Who Are We?

Biel’s Document Management, founded in 1939, is the imaging leader and first choice for all paperless office solutions, providing innovative document management solutions that enable companies to scan, store, retrieve, and use information more efficiently, accurately, and securely. Leveraging decades-long business partnerships with such well-respected companies such as KodakCanon, and EMC, Biel’s helps organizations efficiently manage documents and data, saving them money and increasing the efficiency of their workplace.

Documents Converted Last Month

Software Users

Hardware Installations

Happy Customers

Department Solutions

Accounts Payable

Staying focused is more important than ever, especially when searching for ways to cut costs, increase productivity and generate ROI. With just one initiative — using Biel’s to electronically manage accounts payable (AP) and other financial documents — your organization could introduce the quickest and most cost-effective way to improve the bottom line.

Human Resources

Biel’s solutions for human resources simplify daily HR tasks by giving your HR staff instant access to documents whenever they’re needed. Employee information and forms –whether they originate from your HRIS, another HR application or as paper documents — are available immediately with a single click.

Customer Service

Imagine your customer service team retrieving all critical documents associated with a customer instantly without leaving their desks or even their existing customer service software— no searching for folders in filing cabinets, no more trips to warehouses or offsite storage to retrieve archived paper documents.

Sales

What if your potential customers could access their quotes and other custom sales documents instantaneously and make a purchase decision in minutes? With instant access to all necessary sales aides, your Sales team will become more efficient and be able to concentrate on making sales instead of doing paperwork.

Engineering

Engineers and Designers store their knowledge and ideas in all types of documents. With this comes the challenge of managing engineering changes, revisions, and release processes as well as collaborating across the Web. Engineering departments very often have difficulty finding documents, identifying correct versions of a document, and keeping documents secure.

Legal

All organizations deal with legal documentation, whether it’s as simple as a company’s service contracts or as complex as a law firm’s extensive paper trail of contact records. The vulnerability of paper is a serious issue, meaning enterprise content management tool for keeping legally binding documents and related information secure from unauthorized viewing and tampering as well as protecting records in cases of disaster.

FAQ: What You Need to Know!

What is Document Management?
Document management is the processes of handling documents in a way that enables them to be created, shared, organized, stored and retrieved efficiently and effectively.

Objectives of Document Management:

  • Reduce lost and misfiled documents.
  • Provide faster search and retrieval of documents.
  • Reduce the amount of physical space used to store documents, such as file cabinets, boxes and shelving.
  • Better organize existing documents.
  • Streamline information and workflow.
  • Allow instant access to documents.

What is Records Management?
Records management is the practice of maintaining records including classifying, storing, securing and destruction or archival preservation, which protects fragile historical archives and assures permanent records are accessible and readable for years into the future.

Objectives of Records Management: 

  • Control the quantity and quality of records.
  • Simplify the activities, systems, and processes of records maintenance and use.
  • Identify what records exist by records inventory.
  • Apply required retention periods to stored items.
  • Develop and administer policies and procedures.
  • Preserve records throughout their life cycle.

What is AP Automation?
Most organizations today rely on a paper-intensive, manual receipt and approval accounts payable (AP) process. Most of the AP staff spends its time dedicated to opening mail, obtaining approvals, managing vendors, tracking spending and manual data entry. However, thanks to technology, that no longer has to be the case.

Accounts Payable Automation allows for all those tasks to be accomplished quickly, completely and best of all, automatically. Benefits that accompany AP Automation include:

Improved cash flow cycle management
Since automation removes many of the delays associated with getting data into your financial systems for approval, at the end of the month, you accrue fewer payables.

Increased invoice data accuracy
Inaccurate invoice data results in time spent investigating the error, correcting it and possibly reprocessing a payment. Automation delivers the most accurate data possible.

Capitalization on early pay discounts
An accounts payable process that moves faster allows for more early-pay discounts.

Reduced manual data entry costs
Automated data capture gets rid of 75% of data entry labor costs. When manual data entry is nearly eliminated, there are dramatic improvements in speed and effectiveness. This benefit also yields the biggest return on investment.

What do you offer for HR Automation?
Our solutions for human resources simplify daily HR tasks by giving your HR staff instant access to documents whenever they’re needed. Employee information and forms –whether they originate from your HRIS, another HR application or as paper documents — are available immediately with a single click. Our document management solutions for HR integrate smoothly with all your employee management software, including solutions for recruiting, onboarding and performance. The connection to electronic personnel files is seamless – users access information within the HR software applications they use every day. Even if most employee documents are already digital, our HR solutions document output management features help speed up HR processes. Forms can be completed electronically by employees, then sent in batches to third-party administrators (TPAs) and other providers.

 

Major Human Resources applications:
– Applications
– Personnel Folders
– Expense Reports
– Time Cards
– Benefits
– Retirement Requests
– Vacation Requests

Major HR Solutions: 
– Automated Forms
– Online Document Vault
– Digitized HR Files
– Forms Processing
– Online Forms

What Microform services do you offer?
Software: Digital ReeL
Digital ReeL is a complete microfilm conversion solution which converts microfilm to virtual, digital microfilm rolls. The conversion creates a digital replica of your original microfilm or microfiche. The entire microfilm roll or fiche is digitally converted. The Digital ReeL microfilm conversion solution includes a software application that emulates microfilm retrieval from a reader printer. Users retrieve virtual microfilm rolls from a PC workstation, avoiding the hassles that come with physical microfilm and legacy reader printers.

