Telework has unquestionable benefits – employee satisfaction, health, and productivity are often cited – but without easy access to business documents, those benefits may not be realized.
Forbes reports telework savings averaging $11,000 per employee per year, including the value of healthy, productive employees and the cost savings of reduced real estate and other facilities expenses.
But teleworkers need access to information in order to work efficiently, and that includes access to data which may currently be available only in paper form. Remote sharing of physical documents is obviously unwieldy. Teleworkers must to come to the documents’ location or the documents must be delivered to the remote workers. And if teleworking team members all need the same documents, the logistics get even more complicated and expensive.
All the teleworking productivity gains are wiped out by the paper document bottleneck.
You might think that a simple PDF of a physical document would be easy to share with any teleworker who needs it. That’s true. But what if there are hundreds or thousands of pages that teleworkers need to access? Further, what if they need to search for specific individual elements within those many documents?
That’s where enterprise-level imaging becomes a vital component of teleworking productivity. Imaging, also termed document conversion, creates “smart” digital documents – secure, searchable, and shareable via cloud computing. When paper documents are converted to a smart digital format, teleworkers’ productivity is preserved. Digital documents remain secure (have paper documents ever been lost or destroyed in your business?). And managers can monitor staffers’ work and support their collaborations remotely.
Some businesses have the time, expertise, and resources in-house to plan and execute a comprehensive imaging program. For many, however, an experienced outside vendor saves them the time and cost of a long learning curve and the personnel to administer an imaging program. If your business is making a move to telework, and time is of the essence, talk to a trusted imaging vendor about the best way to convert your paper documents and avoid the information bottleneck.
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The benefits of digital asset management (DAM), including RFID, are a hot topic these days. RFID applications are available for any sort of business. But owners and managers of organizations in the service sectors, from finance and law to healthcare and education, may think RFID is just an inventory tool for the retail and logistics sectors.
If you think your enterprise couldn’t benefit from RFID, think again.
- Asset Tracking – Ever notice how there are never enough chairs in the conference room? Furniture, laptops, and other work tools have a way of wandering from their assigned locations. RFID tags keep tabs on the location of these peripatetic items, as well as providing information on their age and condition. Office and facility managers can easily identify aging furnishings that need repairs or replacement, and pinpoint the location of every physical asset. Plus when inventory time comes, the RFID system can deliver a document listing the assigned value of each item currently in the facility, making financial reporting quicker and simpler. What is does it cost your business to update capital inventory records by hand?
- Personnel Tracking – In busy public settings like hospitals or schools, knowing the location of key personnel can save time, or even save a life. RFID-enabled personnel badges keep track of people’s movements and current whereabouts so no time is wasted when someone is urgently needed. RFID personnel badges work with an institution’s security system to manage access to restricted areas and maintain safety. And in emergency situations, an RFID system can tell first responders who is inside and where they are. What is the dollar value of RFID-managed security and safety?
- Document Tracking – We always advocate converting paper documents to digital documents via a well-planned imaging program; imaged documents are secure, shareable with teams, and save the real estate costs of large file rooms. But in many offices there are documents that need to be retained as paper even if they have been imaged. Paper files are easy to lose or misplace (one of the advantages of imaging), but with the addition of small, inconspicuous RFID tags, the location of a file can be tracked throughout an office. Doorway RFID readers monitor the movement of files from one room to another, and files can be located with a quick look at the tracking record. PricewaterhouseCoopers estimates an average of 25 extra hours to recreate a lost document; how much would that cost your business?
Keep in mind that RFID, unlike bar codes, doesn’t require direct sight lines to record and track business assets carrying RFID tags. Once items or personnel are assigned their unique RFID tag, doorway readers track their movements automatically as they pass from one room to another. And inventory updates can be as simple as walking into a room and pressing a button on an RFID reader. You’ll instantly collect data on all the capital assets the room contains; no need to look through cabinets and underneath furniture to read bar code IDs. RFID is a timesaver, and like its other benefits, that translates into money.
