We’ve often discussed the use of customizable Dynamic PDF Stamps in terms of their ability to offer simple, affordable solutions in the workplace.
Yet, despite the plethora of evidence we’ve presented regarding the exorbitant cost and inefficiency of manual stamping (one example – click here), many businesses continue to rely on these antiquated tools in their workplace.
The question is WHY? Especially given the many benefits of adopting dynamic PDF Stamps and migrating more towards the paperless work environment.
Always Been Done This Way
The answer to that question is simple – it’s the way things have been done in the workplace dating back more than a century.
Most older, more established businesses long ago set up processes that relied on the use of manual stamps or marking devices. It’s what they had to work with. In the case of younger businesses, they’ve defaulted to the use of manual stamping in their workflow processes due to a perception it’s faster, cheaper and simpler to do so.
While they may have served their purpose in the past, manual stamps create myriad workflow problems for both older and young companies. A classic example is the logjams they cause in everyday workflow, such as a person responsible for applying stamp not present or busy with other work, a required signature or date missing, lack of accompanying notes, etc.
In such scenarios, documents, filings or records can’t be forwarded to the next step in the process until the markings and/or corrections are applied. While a single such event would seem inconsequential, it’s important to recognize that even slight delays add up and act as productivity killers in the workplace.
Why Not Use Dynamic PDF Stamps?
While understandable in the past, the issue of why companies would continue to resist the switch to dynamic PDFs remains curious. It is a general tenet of any successful business to test their processes and seek out and embrace change (even that which might be considered radical) to gain efficiencies and to achieve long-term cost reductions.
Which brings us back to the question of why?
While each scenario is unique, our view is that most companies simply don’t recognize the actual cost to their organization in terms of relying on manual stamping and other related processes. In that same vein, they fail to appreciate the wide array of situations and scenarios that dynamic stamps can address – including, most importantly, their own.
Wide Array of Applications
With that in mind, we thought it would helpful to provide a small sampling of practical, real-world applications so that you can gain perspective on just how versatile Dynamic PDF Stamps are and how they might best serve your purpose.
Used by clerk recorders in multiple departments/locations throughout a courthouse. They are utilized to record legal documentation issued to, or submitted by, attorneys, defendants, plaintiffs, judges, etc.
These stamps are capable of automatically inserting dates, dynamic text on the stamp images, and hand-written signatures, ensuring proper authentication. They include a password-protected administrative programming feature that allows authorized users to change the text on the stamp images when necessary. And they are hosted on the courts’ secured network, enabling clerk recorders access from any networked computer in the courthouse building.
Dynamic stamps that allow designated staff to approve or reject submitted blueprints and drawings instantaneously. Additionally, they enable authorized personnel to provide relevant information to users (e.g.- architects) relating to the acceptance or rejection of the document(s), as well as further instruction regarding future required actions that are necessary, if applicable. They are fully customizable to conform with the branding requirements of any company.
Freight, Cargo, and Shipping Companies:
Stamps used in the freight industry to track and capture fees for domestic and internationally shipped cargo. The stamps have mathematical calculations built into them that automatically calculate domestic and international shipping fees. Authorized users can modify calculation formulas and create notes that are included in the stamp.
Accounts Receivable, Accounts Payable Departments:
Stamps used within AP and AR departments to notate (make record of) the status of invoices and payments received or submitted, accordingly. The design and programming of these types of stamps can vary widely, based on a client’s requirements. Common features include: data lockout from department to department (data entered by the previous user can’t be altered as the stamp goes through the hierarchy stamping process), automatic hand-written signature placement into the stamp image, mathematical calculations, and additional notes fields.
In addition, they often come with administrative privileges, allowing designated staff members to access and edit key features or information, such as pre-populated drop-down menu information, calculation formulas, designated users, etc.
Contractors, Builders and Developers:
Dynamic stamps used to track project costs from start to finish. Common features include mathematical calculations, additional notes fields, hierarchy data lockout, and automatic hand-written signature placement into the stamp image when the stamp is applied.
A key custom element often included is the “flattening” feature that allows the users to flatten the stamp image on the PDF file they’re stamping. This precludes the stamp from being deleted or altered once it’s flattened and sent through document signing services, such as Adobe Sign and DocuSign.
Used in legal offices to track “docket information packets” throughout their hierarchy workflow processes. These stamps are often programmed with very complex logic, enabling data to be modified frequently throughout the entire hierarchy stamp workflow process by designated staff members. Common features for these types of stamps: expandable note sections on the stamps, automatic hand-written signature placement, hierarchy data lockout, and editable hierarchy data features.
These types of stamps are commonly used in industries ranging from engineering, architectural and designer, to medical, legal, notary, and more. They are generally used to stamp documentation and files with the designated staff member’s seal of approval and verification of authenticity. Common programming options include automatic date and name insertion, as well as flattening features. The design and layout (branding) can be customized to conform with any client’s requirements.
Customizable stamps used to convey production specifications for any type of industry. They can be applied to individual (single) or multiple (unlimited) production specs instantaneously. They are commonly programmed with features that allow the stamp information to be updated or moved on a specified range of production specs, or across all production specs at once.
These are but a few of the applications where Dynamic PDF Stamps can create tremendous time and cost savings in the workplace. Contact us today to learn more about how our customizable PDF Stamp solutions can help you automate your processes and drive down costs.