Business Continuity

Sponsored feature - The Paperless Office – what’s stopping you?

Over the years, the phrase ‘Paperless Office’ has become something of a distant dream to many businesses.

Sure, there are document archiving systems out there that will take your paper, read it, sort it and process it without human intervention, but such systems are usually very expensive and hard to justify.

In fact, once you’ve seen the big beasts, the rest seem to be something of a compromise. You don’t get all of the features, but you still need servers, software, training and someone to look after things, take backups, set up new users and filing systems.It’s a daunting task that many small and medium-sized businesses look at and then run a mile from. The benefits really don’t outweigh the costs and effort in many situations. There has to be a better way…

In today’s world, a business is going backwards by standing still. Managing, controlling and reducing the paper that is received or generated in even the smallest office can produce significant benefits. Firstly, tangible ones like saving storage space. Secondly, intangible ones like being able to find the information you need quickly, answering queries more efficiently and even just feeling more in control of your daily routine. 

The IT industry refers to it as ‘document management’. You may prefer to think of it as ‘common sense’ — and we’re not talking about an all-encompassing system that controls every piece of paper within a business and tracks it, routes it and makes decisions on it. That kind of thing is overkill for many businesses and could hinder the flexibility and adaptability that give smaller businesses an advantage over their bigger, less personal competitors.

What really makes a difference to most businesses is having a simple filing system to archive their paper and electronic documents whilst keeping them safe, secure and easily retrievable. Even a system like this can be relatively expensive, requiring investment in hardware, software and training, not to mention ongoing annual support, maintenance costs plus consultancy and setup fees. 

Instant Intelligence Archiving (iiArc) from Instant Intelligence is a new service developed as an alternative to traditional document archiving systems, for a fraction of the cost. Instant Intelligence Archiving is a highly advanced online system that takes paper and files and stores them securely online. Access and retrieval is through a standard Web browser, from anywhere in the world or through the familiarity of Microsoft Outlook on a user’s desktop. It couldn’t be simpler.

iiArc is different because Instant Intelligence looks after the system, the hardware, the backups, the security, the updates and the anti-virus. All the users have to do is log in. By providing ‘software as a service’ for as little as tens of pounds per user per month, all of the start-up and ongoing management costs are eliminated — a far more cost-justifiable way of bringing online document archiving to a business. As you know, a fixed monthly fee is much more comfortable to commit to than a hefty internal system. 

iiArc is distributed through a network of partners who provide a re-branded version of the system to their clients. In return, the partners earn regular monthly revenue without any initial commitment. Value is added to the service by way of support, consultancy and integration and it’s also a great opportunity for partners to transform infrequent clients into regular repeat business. 

As for the clients themselves, they get the best of both worlds; a very reasonably priced and cost-effective online document archiving system, coupled with the personal service and support they’d expect from their IT service provider. 

For more information on new Instant Intelligence Archiving or details on how to become a partner, contact Chris Morgan on 020 8971 6800.

iiArc has a familiar folder format making it simple for the new user-

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