RFID systems come in many shapes and sizes, and can be scaled up or down to suit your organization’s needs. When you start adding up the costs of lost documents, lost equipment, and lost time, it’s clear that you shouldn’t miss out on the benefits of RFID.
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Coworking space is a hot topic in commercial real estate. Companies like WeWork and Regus continue to lease more and more office space for the temporary use of their subscribing members. Even the GSA is looking at coworking space as a way to meet some of its space needs. However, coworking spaces can create process challenges for distributed teams and their managers. Imaging is the solution.
Statistics compiled by real estate service company JLL show the proliferation of coworking space, particularly in the past two years. The benefits of coworking office space are well-documented: few or no build-out costs, no long-term lease, tax benefits, and simplified telework. From a facilities management standpoint, coworking office space is an ideal solution to the need for temporary space.
For the occupants, too, the quality of coworking space has improved considerably since the early days when complaints about privacy and noise were common. Many coworking space providers are now reconfiguring their spaces to offer privacy pods and noise abatement.
One problem most coworking spaces can’t solve is document storage and information accessibility. Coworking offices are in the business of offering working space, not paper-document storage space. Document-dependent organizations struggle with their work processes if their teams are distributed in several widespread co-working spaces, without access to the paper documents they need.
Fortunately, there’s a solution for that: Imaging. Converting paper documents to digital documents makes those documents shareable. Distributed teams can have full access to all the information they need. Further, the converted documents are even easier to use than paper documents, since the conversion process makes them searchable – a key word or phrase can be delivered with electronic speed.
Converted documents offer a level of security and safety that paper documents can’t match, especially in a coworking environment where outsiders might have unauthorized access to confidential papers. With a database of imaged documents, managers can ensure information integrity by setting access permissions and tracking document usage.
Judging from the results of JLL’s study, coworking is going to be a significant part of many organizations’ real estate choices. If your enterprise is considering adding coworking spaces to your real estate mix, now is the time to put an imaging plan into action and add speed, security, and information accessibility to the other benefits of coworking.
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Congratulations to the honorees of Fast Company’s 2019 Innovation by Design Awards for retail environments. These companies are recognized for their forward-thinking designs that serve markets better and offer more productivity and profitability to their owners. From our perspective as space utilization and information management experts, two businesses in Fast Company’s 2019 class stand out for ingenious uses of commercial space and data technology:
The co-working company Spacious is built on an inventive model that takes freelancers out of their overcrowded daytime “Starbucks office” and places them in restaurants that are closed during the day, open only for dinner. These restaurants are climate-controlled, and the lights are on for the day prep crew, but the dining areas are completely empty until late afternoon; in essense, the restaurants are paying for underutilized space. Restaurants team up with Spacious to provide co-working space in the unused dining rooms, and the Spacious on-site team provides power points, wifi hookups, and user assistance. With memberships set at an affordable $95 per month, which Spacious splits with the restaurants, it’s a win for everyone.
This is the kind of maximized space utilization that NOS encourages with our document conversion services and high-density storage systems. Big thumbs-up to Spacious!
Walmart has been a pioneer in retail technology for many years. An early adopter of supply-chain RFID, Walmart recently installed a pilot program of retail AI in the form of an Intelligent Retail Lab (IRL) in one of its highest-demand locations. Sensors and cameras send information to a room-size data center, which in turn generates alerts to maintain the in-store inventory. Availability of products, freshness of produce, even the number of empty grocery carts in the parking lot, all is monitored by the IRL rather than by store associates. Staff are freed up to focus on face-to-face interactions with customers. Productivity goes up, and the cost of outdated inventory and lost sales goes down.
We strongly advocate the use of asset management technology. RFID and bar coding are proven information management systems with a positive impact on profits. Well done, Walmart!
Good design isn’t just an aesthetically-pleasing façade; it contributes to the success of a business, and enriches the community in which that business operates. Our highest compliments to these enterprises for their outstanding designs!