Conversion: Digital Images from Microfilm
With state of the art film scanners, Biel’s can scan any standard microfilm format and create digital images to be uploaded into an existing electronic document management system or directly onto CD’s for viewing over your network or the Internet.

Conversion: Microfilm from Digital Images
Do your electronic/digital documents and data comply with government regulations for record retention? Do you have a disaster recovery program for your electronic records? Biel’s can convert your digital images to microfilm so they can easily be stored for disaster recovery or government compliance.

Hardware: Microfilm Readers/Scanners
Our Microfilm Readers/Scanners use the latest digital technologies to provide powerful features not found in any other microfilm equipment. These features make our microfilm scanners so easy-to-use, fast-to-operate, and versatile that leading research and academic universities are integrating it into their operations to make the most of their microforms investment.

Why should I go digital?
90% of business information still exists on paper. In the US alone, there are over 4 trillion paper documents. These documents are taking up valuable office space, complicating the search and retrieval process for workers and are a huge risk to information security and integrity. Making the switch from paper to digital is quick, easy, and effective!

How much is paper costing my organization?
On average it costs $20 to file a paper document, $120 to find it and a whopping $220 to reproduce a lost paper document. In fact, even your filing cabinets are costing your organization money. The average cost of a fireproof cabinet, that stores 10,000 paper documents, is $1,300. These same 10,000 documents after conversion to digital can fit on one CD, which costs $1.00.

How can my organization benefit?
• Full-text Search

• No Lost Files

• Digital Archiving

• Improved Security

• Disaster Recovery

• Improved Customer Service

• Remote Access to Documents

• Internal Efficiency and Workflow

• Automation of Work Processes

• Electronic Audit Trails

• Simultaneous access to the same document

• Instant access to any digital document

How much time is spent on paper documents?
• 20% to 40% of workers time is wasted searching for paper documents

• The average paper document gets copied 19 times.

• Professionals spend 5-15% reading information, but up to 50% looking for it

• 7.5% of all documents get lost and 3% of the remainder gets misfiled.

What are some more benefits?
All those cabinets and boxes of paper taking up valuable office space are just waiting to be digitized. By getting the conversion process started today you can gain back your lost space, increase information security and save the time of everyone on your staff.

More and more organizations in the US are going digital each year, increasing their efficiency and effectiveness in their industries. Don’t get left behind! Start the conversion process today.

See for yourself! Take a virtual tour of our document conversion process below…

Take a Virtual Tour of our Document Conversion Process!

Let's go.

Latest From Our Blog

Lacking a Document Destruction Plan? Here’s What You Should Do

Document Destruction is an essential part of document management. As a company, data security and information technology is your responsibility and growing increasingly important for consumers, as well. Document destruction is an important part of that responsibility. Despite it being such an important part of that responsibility, only one third of companies have a document destruction plan. And half of those who do lack a plan that includes electronic documents. This important facet of the document lifecycle is being overlooked and at a huge cost. After all, 61% of white collar crime is from inside the industry. Having documents with sensitive information not being properly destroyed makes in-office crime easier to occur. But document destruction plan starts with the opposite: a document retention plan. All documents and files should have a clear outline for all employees of how long and how they are to be kept. These may vary from company to industry to legal guidelines but it is important to have a publicized and well-thought out plan for your employees. For paper documents it is important to know where the documents will be kept, who has custody at what point, the method of security at each point (locked storage bins, offices, file cabinets, etc), and who is responsible for the completion of this process. This makes sure the documents are properly destroyed and put where they need to be. If you choose to destroy material out of house, ensure that it is not only destroyed but disposed of securely. In addition, ask for a certificate of destruction to make sure that has been destroyed to standards for your records. Regardless...

The Future of Document Management

The future of document management is tied to the evolution of digital technologies. In 1965, Gordon Moore, co-founder of Intel, predicted that advances in technology would cause computing power to double every two years. This principle, known as Moore’s Law, has held true for over fifty years, demonstrating the incredible rate at which technology is becoming more and more powerful. Moore’s Law is unlikely to change any time soon; as we move through 2016, computing abilities continue to advance at an astounding pace. With the rapid evolution of digital technology, business practices are in a state of perpetual change, and the needs of businesses are evolving. Document management must rise to meet these needs. What does the future of document management hold in store? Moore’s Law gives us some clues. Moore’s prediction can be applied not only to increases in processing power, but also to increases display capability, bandwidth, and storage per user. With these elements improving, the functions of document management systems will be enhanced dramatically. It seems safe to assume that as the DMS evolves, it will be able to handle more documents more efficiently, while carrying out a greater number of functions than ever before. As Tjeerd Brenninkmeijer points out in an enlightening article for CMSWire.com, the DMS platform that your business chooses will affect your business operations for up to ten years in the future. By choosing the right platform, you ensure that your DMS will be conducive to the technological changes of the future, maximizing your efficiency and ROI. For this reason, it is crucial that you and other key players in your business...

