We are pleased to announce that Les Olson IT has been recognized by DocuWare as a Diamond Club Member for 2022 and a Customer Service Champion.

Each year DocuWare awards the top 10 sales partners in each EMEA region based on sales from the previous year.  Les Olson IT earned Diamond Club status through dedication in providing customers with DocuWare’s outstanding Integrated Document Management solution, backed by our highly qualified engineers and support team. Not only did we get the Diamond club award, but the Customer Service Champion award for 2022. Les Olson IT prides itself on excellent customer service. Our founder, Les, felt strongly about providing great service, and we’re proud to honor his legacy every day.

Why DocuWare from Les Olson Company?

More than 15,000 companies trust DocuWare for managing their most critical documents. When you partner with Les Olson IT and DocuWare, you join the thousands of industry leaders who have already discovered how the industry’s best Enterprise Content Management Platform improves operations at every level of their organization. Your business can happen anywhere with DocuWare digitalization capability, so why not start with Les Olson It?[/cz_title][cz_gap height=”33px” height_tablet=”7px” height_mobile=”5px”]

Have you ever avoided improvements and upgrades to technology in order to reduce costs?

Have you outsourced certain aspects of your technology?

Do you look toward technology as a way to establish or increase efficiency?

Have you leveraged document management tools?

Do you have a technology plan in place that is guiding your decisions for future investments?

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Taking Advantage of Digital Transformation is a Must for SMBs

New digital tools and processes have the potential to totally transform the businesses that adopt them. Three quarters of organizations feel that digital transformation is changing how business is done. Businesses everywhere can take advantage of new efficiencies, capabilities, streamlined operations, improved customer satisfaction, and cost savings. Many small and mid-sized businesses feel that digital transformation is just for the “big guys”, but the truth is, it has the power to even the playing field and make SMBs more competitive with larger organizations.

Where to Start?

If you’re ready to begin your digital transformation, it can be overwhelming to find a starting point. It’s important to have a measured and strategic approach, and the key is determining which core business processes will benefit the most from digital transformation. Here are the three top areas where you can see an immediate benefit:

Accounts Payable

Accounts Payable is a fundamental activity for all businesses that is often bogged down with manual processes and paper files. This can result in a labor-intensive AP process that leaves organizations behind their competitors. The purpose of automation is to reduce the manual steps in the AP process. By reliving the burden of day-to-day manual entry and other repetitive activities, organizations can save $16 per invoice, sometimes more. AP staff are then freed up to focus on more productive activities that add value to your business. On average, it pays for itself within 6-18 months.

Software systems like DocuWare can manage the entire AP process from electronic invoice delivery and document management, to workflow automation and analytics. There are a number of ways SMBs can see an immediate advantage to streamlining AP processes. You can take advantage of early pay discounts that are normally overlooked, ensure vendor satisfaction by processing accounts faster, and get better insight to predict financial outcomes.

Human Resources

Human Resources is yet another department that is buried in paper documents despite the increasing digitization of business processes. Unfortunately, paper shuffling claims up to 60 percent of the average office worker’s time, and can account for up to 45 percent of labor costs. This results in HR staff often spending far more time performing administrative duties, rather than hiring the best talent and maintaining high moral.

Managing any staff requires documentation that starts well before an employee is hired, and continues even after they leave the company, including applications, background checks, state and federal taxes, health insurance, employee reviews, and more. That’s not to mention things like workplace claims, training and certifications, and annual benefits re-enrollment. And don’t forget, when an employee retires or quits, there is even more documentation to keep track of.

There is great benefit in automating HR processes with document and content management tools. Luckily, developers such as DocuWare offer solutions that are specifically designed for these very processes.[/cz_title][cz_gap height=”40px”]

Sales

The buyer’s journey is so different than in the past. People find all of the information they need to research and choose a product on their own. By the time a customer contacts your business, they are typically already close to making a purchase decision. That means your business needs to be ready to move fast in order to close deals. Your sales team needs instant access to information and a great sales process is essential for customer satisfaction.

Give your sales team the modern tools they need, such as centralized, cloud-based document management and workflow automation.

Sales and marketing are dramatically enhanced by workflows that digitize documents and leverage workflow automation to route information to the right team. Once the deal is done, sales representatives can digitize, manage and share contracts with a workflow to facilitate collaboration between sales, legal, and executive reviewers.

Recommendations:

What are best practices? Here are some recommendations to consider as you move forward.