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It’s never easy being an HR recruiter. Whether the job market is tight or wide open, the competition for top talent is ever-present. One of the proven strategies for attracting the very best recruits is a visible, well-integrated corporate value system.
Prospective employees want to see their own values reflected in the workplace, especially when it comes to corporate social responsibility. From millennials to Gen Z, recruits view sustainability as an expression of corporate social responsibility. They’re not going to be satisfied with a token paper-and-plastic recycling bin. They want to see sustainability infused throughout the company’s operations.
Your business storage systems may not be the first things that spring to mind when you’re looking for ways to increase sustainability. Nevertheless, there are storage solutions that give your enterprise a definite sustainability advantage. These include:
- Electronic records – When you reduce the quantity of paper business records stored in file cabinets, you reduce your storage footprint. Less storage space means less overall space and lower utility consumption. Further, converted documents become digitally accessible to everyone who needs to work with them, eliminating multiple redundant copies and thereby reducing paper consumption.
- Modular casework – Unlike traditional casework, the “building block” modules of high-quality casework can be reconfigured as operational needs change.Yesterday’s credenza is today’s wall cabinet. It’s recycling at its finest.
- High density shelving – These space-saving cabinets slide along floor-mounted tracks, eliminating aisles between shelving units and reducing your storage footprint by as much as 50%. In tandem with an electronic records conversion program, your paper document storage will take up far less space than previously, and you’ll reduce your overall space utilization.
There’s a bonus to these sustainability-friendly storage solutions: lower operating costs, including real estate costs, office supplies and utility expenses, and build-out costs.
When you choose storage systems like these, you’re telling recruits that your business takes sustainability seriously. Your corporate values increase employee loyalty and retention, which in turn improve productivity and profits. Further, customers prefer to do business with socially-responsible companies.
When you can both do good and do well, it’s a win for everyone, including your HR department. Sustainability is a really good look for your brand, and your storage systems are part of the picture.
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You may already know how RFID* works, and how it benefits businesses through accurate, time-saving asset tracking. One surprising application is within the well-know bourbon distillery Wild Turkey, which adopted RFID to track its warehoused barrels of fine spirits. As reported in RFID Journal, the company formerly stamped each barrel with information about the barrel’s contents and the date the barrel entered the warehouse for aging. Keeping track of the whereabouts of each barrel was not just good business practice, it was mandated by government regulations. But maintaining a complete, accurate inventory required Wild Turkey’s warehouse crew to “eyeball” the information stamped on each of their 650,000 barrels – a time-consuming, labor-intensive and error-prone task.
Now, their RFID system starts tracking a new barrel at the time it’s manufactured, adding information to the barrel’s record when newly distilled bourbon is added to the barrel and when a warehouse location is assigned to start the aging process. Handheld RFID readers display the location and contents of every barrel in a warehouse, without the need for a warehouse staffer’s visual confirmation.
Regulatory compliance is now a simple matter of printing a report from the RFID software. Just as important, when a barrel has aged sufficiently and is ready for market, finding its location among its 650,000 neighbors is a snap. The fully-aged barrel is moved out of the warehouse, making room for a new barrel.
Even if you’re not operating a distillery, tracking the age of an asset is something that any business needs to do, particularly when the assets are documents. Like almost every enterprise, you probably have multiple file cabinets filled with documents. Many of those documents are long past their useful life, whether they were needed for operations or to fulfill regulatory requirements.
Add RFID tags to file folders, or even individual documents, and in the future any outdated documents can be identified easily, located quickly, and disposed of properly, whether disposal means scanning into a digital archive, or shredding securely. As you go forward, your files will contain only what’s required for current operations and record-keeping. And in the process, you’ll gain quite a bit of space formerly assigned to those old unnecessary documents – space that can be converted to more productive uses.
RFID pays you back in many ways: faster inventories, accurate asset records, and less storage space. An experienced RFID provider can show you how the benefits add up, and discuss a custom solution.
*(What is RFID? Find out here.)
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