Oxygen Technical Services Ltd

Document Management Solutions for Canadian Retailers

As a retailer, you’re faced with many challenges that impact your operation and your bottom line:

• Increasing popularity of internet shopping
• Squeezed profit margins
• Operational costs including printing expense
• Leveraging technology to improve efficiency and reduce costs

Your success as a retailer relies not only on providing premier service levels and products for your customers, but also through displaying agility in how you provide and promote your goods. Document management is one area of your retail business that can address many of your challenges. 

Retail Solutions Through Effective Document Management

Canadian retailers can benefit in many ways through implementing a complete document management solution:

• Reduce paper use by sharing documents electronically instead of printing and distributing them manually
• Get information to the employees who need it quickly and efficiently
• Eliminate the proliferation of personal printers by placing the right devices where they can be used most effectively
• Produce high-quality documents for in-store and advertising use with updated multi-function printers, making a positive impression on your customers with a more professional presentation
• Generate training materials, personnel documents, and promotional materials when and where you need them

With a sophisticated document management system, your retail business establishes centralized controls over who can print documents and where they’re printed. Especially when you have multiple Canadian retail locations, you gain a strategic advantage by implementing a full-featured program of document management.

• Consolidate and control purchases for supplies including paper and toner, reducing your printing expense
• Eliminate costly and obsolete desktop printers from multiple vendors, improving the reliability of equipment
• Improve service levels by including equipment service coverage through a single source for all retail locations and offices
• Increase efficiency and employee satisfaction with professionally managed service and maintenance

Security improvements are an important benefit of implementing a document management system. You can control who has access to secure documents such as pricing policies and payroll information, and even take charge of where they can be printed. Color printing can be costly. With a document management system, you can also create policies for who can print in color, and what documents warrant the use of color printing.

How a Document Management System Works

With a state-of-the-art document management system, your retail business is streamlined with new efficient processes:

• Documents can be captured, cataloged, and stored electronically – no more searching endlessly for paper copies, and no lost documents. Multiple search criteria can be utilized to locate documents in the system quickly and easily.
• Security is incorporated to control who can view, edit, print, or distribute documents. This improves productivity and ensures compliance with regulatory agencies for privacy concerns.
• Your documents can be shared as you determine, so that store-related communications can be distributed electronically, making them available to the right employees at the right time.
• Incorporate customizable workflow to route documents when and where you deem appropriate. This is extremely useful for such business transactions as purchase order approvals or personnel policies.
• Automated notifications ensure that all the right employees know when a document has been changed and should be distributed or reviewed.

There is no waiting for documents or updates with a document management system. By storing and editing documents in the cloud, they are available to anyone with authority to the information immediately from anywhere.  

Putting Document Management to Work for Your Business

Canadian retailers regardless of size and from all types of businesses will benefit from selecting a document management system from First Phase Data. Our team of professionals will perform a complete analysis of your printing needs and current processes, then make recommendations for how you can:

• Increase productivity by centralizing printing controls, service, and maintenance
• Reduce printing costs by consolidating vendors and purchasing more effectively
• Improve security through controls over what is printed, and where
• Print high-quality documents for store and customer use with modern multi-function printers
• Manage printing operations across all your store locations
• Gain insight into your operations through document management dashboards
• Incorporate automated workflow to manage and track documents – no lingering stacks of paper on desks
• Reduce environmental impact through reduced paper waste and toner consumption
• Share documents with multiple employees electronically for efficient collaboration
• Improve customer service with gains in efficiency and no lost orders or other communications

Our services include not only analysis of your needs, but complete solutions including implementing the system and training your employees.

First Phase Data has the services and support that helps Canadian retailers compete more efficiently, gain productivity, and reduce costs. Contact First Phase Data today to discover how your retail business can excel with professional document management solutions.