A History of Document Management

The history of document management has its origins in the late nineteenth century with the invention of the file cabinet. In 1898, Edwin Grenville Seibels devised the vertical file system, in which paper documents are organized in drawers contained in stacked cabinets. These cabinets would remain the main method of document storage in the business world for the greater portion of the twentieth century. However, there remain significant problems with this system. File cabinets take up lots of room, making them a cumbersome means of storage for businesses with limited office space. In addition, searching for specific documents among piles of paper requires a great deal of time and energy, as does manually filling out fields on paper. Searching for and modifying documents often takes employees, managers, and business owners away from other important responsibilities. To make matters worse, paper documents might be destroyed in disasters like fires and floods, or lost to theft. Most frequently, paper documents are simply misplaced. It was during this time that Biel’s Photocopy Service began taking its place the history of document management. Specializing in the use of microfilm to photograph, modify, store, and reproduce unlimited copies of documents, Biel’s began operating on Elmwood Avenue, Buffalo, in 1939. Early customers included the Buffalo Museum and Erie County Historical Society. The history of document management took a dramatic turn in the 1980s, with the increasing availability of computer technology. The development of servers allowed organizations to store documents electronically in centralized mainframes. This was the beginning of electronic document management systems (EDMS). Meanwhile, the invention of scanners allowed for the conversion of paper documents...

Going Green in the Office

In the past half-century, our society has become increasingly conscious of the profound ways in which our everyday decisions, procedures, and behaviors impact the natural environment in which we live. As natural resources dwindle and fragile ecosystems become threatened by the results of human action, sustainability is more crucial than ever, and more and more people are making efforts to “go green”. While many people are going green in their personal lives, it is just as important—and just as simple—to bring these sustainable habits to the workplace by going green in the office. One of the most effective steps to take in the path to sustainability is minimizing paper use and paper waste—even going paperless. Documents can be stored, organized, accessed, and edited far more efficiently, securely, conveniently, and sustainably through use of an electronic document management system (EDMS) than through a reliance on paper files. By replacing paper files with digital files, an EDMS, such as that offered by Biel’s, eliminates an enormous amount of paper waste (according to Coopers & Lybrand, “90% of corporate memory exists on paper”). Meanwhile, by compiling a centralized, easily-accessible repository of documents that can be sent through automated workflows, an EDMS can save a business both time and money, resulting in significant ROI. How else might a business eliminate paper waste? An office can implement double-sided printing as a default setting in all printers, and add a simple email signature to all email correspondences reminding staff members to consider the welfare of the environment before printing. This will help to prevent employees from printing emails and other documents that don’t really need...

Content Analysis = Business Intelligence + Document Management Solutions

How can an employee make decisions with all the data and documents in raw form? Sometimes waiting for an IT report isn’t an option. That’s where business intelligence comes into play (BI). BI software analyzes raw data from enterprise systems to improve decision making, cut costs and identify new business opportunities. Content Analysis is where business intelligence meets document management. It is the bringing together of these two separate disciplines for more streamlined access and representations of your data. By allowing companies to merge these two systems, they can access text data and past consumer interactions they have recorded to see future trends. The separation of the two document types were because of data. ECM’s typically handled unstructured data such as text and BI systems looked at structured data such as numbers in databases. Combined with the power of document management for financial statements and the business intelligence systems, the power is back in your company’s hands to make the decisions about everything with every tool available. Your business can greatly benefit from content analysis as customer data can often be stored in content form, especially important data. For example, receipts can often be content. By seeing the amount of numbers of items returned a business could then anticipate a smaller order, find a new product, or simply fix the current one to decrease returns. Content being produced is also becoming more and more common. Content Intelligence would have the ability to analyze the unstructured data received about your own in-house content. By having a BI system run the reports and information on the content, your business would have...

Ideas for Boosting Employee Productivity

In reaction to hectic work scenarios, it may seem natural for an employer to pressure his or her staff to work ever more diligently, to finish projects more quickly, to be more efficient in every activity. While such urging may yield slight improvements during times of low stress, it can have the opposite effect in high-stress situations. During peaks of workplace frenzy and tight scheduling, when both employees and employers are likely to be anxious about fulfilling their many responsibilities, pressuring employees to work harder will probably add to the anxiety they are already experiencing. And as most of us can attest from personal experience, anxiety has a tendency to hurt mental clarity and thus diminish productivity. An employer should consider: in a high-pressure work scenario, will additional pressure from higher up be beneficial, or will it merely add to the stress that hinders efficiency? Employees are actually more productive when they do not have to work in high-stress environments. So what can employees do to boost employee productivity without contributing even more stress to an already-hectic environment? Employers should do their best to foster communication in the workplace, since communication suffers and misunderstanding abounds during peaks of stress. Employers can foster communication by creating an infrastructure allowing for server and email access from any location, be it office, living room, or airport. Businesses can make use of any of a multitude of office technologies that allow employees to converse with their team about where they are and what they are doing at any given time. This will prove extremely helpful for employees who may be traveling, working from...

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