Evaluate Your Current Processes

It is important to thoroughly evaluate your current processes so you can pinpoint gaps in performance. Which areas can you save the most time? Which processes are causing opportunities to fall through the cracks? Take a hard look at your processes in their current state, and be honest about how they are falling short.

Establish Objectives

Now that you’ve thought long and hard about your current processes, you need to determine how you would like them to change. You can do this by determining specific expectations and objectives. For example, reducing the time needed for an invoice payment or reducing the number of hours spent on-boarding a new hire from 5 hours to 1 hour.

Evaluate Targeted Options

Many software solutions have solutions that are specifically made for core business functions like AP, HR, and Sales. This can be the quickest and most reliable way to implement an efficient solution.

Les Olson Company is a proud DocuWare partner. Our team of certified professionals can help your business implement the perfect solution to immediately start streamlining your business operations.

Source

AIIM Study “Digitalizing Core Processes”

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In your business, your document workflow likely begins with an individual who physically walks a paper document from one place in the office to another. That’s something we’d like to help you change. In this article we will explore how digital workflows can simplify your business, while allowing your employees to continue completing their work, even if they can’t do it in the office.

DO Centralize Your Records

It’s very common for businesses to have a server on-site where files are accessed. When remote work comes into play, it becomes harder to access and share information because of the added barrier of VPN technology to effectively access needed data. With multiple users working from home, there can also be constraints on the network, which can cause a slow connection. A slow connection can mean slower workers.

A Document Management solution, like DocuWare, allows you to provide your employees with a web portal where they can access business files quickly and efficiently. It also allows you to get rid of disorganized network drives and paper files.

DO Streamline Your Processes

In offices across the United States, many processes are still handled manually. This is concerning because of the need to pass a paper document from person to person at a time when contact isn’t recommended. For some businesses following work-from-home orders, this isn’t even possible right now, but offices that are still up and running shouldn’t have documents come into contact with multiple pairs of hands as it’s an unnecessary risk to the health of employees.

These same processes and workflows can and should be happening digitally. Not only is it safer, it’s more efficient.

DO Ensure Privacy

Choose a solution that satisfies regulatory requirements, and meets high security standards.

DocuWare is a Comprehensive Best Practice Solution

• Centralized files in the cloud
  • Cloud and on-premise options
• Simplified workflows
  • Digitize existing paper-based workflows
  • Simplify existing digital workflows
  • Automated tasks and organize documents
• Mobile access
  • Empower remote workers to access information on more devices
  • Convenient mobile apps and web browser client
• Work from home
  • Connect all of your team members with a unified process
• Manage employees
  • More insight into employee workloads & productivity
• Easy audits & secure data
• Specific solutions for HR, AP, Sales, Legal, etc.
• Satisfy privacy and regulatory requirements

DON’T Leave Employees to Find Their Own Solutions

During this time, businesses should be aware of the risks of shadow IT This is where individuals within an organization utilize software or apps on their own, without the help of their IT Administrator. It’s important to provide your employees with a solution like Document Management so that everyone is on the same page with a sanctioned solution, rather than having employees go out and find their own workarounds like Google Drive, OneDrive, or other tools that can help them do their jobs, but don’t pass muster when it comes to security.

You absolutely don’t want your employees transacting business data and information through personal accounts. You will have no control over how long those accounts exist, what information is retained there, and what’s in the end-user license agreement. You will also be unable to do your due diligence to ensure it meets your security expectations, and/or compliance requirements. If you can centralize your tools, you will set your business up for success and limit your liability.

DON’T Use Email for Document Sharing

Email is now an increasingly important tool for staying engaged with your team. The temptation will be to use email to pass files back and forth. This will work on a limited basis, however we recommend you don’t use email as your file sharing system. This can lead to lost documents, disrupted workflow, and overlooking other important communications.

We understand that you have many challenges right now, and we want you to know that we’re here to help you overcome them. We have the solutions to your work-from-home problems and we’re ready to quickly get your remote work solutions up and running.[/cz_title][cz_gap height=”35px”]

Laptops & PCs

It won’t come as a surprise, but laptops are in high demand right now. They may be easier to get your hands on than toilet paper, but probably not for long. The benefit of a laptop is the ability to work from anywhere. We recommend having a docking station in the office, and one at home. This way your employees can seamlessly switch back and forth between two office setups. While businesses are struggling to find inventory, we were able to secure some Dynabook Tecra X40-F Laptops to help businesses supply laptops to their employees. These laptops are equipped with 8th Generation Core Intel Processors, touchscreen displays, and a new magnesium alloy body that makes them incredibly lightweight.

