business management infrastructure

Scanning documents isn’t helping you go “paperless”

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You know the drill: to avoid losing hard copy documents, you scan and store documents for future retrieval and sharing. Problem solved, right? You are on your way to a “paperless office,” right?

Not quite. Unless your company has a protocol for what to do with important scanned documents (and contracts definitely fall into that category), then you may be making things worse.

Run-of-the-mill document scanning devices and applications help clean-up the piles of paper on the desks of the finance and administration departments. But scanned documents filed away in a folder (nested in another folder, of another folder) or drive can be forgotten, “mislaid” and overlooked as easily as paper documents.

And that’s dangerous. Who has access to these sensitive documents? Are they being shared across unprotected networks? Also, not centralizing these documents can leave different parties making different changes to the same contract document. Imagine the headache when a note is not entered on a centralized record that notes an important “make good” a vendor owes you. One department says it is owed something from the vendor while another knows nothing about it – and bills as a result of that.

Some large enterprises try to get around this common problem with document retention policies. But more often than not, applying a document retention policy depends on how well your tools do the job for you.

This is one of the better reasons to consider contract management software. Contract Assistant, for example, eliminates file chaos by:

  • Providing quick and easy access to important information
  • Centralizing a place for all contract records
  • Linking to or actually storing electronic versions of paper documents
  • Generating standard and custom reports
  • Sending automatic reminders of critical dates and more

With Contract Assistant, at least for contract documents and records, you would know there is one place to go, one central repository of information that can then be used appropriately. We can’t guarantee Contract Assistant would help your company go “paperless” (that’s between you and your fleet of printers to determine), but it certainly will help your electronic filing chaos.

Can you answer these 5 questions about your business’s contracts?

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Take a moment to think about your business and the vendor contracts that govern its operations. Can you answer these basic, yet crucial, questions?

  • Which is your most profitable contract?
  • Which is the least profitable?
  • Is your business paying for duplicated or overlapping services?
  • Which contracts are up for renewal?
  • Is your business already past the time to decline any auto-renewals?

If you can answer these questions quickly and confidently, congratulations. But there is a good chance that you don’t have an answer for some or even most of these questions.

It’s easy to think of contract management software as a “nice to have” administrative tool. But having a full-featured contract management tool will give you the kind of information you need to answer the above questions – and know a lot more about the true costs of contracts.

If you think of contract management software as a key reporting tool, you are closer to the mark than thinking of it as primarily “administrative” in nature. Reporting is a crucial step in the contract life cycle and one that can be automated and enhanced by using contract management software.

Contract Assistant, for example, has rich reporting functions. Knowing the importance of reporting to end users, Blueridge Software includes in the Standard Edition a library of starter report templates. At the PRO and Enterprise edition level, users get a rich starter library as well as a report generation tool – Report Designer.

Reporting even basic information on all your company’s contracts on a regular basis for review and analysis can really pay off. Depending on your management structure, contract managers may be required to report on the full spectrum of contract performance metrics, or may only be asked to deliver reports and notifications when exceptions are discovered. In either case, the information gathered from contract management software from the very beginning of a contract becomes the basis for all reporting, no matter the format or detail.

The flexibility of Contract Assistant, for example, allows for so much customization that you can gather data on select fields quickly and easily.  If you want to find out more about all the benefits of contract management software, download this complimentary executive summary report, “Contract Management Software – Reduce Risk While Saving Time & Money.”

How to get buy-in for a contract management software purchase

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Let’s assume that you’ve decided that your company or department needs contract management software. You’ve done your legwork, examined all the features, maybe you even took advantage of a 30-day trial.

But that may not be enough – there’s another step that’s highly recommended. For users who work in large enterprises, the true effectiveness of contract management software is magnified many times when there is full buy-in from key stakeholders. Contract management for large enterprises is rarely a one-department function, so wider interest for a solution will help you get to implementation quicker.

By sharing what you’ve learned about the way contract management improves efficiency and reduce risks (from missed contract deliverables, rising admin costs, etc.) you can also share the workload during roll-out.

