How Transportation Companies Can Create a Paperless Office
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Transportation companies have lots of documentation to manage, including bills of lading, importing and exporting records, delivery confirmations, and other required records. eFileCabinet helps transportation companies operate more efficiently and in compliance with the requirements of Department of Transportation and other authorities using a document management system that is easy to implement and use. This slide show explains how shipping and logistics companies can use eFileCabinet to improve their operations. For more information about our document management software, visit http://www.efilecabinet.com or call us at 801-374-5505.
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How Transportation Companies Can Create a Paperless Office
- 1. Welcome 4 Simple Steps To A Paperless Transportation Office James Blaylock, CPA, CITPPaul Conterio Corporate Presenter Trainer eFileCabinet January 14, 2014 1 PM MDT
- 2. Participants are muted. Ask Questions using the control panel Administrative Items Type your questions here!
- 3. 1. Benefits of going paperless TODAY 2. How eFileCabinet helps you stay compliant 3. How easy it is to use 4. 4 Simple Steps to a paperless transportation office 5. Questions Agenda
- 4. 4 eFileCabinet Background Since 2001 Over 140,000 users Based in Lehi, Utah Lehi, UT
- 5. 5 eFileCabinet Background Since 2001
- 6. 6 P A P E R L E S S S O F T W A R E
- 7. 7 P A P E R L E S S S O F T W A R E Data resides on your local server In your network On your computer Within your firewall Must be in office to access files (unless setup a VPN)
- 8. 8 P A P E R L E S S S O F T W A R E Data Resides outside your network
- 9. 9 P A P E R L E S S S O F T W A R E
- 10. 10 P A P E R L E S S S O F T W A R E CloudView 2015
- 11. 11 The Only Constant today is change! Many customers (and probably some of you) send contracts, forms, critical documents with personal information via fax or email
- 12. 12 1892 TechnologyTechnology Forces Change
- 15. 15 INNOVATION ADOPTION LIFECYCLE Technology Provides Opportunities Technology Creates Change Diffusion of Innovations by Everett Rogers
- 16. 16 Low Costs of Electronic Storage. Price per GB of Hard Drive Storage: 1981 — $300,000 1987 — $50,000 1990 — $10,000 1994 — $1000 1997 — $100 2000 — $10 2004 — $1 2010 — $0.10 Growth of Electronic Document Management
- 17. 17 Low Costs of Electronic Storage. Price per GB of Hard Drive Storage: 1981 — $300,000 1987 — $50,000 1990 — $10,000 1994 — $1000 1997 — $100 2000 — $10 2004 — $1 2010 — $0.10 Growth of Electronic Document Management
- 18. 18 Growth of Electronic Document Management Low Costs of Electronic Storage. Government Encouragement Need for Privacy, Backup, and Security High Speed Scanners
- 19. 19 Benefits of going paperless today The Unrecognized Cost of Paper
- 20. 20 The Recognized Cost of Paper
- 21. 21 The Recognized Cost of Paper What is your annual investment in filing costs – paper, toner, postage, filing cabinets, off-site storage, etc? It costs an average of $25,000 to fill a 4-drawer filing cabinet and more than $2,100 per year to maintain it.
- 22. 22 Unrecognized Cost of Paper How often do you visit the filing cabinet or storage area to access business-critical information or documents? The average office worker spends 400 hours per year searching for paper documents. $2,900 FEDERAL MINIMUM WAGE $7.25 Per hour Beginning July 24, 2009
- 23. 23 Unrecognized Cost of Paper
- 24. 24 Unrecognized Cost of Paper
- 25. InsuranceTax Clients Businesses Cabinets Folders Documents Drawers AccountingTax Clients IndividualsPersonalProperty Adams, TomBarton, CraigBringhurst, Scott Human ResourcesInvestment Files Cook, MattCratchit, BobJensen, SteveMartin, MarySantoro, JosephTaylor, Paula 2012 IRS CorrespondenceCorrespondence 20132014 Subfolders Tax ReturnsSource DocumentsSS Card
- 26. SS Card 2014 Taylor, Paula Cabinets Folders Documents Drawers Subfolders Paula Taylor SS #Search Tax Clients Individuals
- 27. SS Card Permanent Taylor, Paula Human Resources Cabinets Folders Documents Drawers Subfolders Paula Taylor SS #
- 28. Documents You Can Search by Name! You Can Search by Profile! You Can Search by Indexing & OCR!