Another great option is helping your employees get their home office set up with a PC. Many users are already used to working with a desktop in the office and it may be the easiest way to replicate their at work office experience. We are currently able to offer both Dell OptiPlex Small Form Factor PCs and Dell OptiPlex Micro Form Factor PCs in stock and ready for delivery. A great reason to buy desktops today instead of laptops is their price-performance value. They typically are less expensive than laptops and offer great computing value for the price. They also have a compact footprint that won’t encroach on your employee’s home office space. While they’re small, they don’t compromise on performance. We are also an Authorized HP Partner and still have some availability on our usual lineup of HP Laptops and PCs.

Document Management Software

One of the biggest barriers businesses face now is the inability to access documents outside of their facilities. Whether your documents are still in paper format, or are being digitally saved somewhere you can only access on the network, a good Document Management Solution is a must to get your team on the same page (document pun intended).

We offer DocuWare Cloud, which allows you to store business documents digitally and make them securely available to anyone on your team, anywhere they are. We know that so much of your business workflow relies on documents, so having them unavailable through this crisis simply isn’t an option.

Unified Communication

You rely on phones to keep in touch with your customers, so what do you do when no one is there to answer the phones? With Unified Communication, someone can be there to answer the business line, right from their mobile phone, from the safety of their home. We offer solutions that can help you continue to engage with your customers over the phone, from wherever you are. Not only that, you can also help your remote employees stay in touch with each other through integrated phone, meetings, and team messaging.

Remote Work Tools

We are an Office 365 and G Suite Provider. These are both great options to make sure your employees have the productivity tools they need to do their jobs, while also enabling open lines of communication with group chat, meetings, and video conferencing. Office 365 gives you all the latest versions of things like Outlook email, Word, Excel, etc. G Suite gives you Gmail, Sheets, Docs, and more.

Software Security & Remote Access

Our Software Security & Remote Access bundle gives your business a wealth of tools to weather the storm securely, and with as few issues as possible. It includes Webroot for help stopping malware and zero-day threats with a unique next-gen approach. You also get Cisco Umbrella, your first line of defense against threats on the internet, LogMeIn Pro to help provide remote access to your networked devices, Remote Monitoring and Management, and our Client Communicator.

We are committed to doing everything in our power to make this process smooth for your business as you navigate your options. Let us work with you to come up with a plan that will set your business up for remote work success.[/cz_title][cz_gap height=”60px”]

Both finalists from Les Olson Company competed an international round where they performed a DocuWare demonstration and were judged on their knowledge of DocuWare as well as their capabilities to demonstrate its features. Les Olson Company has also been recognized as a DocuWare Diamond Club Member for 2018.

Les Olson Company has an incredible team who are experts at what they do! If your business is looking for a great Document Management Solution, come and get a demo from the best in the world![/cz_title]

Leading Enterprise Content Management (ECM) Provider Ensures Privacy and Security of Health Information.

DocuWare, a large ECM provider in the U.S., recently had its current controls verified and audited in order to ensure compliance with HIPAA Regulations. It has been confirmed that it continues to adhere to national data laws and HIPAA regulations.

What is HIPAA?

HIPAA, the Health Insurance Portability and Accountability Act, regulates the use and disclosure of an individual’s health information. HIPAA compliance is required for health care providers, vendors contracted by organizations subject to HIPAA, and contractors that a business uses in the compliance of HIPAA. DocuWare must comply with HIPAA because it is an associate of its health care providers.

While there is no organization that officially provides a HIPAA-certified seal, DocuWare took the necessary steps to put strict procedures in place, ensuring HIPAA compliance. All employees are trained on HIPAA policies and assigned an official in-house Privacy and Security Officer. DocuWare also ensures that information on DocuWare Cloud, it’s cloud solution, is secure. DocuWare is ISO 27001 and SOC 2 certified.

With a strong focus on security and compliance, DocuWare is an ideal ECM solution for any organization in any industry, where client information must stay private.[/cz_title]

According to AICPA these reports are “Intended for use by stakeholders (e.g., customers, regulators, business partners, suppliers, directors) of the service organization to have a thorough understanding of the service organization and its internal controls.”

