices. We also win over competition because we are always innovating and providing valuable features. For example, we are releasing a SalesForce integration in October 2014, along with 5 more new features. We also differentiate ourselves through our superior support and training departments. As a small business ourselves, we truly understand the importance of being able to maximize the investment in tools, so we make it a priority to support and help our customers. Value, innovation and support are the reasons that enable us to win over our competitors.

4. Does eFileCabinet have a cloud product?
Yes. In fact, we are rare in that we provide a cloud solution and a conventional on-premise product. We offer customers the ability to manage their own servers and computers with our software, or, they can just use the web to access eFileCabinet. More importantly, regardless of which platform, both solutions are offered at the same subscription pricing.

5. What problems are you specifically addressing for the SMB market?
We are solving (1) the need to do more with less people, and that means removing inefficiencies from the office (too much time wasted in searching, retrieving, sending, and refiling documents), and (2) the need to manage documentation correctly not just for accuracy, but for retention, compliance audits and, ultimately, to serve customers better.

6. How does your solution get implemented? Is it easy? How long does it take?

  • Most of our customers are business owners and not technical. With our product, not only do they have a very intuitive interface that has Microsoft-familiar navigation, but we also provide implementation and training help. Within two weeks, customers are working with the system at a very competent level.
  • On a process level, most customers start scanning in paper documents and ultimately end up using eFileCabinet as a repository for all emails, PDF’s, spreadsheets, Word documents, music/video files, etc., and all of them can be searched, sent, previewed, updated and managed using files. Some of our more sophisticated clients also use workflow management, digital signatures, enable role-based security and use their mobile apps to manage client files.

7. What measureable impact have you had for your clients?
Smaller operations of 3-7 employees save over $3,500 annually, while larger organizations save more. We also have had clients who have experienced devastating fire or tornados which ruin their physical businesses, but are still able to conduct business because their files were electronically managed using eFileCabinet.

8.Do you have turnover/churn of your customers?
We experience very small turnover because not only does our software fulfill the promise of a paperless office, but the clients become very dependent on the ease of the system and do not want to abandon their acquired efficiencies.

9. What are the new products and features you are releasing soon?
We have our eFileCabinet 2015 products being released November 2014. The newest versions of our on-premise and cloud solutions include some great new features and enhancements.

  • Our eFileCabinet Online is now integrated with Salesforce.com – allowing customers to simultaneously update and make changes to existing documents in both programs, with drawers automatically created for contacts from Salesforce.
  • Enterprise Access enables larger companies, with remote offices that require audits for compliance reasons, to conduct exams of their files without leaving their office. Based on permissions provided by the remote office, corporate HQ can inspect and audit as if they were on location by just looking at the records and files within their eFileCabinet structure.
  • Customers can have files synced automatically between online and on-premise systems to assure data integrity and back up.
  • On-premise eFileCabinet 2015 will have the ability to automatically back up their content for free.
  • Role-based security capabilities have now been extended to standard users – they can also designate, if required, other users to have certain access privileges.
  • For customers using eFileCabinet’s WorkFlow product, email notifications can now be executed outside of the eFileCabinet login environment – meaning office personnel can be notified of next steps and their role via email sent to their Microsoft Office, Gmail, or any other email provider.
  • Zonal OCR technology is also being released, helping many organizations that require access and sorting based on consistent, key data in the same page location to be scanned, searched and retrieved quickly and easily.
  • Active Directory syncing will help IT administrators of larger organizers to create and manage eFileCabinet users with mass application of titles, departments and roles.

10. What do you see happening in the next 5 years in your business?

  • We expect to see more enterprise-level features at SMB pricing.
  • The level of digital workflow is being adopted at the mobile level, with people making decisions, passing on approvals, and managing the flow of daily procedures from a smart device. This trend will continue, and it will force software vendors to design and enable 24/7 access to their solution from any platform and access point.
  • While many software solutions are moving towards a cloud-only solution, we are finding that the compliance-bound, conservative market will require an on-premise, or desktop, solution for the foreseeable future.

Bio : Matt Peterson is the CEO of Lehi, Utah based eFileCabinet, Inc. Founded in 2001, eFileCabinet, Inc. began as a cutting-edge tool to digitally store records in accounting firms. As it grew in popularity, eFileCabinet developed into a full-fledged electronic document management solution designed to help organizations capture, manage and protect their data. http://www.efilecabinet.com

Read More or call 877-574-5505.

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The Case for Going Paperless

Increase productivity and please customers with document management software.

Document management software (DMS) represents a technological and cultural change in how companies are conducting business. Digitized, archived, and secure documentation has a far greater impact on the profitability and credibility of a company than ever before. Converting to a paperless office is a win-win for both your business and your customers. DMS and electronic file sharing allow for faster and more accurate access to information, which not only increases workflow productivity, but also quality perception from customers—the sooner you respond to customers, the more organized you appear and the happier they are.

Customers are the single largest group of beneficiaries of a paperless document management solution. Comprehensive cloud management software can not only improve productivity and reduce overhead, but it can also result in faster file retrieval and quicker turnaround times for customers. A paperless domain-customized solution can deliver these benefits quickly and securely, transforming your business into one that is far more customer-friendly, efficient, and compliant.