- 29. 29 Mary Martin is Vice President of Human Resources & Accounting Mary because of her role in the company has access to both employee medical and financial records The Benefit folders contain employee personal health information (PHI)
- 30. 30 Bob Cratchit is Director of Accounting and reports to Mary Martin Bob does not have access to the benefits folders containing employee personal health information
- 32. What is the cloud and is it safe? 256-bit AES Storage Encryption Verse 128 To give you an idea of just how secure this is, it is over 2,000 times more secure than using 128-bit AES. Breaking a symmetric 256-bit key by brute force requires 2128 times more computational power than a 128-bit key. To break it, a brute force attack would take 50 supercomputers over 3,000,000,000,000,000,000,000,000,000,000,000,000,000,000,000,000,000 years! (Wikiedia)
- 36. 36 Mobile Apple/Android Apps for eFCO and SecureDrawer
- 42. 524-78-1358 524-78-1358 95-6006143 PAINT BRIGHT 10920 WILSHIRE BLVD # 620 LOS ANGELES CA 90024-6508 123456789 JOSEPHINE H. BRUIN 825 WESTOOD VLVD LOS ANGELES CA 90024 CA 95-6006143
- 43. 524-78-1358 524-78-1358 95-6006143 PAINT BRIGHT 10920 WILSHIRE BLVD # 620 LOS ANGELES CA 90024-6508 123456789 JOSEPHINE H. BRUIN 825 WESTOOD VLVD LOS ANGELES CA 90024 CA 95-6006143
- 44. 524-78-1358 524-78-1358 95-6006143 PAINT BRIGHT 10920 WILSHIRE BLVD # 620 LOS ANGELES CA 90024-6508 123456789 JOSEPHINE H. BRUIN 825 WESTOOD VLVD LOS ANGELES CA 90024 CA 95-6006143 19,629.58 750.29
- 45. 524-78-1358 524-78-1358 95-6006143 PAINT BRIGHT 10920 WILSHIRE BLVD # 620 LOS ANGELES CA 90024-6508 123456789 JOSEPHINE H. BRUIN 825 WESTOOD VLVD LOS ANGELES CA 90024 CA 95-6006143 19,629.58 750.29
- 46. 524-78-1358 524-78-1358 95-6006143 PAINT BRIGHT 10920 WILSHIRE BLVD # 620 LOS ANGELES CA 90024-6508 123456789 JOSEPHINE H. BRUIN 825 WESTOOD VLVD LOS ANGELES CA 90024 CA 95-6006143 19,629.58 750.29 19,404.31 665.00 20,923.75 0.00 0.00 0.00 X DCP CAS 1,519.44 0.00
- 47. 524-78-1358 524-78-1358 95-6006143 PAINT BRIGHT 10920 WILSHIRE BLVD # 620 LOS ANGELES CA 90024-6508 123456789 JOSEPHINE H. BRUIN 825 WESTOOD VLVD LOS ANGELES CA 90024 CA 95-6006143 19,629.58 750.29 19,404.31 665.00 20,923.75 0.00 0.00 0.00 X DCP CAS 1,519.44 0.00
- 48. 524-78-1358 524-78-1358 95-6006143 PAINT BRIGHT 10920 WILSHIRE BLVD # 620 LOS ANGELES CA 90024-6508 123456789 JOSEPHINE H. BRUIN 825 WESTOOD VLVD LOS ANGELES CA 90024 CA 95-6006143 19,629.58 750.29 19,404.31 665.00 20,923.75 0.00 0.00 0.00 X DCP CAS 1,519.44 0.00 0.00
- 49. 524-78-1358 524-78-1358 95-6006143 PAINT BRIGHT 10920 WILSHIRE BLVD # 620 LOS ANGELES CA 90024-6508 123456789 JOSEPHINE H. BRUIN 825 WESTOOD VLVD LOS ANGELES CA 90024 CA 95-6006143 19,629.58 750.29 19,404.31 665.00 20,923.75 0.00 0.00 0.00 X DCP CAS 1,519.44 0.00 0.00
- 50. 524-78-1358 524-78-1358 95-6006143 PAINT BRIGHT 10920 WILSHIRE BLVD # 620 LOS ANGELES CA 90024-6508 123456789 JOSEPHINE H. BRUIN 825 WESTOOD VLVD LOS ANGELES CA 90024 CA 95-6006143 19,629.58 750.29 19,404.31 665.00 20,923.75 0.00 0.00 0.00 X DCP CAS 1,519.44 0.00 0.00 524-78-1358 524-78-1358 95-6006143 PAINT BRIGHT 10920 WILSHIRE BLVD # 620 LOS ANGELES CA 90024-6508 123456789 JOSEPHINE H. BRUIN 825 WESTOOD VLVD LOS ANGELES CA 90024 CA 95-6006143 19,629.58 750.29 19,404.31 665.00 20,923.75 0.00 0.00 0.00 X DCP CAS 1,519.44 0.00 0.00
- 51. 4 Simple Steps To A Paperless Transportation Office Home Machine – 8ppm Office Machine – 60ppm What Should You Scan? Scan the Papers You Would Have Copied Don’t Scan: PDF Files Sent to You Faxes Emails Word and Excel Files (All of these are placed directly into eFileCabinet with a paperless click) 1. Buy a REAL Scanner
- 52. 4 Simple Steps To A Paperless Transportation Office 1. Buy a REAL Scanner2. Determine the platform best for you
- 53. 4 Simple Steps To A Paperless Transportation Office Determine your folder structure What are you going to scan? What to do with the old files? Determine Permissions What to do with the reclaimed office space? 2. Determine the platform best for you3. Strategize
- 54. 4 Simple Steps To A Paperless Transportation Office 3. Strategize4. Schedule a Demo with us www.efilecabinet.com
- 55. QuestionsCall 877-574-5505 or email sales@efilecabinet.com Thanks for attending!
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