The five criteria used for the SOC 2 report are also referred to as Trust Services Principles. AICPA has determined these five principals to be most important to customers of service organizations that provide services such as DocuWare Cloud and other I.T.-related services.

1) SECURITY:

The system is protected against unauthorized physical and logical access.

2) AVAILABILITY:

The system is available for operating and use as committed or agreed.

3) CONFIDENTIALITY:

Information designated as confidential is protected as committed or agreed.

4) PROCESSING INTEGRITY:

System processing is complete, accurate, timely, and authorized.

5) PRIVACY:

Personal information is collected, used, retained, disclosed, and disposed of in conformity with the commitments in the entity’s privacy notice and with criteria set forth in generally accepted privacy principals (GAPP).

Les Olson Company is a proud partner of DocuWare, offering tools for cloud-based and on-premise document management and online collaboration. Are you ready to take your document management to the cloud? Learn how Les Olson Company and DocuWare deliver anytime, anywhere document access, scalability, security and more.[/cz_title]

You Can Maximize Office Space in Many Ways

If you own a small business and your office is bursting at the seams, you know it’s important to save space any way you can. Luckily, we live in an era where technology is making it easier to do more with less space. Here are some tips for saving valuable real estate in your office, all while increasing productivity.[/cz_title]

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Use Compact MFPs, Without Compromising Functionality

 

Don’t make the mistake of assuming you need a large copier to get the high-performance results you require. More and more manufacturers are finding new ways to put big features into smaller packages.

 

The Sharp MX-C303W and Sharp MX-304W are full color Multi-function Copiers that are just 22 inches wide! Get full-featured copying, printing, scanning, and faxing from an MFP that fits in virtually any small nook you can find. You can enjoy improved document workflow with a color touchscreen display for easy navigation, a front USB port for walk-up printing, the ability to scan directly to editable file formats, and much more. It also includes Adobe PostScript printing, and boasts copy/print speeds of up to 30 pages per minute.

 

There’s another great document imaging option you should know about. HP has recently come out with an amazing technology called PageWide Printing. They have a whole series of PageWide printers for businesses that can’t be beat in terms of speed. Basically instead of a print bar that goes back and forth on the page, it’s one stationary print bar that spans the width of the page. It prints as quickly as the paper can pass through. We’re talking speeds as fast as 75 pages per minute. And it doesn’t just print, you can copy and scan as well. Step up your workflow game with a touchscreen display, ePrint capability, and some other great time-saving features.[/cz_title]

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Sharp MX-C303W MX-C304W Series Color Copiers

Copiers

The Sharp MX-C303W MX-C304W Series Color Copiers offer leading-edge integration and powerful productivity, all in a small and compact design.

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HP PageWide Enterprise 556dn Color Printer

LaserJet Printers

The HP PageWide Enterprise 556dn Color Printer gives you ultimate value for today’s enterprise. HP PageWide Technology delivers the fastest speeds and deepest security for the lowest total cost of ownership in its class. Count on productivity and unparalleled multi-level security.

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Invest in Electronic Document Management Software

This tip seems rather obvious, but if you’re still keeping filing cabinets in your office, you should consider ditching the paper files for an electronic solution!

 

Apart from the fact that filing cabinets take up more than their fair share of space in your office, they’re also incredibly inefficient. Did you know that, on average, employees spend 50% of their time at work searching for documents and information? That’s HALF of the work day.

 

Imagine what your team could accomplish when all the documents are available at their fingertips in an instant. No more manual filing or retrieval, no more filing cabinets using up your precious office space, no more fruitless searches for lost files, and you can also breath easy knowing that your files are backed up in the event of a fire or other disaster. There’s no down side to embracing a paperless filing system such as DocuWare.[/cz_title]

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DocuWare Cloud

Software

DocuWare Cloud is a best-in-class document management and workflow automation content services for teams and companies of any size — delivered on a multitenant cloud platform.

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Get a Cloud-hosted Phone System

Forget an on-premise PBX system. You don’t have space for that, and besides, a cloud-hosted phone system is actually more cost-effective.

 

So what is it exactly? In a nut shell, it’s a fully-managed phone service. You pay monthly for your phones, service, and hosting. You get a single bill, and a fully-equipped phone system with 24/7 support. One of the best parts is, new features are added to your system as they are released at no additional charge.

