Written by:  Mitch Taube

Reprinted:   January 30, 2012

Here are 8 ways in which “true” electronic forms can transform your business. This is especially important since according the Gartner, 85% of business processes rely on forms.

1 — Eliminate the Paper from the Beginning.

E-forms are more than just an electronic version of a paper form. They promptly capture, verify, approve and integrate data with the critical business systems used to run organizations.  When information is automatically captured and distributed without a paper form to begin with, business processes are streamlined, efficiency is improved, costs are cut and your organization becomes a little greener.

2 — Release the Information Needed to Run Your Business.

Most of the information needed to run your business is trapped on paper and paper equivalents such as Word® documents, PDF files and pre-printed forms.  By capturing and moving crucial information—previously trapped —into core business systems faster and more affordably, e-forms enable organizations to improve customer service, shorten cycle times and lower operating costs.

3 — Integrate Data with Core Business Systems Automatically.

Once submitted, data entered on an e-form can be saved to one or more business system databases automatically and seamlessly.  With two-way integration, an existing database can pre-fill a form, allowing for confirmation of information and elimination of user error.  Integration is secure and works within an organization’s IT architectural structure and standards. Data captured on e-forms are typically sent to HR, finance, customer support and custom applications. The e-forms themselves reside within an electronic content management system for secure storage, retrieval, distribution and management.

4 — Improve Data Accuracy.

Auto drop down lists and completion guides with field-specific instructions ensure data is captured accurately and completely. E-forms can auto-populate fields based on prior data entered and validate field-level data and form-level completeness before submission. Without the need for someone to manually enter data from a paper form into another system, data entry errors are eliminated and no data is lost in transcription.

5 — Kick off Automated Workflow.

Once submitted, e-forms can implement an automated workflow based on an organization’s business rules. Employee applications can be distributed to the appropriate individual in HR for review, sales orders can be sent to a manager for approval and then on to distribution for delivery, credit applications can be sent to the appropriate manager in the finance department for immediate review and approval. Automated workflow is seamless, quick and ensures accountability.

6 — Digitally Signed E-Forms are Legally Binding.

Digital signature technology allows users to sign an e-form without the need for distributed digital certificates or third party certificate authorities. Existing login ID/Passwords can be used for signing e-forms and built-in encryption tools allow for secure transmission of data.

7 — Easy to Design & Set Up.

E-forms are easy to design, create and publish with no programming skills required. Features such as drag and drop, pre-built field validation controls and group controls ensure sophisticated layouts with trouble-free design and implementation.  Existing paper forms and PDFs can be easily copied or customized so screens can have a familiar user interface to speed adoption.

8 — Realize a Quick ROI.

E-forms can deliver an ROI in as little as a few months, depending upon the number of forms processed monthly. Form completion costs, processing costs and correction costs are radically reduced. Paper related expenses, such as supplies, storage and transportation, are eliminated altogether.

Record Storage Systems provides E-Form implementation with FileBound Document Management Software.  Call 704/588-2820 today for simple instructions on ‘how to’ implement e-forms.

By Nation Correspondent
Posted  Sunday, January 1  2012 at  22:00

Ministries and public agencies have embarked on a journey towards paperless correspondence to increase transparency and accountability in their operations.

Public Service Minister Dalmas Otieno said the five-year plan would ensure communication within the government was completely computerised.

In line with the new move, about 560 record management officers are to be posted in registries of each ministry to transform flow of information from manual to digital.

At the same time, all past correspondence — circulars, memos or vouchers — are to be scanned and stored electronically for easier retrieval.

“The need for excellent record management practices is paramount as there is an increasing amount of information available today,” Mr Otieno said last week.

“This plan aims to modernise records management to enable the government to become more responsive to needs of citizens and deliver service more efficiently and effectively.”

Speaking in Nairobi, Mr Otieno noted that improving records management was also fundamental to the concept of democracy.

“Recorded information ensures the protection of human rights, the rule of law, fairness and equal treatment of citizens,” he said.

He noted that Kenyans expected the government to maintain reliable and accurate evidence of its decisions and actions.

“The strategy will ensure that government’s activities are documented and maintained, with officials getting the right information at the right time and at the least possible cost.”

Head of Public Service Francis Muthaura said the digitised system would enable his officers to perform their duties effectively.

“Kenya like other countries in Africa such as Ghana, Uganda and Zimbabwe among former British colonies, still operate a paper-based registry system,” Mr Muthaura said.