Many industries (banking, human resources, real estate, healthcare, etc.) handle large quantities of sensitive documentation. From HR documents to accounts receivable and accounts payable to credit reports, medical records, and legal disclosures, the volume of paperwork a company processes can be overwhelming. Placing documents on a cloud storage platform allows companies to securely disseminate important documentation through access-controlled folders that ensure documents are only viewed by the appropriate parties.

Key benefits of DMS

It saves time. Instead of calling to find out the status of a transaction, customers can simply view the status online or from a smartphone or tablet. Customers can also electronically sign documents, which saves them the hassle of driving to your office or having to mail documents. Convenience makes for happier customers who are more likely to stay loyal and give referrals.

It’s more secure. Paperless software can mitigate the threat of misplaced or destroyed key documentation and client data. The digitization of all or even key intellectual property and trade secrets can mean the difference between business continuity and bankruptcy. Better security also means better stakeholder assurance of greater control and security over enterprise and customer data.

It’s mobile. The ability to access files and operations-critical documentation while away from the office is vital. In today’s business world, employees and customers are often located in different regions and may not always have access to a computer. Making documents available in a cloud-hosted folder allows business to continue anytime, anywhere. This is not only more profitable to the company, it is also a confidence-building factor for customers, proving that an organization can operate efficiently in any situation.

CRM integration. Having direct access to client-related documents via a CRM solution is a tremendous productivity boost to any organization. Imagine round-the-clock access to items such as sales agreements and automated reminders for contract renewals, all from within the client record.

When it comes to solutions, be sure to do your research. According to Gartner, core capabilities of document management should include check-in/check-out; version control; security and library services; image-processing applications; and workflow, retention, and records management. Web content management, social content document sharing and collaboration, and advanced search/archiving capabilities are also important components to consider.

Your business will run smoother and your customers will be happier with DMS. Creating a secure Web portal for your customers is also a great way to free up your time and that of your employees. If you have a site set up where your customers can access, upload, and manage their own files in connection with you, it saves both paper and time. Customers won’t have to wait to receive their information, and you don’t have to personally fulfill the task. Your customers are happy because their needs are being met. They have all their personal account information at their fingertips, and that easy access makes them feel important and cared for. They are your priority, and you’ve made them feel that way.

Matt Peterson is the president and CEO of eFileCabinet. Founded in 2001, eFileCabinet provides an electronic document management solution designed to help organizations capture, manage, and protect their data.

Learn more by clicking here or call 877-574-5505.

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Banks Have a Lot to Gain from Document Management Software

By: Matt Peterson

October 28 – Banks, large and small, are facing more scrutiny and more challenges than ever before. They are being asked to do more with less and to be more transparent. To keep costs low while providing excellent customer services and being in corporate and legal compliance, most banks have turned to some form of document management software (DMS). Using a paperless office is a win-win for both those in the banking industry and their customers. Among the benefits of such a system are:

· Financial Benefits: Mailing millions of customers’ paperwork, such as statements and notices, each month can become expensive. Using DMS to email customers can save banks a vast amount of money in printing costs and postage.

· Time-Saving Benefits for Banks: Mailing customers statements and notices requires human hands to fold and stuff envelopes. Banks can be more efficient with a DMS, which allows employees to be utilized for more important purposes. A paperless office system also decreases the amount of time telephone representatives are on the phone. Instead of customer service representatives assisting customers to decipher information, websites and computer systems can be used for this purpose.

· Time-Saving Benefits for Banking Customers: Instead of calling the bank to find out if or when a check or other transaction has come through their account, they can simply view their transactions and statements online, even from a smartphone or tablet. This decreases telephone hold times and creates more satisfied customers. Banking customers can also now electronically sign many different types of banking documents, which can save time and avoid costs associated with driving to the bank or mailing documents.

· Compliance: Banks must comply with many different legal standards and maintain secure systems to protect their customer’s important information. Companies in the banking industry must also follow many statutes and regulations, including those set forth in the USA Patriot Act, the Right to Financial Privacy Act, and the Fair Credit Report Act, all of which can change from time to time. Using a secure, compliant DMS gives banks the peace of mind that their information and their customers’ information is being held in a safe and reliable yet easily accessible location. Using DMS can help your bank maintain compliance with all of the financial regulations and statutes it must follow.

· The Electronic Audit Trail: Banks perform internal and external audits to make sure they are in compliance, as well as keeping accurate records of financial transactions. These audits are completed more efficiently and with fewer errors when a company uses a DMS with audit trail capabilities.

· Banking Workflow: In an electronic document system, workflow can be built into daily processes. Designating workflow is easier, makes more sense, and usually takes less time. Employees can easily find documents and needed information, while following all proper protocols and work procedures.

· Environmental Benefits: Changing to DMS is also better for the environment. Less paper is consumed and wasted, leaving more trees standing. This also means less waste and chemicals discarded back into the environment.

In the document-heavy world of banking, it makes sense to take advantage of the great technology available today. DMS makes banking easier for both the bank and its customers, keeping documents more secure than ever before.

About the Author:

Matt Peterson is the CEO of Lehi, Utah based eFileCabinet, Inc. Founded in 2001, eFileCabinet, Inc. began as a cutting-edge tool to digitally store records in accounting firms. As it grew in popularity, eFileCabinet developed into a full-fledged electronic document management solution designed to help organizations capture, manage and protect their data.

Read More or call 877-574-5505.

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