 

You don’t have to commit to having outdated phone technology and you can customize almost every aspect of your account through a simple-to-use web portal. It’s surprising that more businesses aren’t taking advantage of this great technology considering there’s a low initial investment, it’s easy to manage, it delivers advanced features, and is scalable as your business grows.[/cz_title]

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Mitel MiVoice 6940 IP Phone

Business Phones

Mobile device integration seamlessly marries your mobile phone call audio and contact information with the Mitel MiVoice 6940 IP Phone. Calls to your mobile phone can be answered on the MiVoice 6940 just like any other call, leveraging the superior audio performance and ergonomics of the 6940 IP Phone. Mobile phone contacts are automatically synchronized with the MiVoice 6940 allowing access to the same contacts on either device. Additionally a powered USB port suitable for charging a mobile phone is also built into the MiVoice 6940.

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Consider a Digital Display for Virtual Meetings & Collaboration

More and more businesses are choosing to allow employees to telecommute. With a growing number of technologies that allow seamless collaboration and face-to-face communication between employees in various locations – it’s no surprise that businesses are taking advantage of the opportunity to save office space.

 

A great solution for the modern office is an interactive digital whiteboard. It’s a great way to keep people engaged and connected, even when they are working remotely. From video conferencing to virtual collaboration, a digital whiteboard can be a great addition to your small team.

 

Les Olson Company is your office technology partner. Whatever your business needs to improve workflow, or even SAVE SPACE! Let us help you find the right technology to get the job done.[/cz_title]

Compare

Sharp Aquos PN-C861H PN-C751H PN-CE701H Presentation Boards

Digital Whiteboards

Looking for a smart, interactive display for your office or classroom? Meet the all-in-one Sharp Aquos PN-C861H PN-C751H PN-CE701H Presentation Boards that make all your visual communications more lively and productive. Available in three sizes—86" Class (85 9/16" diagonal), 75" Class (74 1/2" diagonal) and 70" Class (69 1/2" diagonal), respectively—this series opens up an affordable path to pristine 4K Ultra HD resolution. A pre-installed launcher makes it quick and easy to start up and use the interactive whiteboard. Your lecture, presentation, or lesson can now be more creative and involving.

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Lacerte DMS users should switch to DocuWare.

Intuit recently announced that its document management products, Lacerte DMS and ProSeries DMS will be discontinued this year. If you currently use Lacerte DMS or ProSeries DMS, you will need to find an alternative to managing your documents electronically. While the makers of ProSeries have recommended SmartVault DMS as a suitable alternative, a little bit of research will reveal that your best choice is actually DocuWare! Let’s compare the two:[/cz_title][cz_gap height=”25px”]

Here’s Why it’s Easy to Switch:

1. We can export your documents from Lacerte DMS and ProSeries DMS and import them into DocuWare for you.
2. We offer a variety of purchasing options, including monthly payments for added flexibility.
3. We will customize DocuWare to fit your business processes so you don’t have to change your processes to fit DocuWare.
4. DocuWare is extremely easy to use and requires very little training or experience.

Why do we use DocuWare?

We don’t just sell DocuWare, we use it every day in every department of our business. After doing extensive research to find a good document management solution for our business, we determined that DocuWare was the best product available. After using it in our own office, we were so impressed that we wanted to make it available to all of our customers!

About Our Team:

Les Olson Company is committed to providing our customers with the best possible customer service and support. Our Software Solutions team is comprised of I.T. professionals and document imaging experts. Each holds the CDIA+ certification, which is a highly-regarded and established qualification for document management expertise. In addition, each of our team members are Microsoft Certified professionals and networking/I.T. professionals with various industry certifications.

We work closely with you to make sure that your DocuWare system integrates well with your business processes. We also provide you with product training and installation to ensure that the software is properly installed and users fully understand its uses and functions. Our product experts may also be consulted at any time after the purchase to assist with troubleshooting and additional training needs.

For all these reasons, Lacerte DMS users should switch to DocuWare![/cz_title][cz_gap height=”25px”][cz_button title=”Get a DocuWare Consult” btn_position=”cz_btn_block” btn_effect=”cz_btn_fill_right” sk_button=”font-size:17px;color:#ffffff;font-family:Assistant;background-color:#ba0230;border-style:solid;” id=”cz_59913″ link=”url:%2Fproducts%2Fsoftware%2Fdocument-management%2F%23quote|||” sk_hover=”color:#ffffff;background-color:#e9283b;”]