To get enterprise-wide buy-in for a solution, consider the following tactic. Form a working group to examine the need for contract management:

  •  Get participation from likely hands-on users, but also those in departments most likely to use the information gathered from contract management software.
  • For possible end-users, try to expose them to a trial version or to participate in any live demos.
  • Be sure to record the working groups efforts to share with management (to document progress).
  • Get input on objectives/goals of centralized contract management from all stakeholders.
  • Ensure the goals go beyond administrative goals (for example: make contract info records easy to access) to specific financial goals (for example: document operating costs such as invoicing preparation time).
  • Have the working group prepare questions for a prospective vendor about key support needs beyond implementation (different users may have different ongoing needs).

While it could feel daunting to roll-out contract management at once to an entire company, forming a working group and “spreading the workload” among all the interested parties will make the job far easier.

Tripped up by the fine print: cost reduction and contract management

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By: Judy Tucker, business consultant, Blueridge Software, Inc.

With 75 percent or more of business relationships today governed by contracts, booby traps hidden in the fine print can threaten the health of your organization. Overlooking an automatic renewal date, for example, can multiply your costs, sometimes for years to come.

For example, one tech company discovered after signing a multi-year deal for telecom services that it’s existing contract still ran for another year. This was overlooked in the negotiating phase (and before they implemented contract management software, which could have alerted them to the end date). The overlap cost them ore than $100,000

Then there’s the case of the small city in the southwest that recovered $70,000 in overpayments for expired contracts in the first six months after implementing a contract management system. The city recovered an additional $200,000 in the next fiscal year.

At Blueridge Software, we’ve heard lots of stories like these over the years and all these underscore one very important point: Contract management can directly affect your bottom line.

And unlike many other business operations, contract management can be done fairly easily with consumer-level interfaces like those found in Contract Assistant. Lack of a timely review, a missed escalation clause, or failure to give required notice of a price increase simply because of an unnoticed deadline can have an immediate negative impact on your bottom line.

Let’s face it: doing the deal gets a lot more attention than managing the signed agreement. Once a contract is inked it all too often disappears into a filing cabinet, or onto a spreadsheet that can’t begin to do a decent job of tracking.

Contract management software makes this “hidden” information visible, customizable, and most important of all, usable to anyone viewing it for reporting purposes. That report and review process of existing contracts and end dates can easily become important cost-cutting information when budgets are reviewed.

The bottom line is that contract management is not just for “easing” the pain of contract management; it can be part of your company’s cost-cutting strategy as well.

10 Years in Business … and a cautionary tale

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Blueridge Software this month celebrates the 10-year anniversary of Contract Assistant – the leading contract management software for organizations of any size and budget.

Ten years of stable growth, product releases, and customer support is a proud milestone. It is something our customers can also appreciate, considering Contract Assistant is the business tool they use to help manage the contracts and documents that govern business-wide operations of all types.

Yet all is not necessarily good in the contract management world. Many software companies offer their products as software-as-a-service (SaaS), offering their services on a subscription basis via the web. It sounds like a good idea, but consider what happened to Mumboe.

A few months ago, our industry reported the hasty closure of Mumboe, an SaaS contract management company. It gave clients just two weeks to access and download all of their stored data before shutting down its site and web-based service for good in November 2011. Such a rapid shutdown was a tough enough situation for Mumboe customers, but consider, too, that many were left to scramble and search for replacement contract management software.

Nothing demonstrates the pitfall of trusting SaaS quite as well as the Mumboe event. SaaS companies store your information and records on their system. And in the event of a service failure or company shuttering, you may or may not get those records back; and if you do, they may not be in a viable file format for you to use. Granted, the anytime/anywhere access and instant software updates have a certain appeal, but keep in mind the drawbacks of vulnerability to Internet service interruptions and application closures.

Now, consider the difference we offer with Contact Assistant: when you purchase and own the software outright, your critical contracts and other legal documents remain on your system and under your full control.

Access to your data and to the program is indefinite, regardless of the selling company’s future state, your Internet service connection, or whatever else. With virtualization options available, you can set up anytime/anywhere access to the program across the devices and access points you use to run your business. Plus, you can rest assured that with your information stored on your network, you have control over its security.

So while Blueridge Software celebrates the 10th year anniversary of Contract Assistant, we hope all our customers have found some peace of mind with our purchased solution.