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. Transform™ Content Center 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 either through the user's network or via a convenient Web browser.
By replacing boxes and file cabinets with a server, Transform Content Center dramatically reduces the costs associated with managing, maintaining and disposing of business critical documents and offers the opportunity for a strong return-on-investment (ROI). An electronic archive 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 leads to improved customer service, but provides substantial cost savings.
Archiving digital copies of documents also dramatically reduces the common 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 Transform Content Center can save tens of thousands of dollars in the first year alone.
For enterprises looking to expand their archive entry methods with an integrated document imaging solution, Bottomline offers Transform™ Scan Center, an optional, add-on module for scanning, capturing and indexing documents. Working together, Transform Scan Center and Transform Content Center offer customers a way to fully automate the lifecycle of their most critical transactional documents, reducing paper and accelerating business cycle times.