 CURRENT FILING SYSTEM
 MANUAL FILING SYSTEM
- Four-drawer file cabinets
- Banker boxes
- Documents are hand filed and retrieved
- No offsite disaster recovery
BACKFILE STORAGE
- Documents are kept in banker boxes and file cabinets in the closets
- Additional file cabinets and office space will be needed
- No offsite disaster recovery
PROBLEMS AND CONCERNS
Human Resource Labor is Wasted on Filing, re filing, retrieving and
searching for files
- Labor is needlessly wasted on searching for hard copy files
- Labor is wasted on searching for lost or misplaced documents
- Labor is wasted on re filing documents that were manually retrieved
- Labor is wasted standing in front of fax machines to send hard copy
documents
- All this labor adds up to tremendous unnecessary cost to the company
Lost or misfiled documents can create a bottleneck and will delay
the actions of others
- The average cost of replacing a lost file is $125.00
- If you spend one hour to search for a lost file, it costs the company
one hour of labor and one hour of lost productivity.
Customer service may suffer
- Not able to send documents electronically by email / fax or answer
questions within the initial call might open them up to companies that offer
these capabilities.
- Today, customers get frustrated by not having information sent to them
electronically and within minutes of the call.
Currently there is no system in place to recover documents lost in
a catastrophic disaster
- What would you do if your customer files, HR records and accounting
files were destroyed in a fire, flood or stolen?
- The most valuable aspect of your company is its records, and it is
also the most difficult and expensive to recreate.
- Where would you begin to recreate your records after a disaster?
File cabinet space is limited
- Eventually additional filing space and file cabinets will need to be
purchased or leased. These are expenses that do not reduce your cost of operating
your business - they increase it!
How Do Businesses Justify Electronic Filing?
Increased Productivity
Reduce paper handling tasks
Improve workflow
Eliminate lost files
Manage more activity without increasing staff
Improved Client Responsiveness
Find requested information instantly
Forward information to clients the way they request it (fax, e-mail
or printed)
Answer questions and provide necessary information in one call, no
more return calls and “telephone tag”
 Today’s world is too competitive to operate without the efficiencies
of electronic files, network faxing, e-mail and other electronic tools that
improve responsiveness time to clients.
Savings Opportunities
Minimize staff time requirements
Improve collection capabilities through instant retrieval and forwarding
of signed documents
Reduce overtime and temp hours
Reclaim lost office space and convert back to useable work areas
ADVANTAGES / COST SAVINGS OF A DocSTAR SYSTEM
Employees will no longer have to get up from their desk to find a
document. This improves efficiency and reduces operating costs.
This allows your staff to be more productive by spending more time generating
revenue for the company - their job!
If 5 employees retrieve 25 files a week, it is costing the company $94/week
in soft dollars ($15/hour and 15 minutes per retrieval and re-file). This cost
is reduced to $1.05 Cents
($15/hour and 10 seconds per retrieval) with a DocSTAR System!
This equates to a cost savings of $92.95 / week and $4,833.40 /year!
Sharing documents will be a breeze! Documents can be e-mailed and faxed
from within DocSTAR.
This greatly improves customer service by greatly reducing the time a
customer is placed on hold and almost eliminate phone tag. This saves your customer's
time and gets their questions answered immediately - This will demonstrate the
value your company offers and will help you maintain and grow your patient base!
Great way to separate yourselves from the competition!
Documents do not need to be printed for them
to be faxed or sent to a customer.
The cost of mailing a letter continues to go up. The cost of sending
a document is 37+ cents per.
For example, if a document costs 37 Cents to mail and you send 100 per
month that is costing the company $37.00. Sending them electronically from the
DocSTAR can eliminate this expense.
The average cost of printing to a laser printer is 2 to 5 cents a copy,
so a 20 page document could cost you as much as one dollar to print!
1000 documents = $1000
Reduce copying and fax costs
The average cost per copy and fax is around 5 cents. If your company
makes 75,000 copies and faxes in a year that is costing you $3,750 dollars.
DocSTAR users almost eliminate this expense.
Greatly improve the security of records
Control security down to the document level. Confidentially of HR, AR,
AP and customer records are protected.
All documents are authenticated with a time, date and creator of document.
This makes it almost impossible to alter a document.
Track the usage and distribution of records with an accurate Audit
Trail
Great way to manage your employees more efficiently.
DocSTAR’s audit trail is connected at the record level. This allows
a user to view the history of a document while viewing the document.
Track the day-to-day usage of your files.
Greatly reduce the risk of files being stolen.
Know who viewed a customer’s file and how it was distributed.
Off-site disaster recovery
All of your documents are stored to a DVD, which is copied and taken
off-site.
In case of a fire or flood, your critical records are protected.
The system backs itself up automatically, so it requires very little
time and computer expertise on your end to manage.
DocSTAR DOCUMENT IMAGING SYSTEM
 DocSTAR is the world leader in Turn Key Imaging Solutions. A Turn Key System includes
the hardware and software bundled into one package. The primary advantages to
this type of configuration are maintenance and compatibility. If any aspect of
the system needs maintenance, the client is making one phone call to BBS Document
Imaging. This eliminates finger pointing and ensures the issue is resolved in
a timely manner. Also since DocSTAR provides all of the hardware and software,
there are no issues with compatibility between the different components of the
imaging system.
DocSTAR’s Imaging Software provides a powerful solution that allows the
client to store and manage millions of pages. The system also has the built
in capability to email, fax and print right from a workstation. This gives the
user full management access over your files. In addition to the document management
features, the DocSTAR software has a patented process called Authentidate. Authentidate
runs a mathematical algorithm of each image and places an electronic thumbprint
on each page. The DocSTAR will detect if any changes or alterations have been
made to the image and notify the user if such an event occurs.
IMAGE PRINTING/FAX OUTPUT/E-MAIL
 Printing
Print to any document to your network printer or stand-alone printer
Fax
DocSTAR has built in fax software. This allows DocSTAR to receive and send
faxes. It also allows automatic generation of fax cover sheets and save/delete
option of sent and receives faxes.
E-MAIL
Documents can easily be E-Mailed from DocSTAR. DocSTAR automatically titles
your e-mail with the document’s Title.
 SECURITY
Documents are protected by user name and password
Lock out non-users
Documents can not be changed or altered
AUTHENTIDATE
Time and date stamps each page with GMT
Authentidate clock runs separately from the system clock
Creates a “super original” of the document
Patented by DocSTAR – No other imaging product in the world
has it!
Ease of Use
Search in DocSTAR the same way you searched the filing cabinets
Why learn a new filing system? Change the speed and efficiency files
are accessed; not the method of finding them
Training on DocSTAR is Easy
DocSTAR is Windows based. If someone knows how to use Windows and the
Internet, they are almost trained already!
Finding a file in DocSTAR is as easy as typing in a name or file number
and hitting enter
| It doesn’t get any easier!
Mr. Rod Baker
RecTec Inc.
1285 S. Lincoln Ave.
Clearwater, FL. 33767
727 446 2600 813 354 2619
rbaker@RECTECINC.COM |
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