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Digital Document Efficiency

Simple Solutions for Efficiency Improvement & Environmental Sustainability
Have you ever wasted precious time tracking down a document that was routed or mailed for signature? A global survey of workers and IT professionals by IDC revealed that document challenges account for 21.3% of productivity loss. Employees often can’t find the right documents at the right time or can’t access the document due to time or location barriers.
According to a McKinsey report, employees spend 1.8 hours every day — approximately 9.3 hours per week, on average — searching for and gathering information. This is the equivalent of one day per working week wasted by employees searching for information to do their job effectively. All of this searching adds ups to a big productivity loss.
Doing more with fewer resources has become the new normal, making process efficiency even more crucial in the workplace.
With a completely virtual workforce, RGS is practically a paper-free organization. We employ several digital document management tools for optimal organizational efficiency. These technologies reduce paper waste from the environment and help us meet our environmental sustainability goals.

How can your agency improve document management efficiency and reduce paper waste? RGS provides a few simple examples that can be easily implemented.

Sign / Execute Documents Digitally
Digital signature technology enables the secure signing and approval of electronic documents. Digital signature software provides a secure, fast, and legally binding document maintenance solution.

Digital signatures help reduce costs and unnecessary waste by eliminating printing and paper storage requirements. On average, it is estimated that 30 billion paper documents are copied or printed by US companies annually. When factoring copying, scanning, archiving, routing, and retrieving lost documents, the associated costs of each signature are estimated at $6.50 each. The average authorized employee signs 500 documents a year at a total cost of $3,250.

RGS uses DocuSign as its preferred method for signature and execution of service agreements. The secure coding used in the digital signature process provides a legally-binding and legally-compliant signature solution, eliminating the need for traditional hard-copy “wet” signatures. DocuSign allows the routing of documents electronically with a retained record of when and by whom the document was signed. The entire workflow is automated so that business may be conducted securely from any location.

The digital signature process can be completed in a matter of hours, reducing contract execution time to less than day, versus the multi-day manual process, which can result in lost or damaged documents. When working with RGS, your organization will be offered the option to use DocuSign to execute and manage the service agreement document. We can also help you integrate a digital signature technology into your organization to improve workflow processes.

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