Why Should My Construction Company Use Document Imaging Software?

Q:

Of all the hyped technology buzzwords today, document imaging and document management seem to top the list. I just don’t get what all the fuss is about. Our construction company has been using an organized method of routing, saving and filing construction documents for years. Sure, it’s more paper, but why should I trust all of my important documents to computers, which can lose data through viruses or power failure?

Stan

A:

You bring up some good points. But they remind me of some comments I have heard over the past twenty-five years in business, such as: “E-mail will never replace the U.S. mail,” and “The Internet is so pointless.”

The popularity of document imaging systems has little to do with a “high-tech coolness factor” or even saving the environment, but it has everything to do with saving money for companies in the long term. Document imaging software that integrates seamlessly with accounting, project management and other systems is designed to help reduce costs and make the business process simpler. Regarding security issues, thanks to encryption technology and other advancements, most people would argue that digital data files are much safer than paper files.

The truth is, Stan, you may have an organized system for managing documents, but it is probably not as efficient as it could be. For example, when it comes to the routing and approval of invoices, do your project managers have to come into the office, or can they receive a copy of the invoice by mail or courier? And how much time is spent handling paper or looking for documents (and not on revenue-generating work)? With electronic imaging, invoices can be scanned and routed to project managers on the day they are received, and approvers can instantly access invoices, purchase orders, submittals, change orders or other related documents. Most systems also include audit trails and allow users to customize the entire routing/workflow process as well as authorize who has access to certain documents.

Document imaging software is helping a growing number of paper-intensive contractors manage huge volumes of documents faster and more efficiently. For those reasons, I believe the hype is well deserved.

Fred

Construction Business Owner, March 2010