Transaction documents such as invoices and order forms are a necessary part of doing business for any company. They often have to be kept and referenced for years after their origination dates to aid in customer inquiries or to comply with Federal regulations. Trying to accomplish this with printed documents induces many headaches including manual sorting and filing, physical storage space and ease and speed of access.
An archiving system provides a compelling way to further the value of these documents. Bottomline Technologies' Create!archive® solution stores a duplicate of the document in PDF format. This exact copy is automatically indexed and filed by the system and is available for instant search and retrieval. Documents can be accessed through the user's network or via an Internet browser.
Create!archive maximizes the utility of electronic documents and offers the opportunity for a strong return-on-investment (ROI). It minimizes physical storage costs, produces faster search and retrieval of transactional documents, increases customer service levels, reduces number of lost documents and promotes compliance with regulatory guidelines.
By replacing boxes and file cabinets with a server, Create!archive dramatically reduces the costs associated with managing, maintaining and disposing of business critical documents. It also allows customer service or accounting personnel to more quickly find and send pertinent documents to customers reducing the time spent on a typical client inquiry from hours to minutes. The ability to quickly retrieve documents not only provides cost savings, but also leads to improved customer service.
Archiving digital copies of documents dramatically reduces the risk of losing them. Analysts estimate that it costs organizations $220 on average to reproduce each lost document. Another benefit of document archiving is its ability to help organizations comply with Federal regulations avoiding fines up to $50,000 per offense. Through all of these cost savings, organizations using Create!archive can save tens of thousands of dollars in the first year alone.