Enterprise Document Management Systems
The enterprise document management system is tailored specifically for large organisations that deal with large amounts of paper documents and wish to reduce the costs associated with managing them.
The Advantages of Document Management Systems
Huge paper filing systems can be extremely costly in terms of storage and the wasted productivity of staff that use them. The enterprise document management system simply does away will all the downside of storing and retrieving your paper documents.
By converting your paper documents into computer files - These can be TIFF or JPEG which are a kind of computer file used to keep pictures. We also use PDF (Portable Document Format) Files which are designed to be easily printed and shared.they can easily be moved, shared, copied, emailed or searched for instantly by anybody in your company that needs them.
Paper documents are susceptible to all kinds of human mistakes and mishaps but a computerised file - These can be TIFF or JPEG which are a kind of computer file used to keep pictures. We also use PDF (Portable Document Format) Files which are designed to be easily printed and shared. lasts forever and can be backed up. The enterprise document management solution document management system also comes with built in backup - The action of copying important data and storing it somewhere in case the original becomes lost, damaged or stolen. procedures that give you peace of mind that no matter what happens, your valuable business data is protected.
Document Management Systems - How do they work?
Scanning
Documents are scanned - The process of turning documents into images that can be manipulated on a computer using a high speed scanner - A device that connects to a computer allowing the user to turn (scan) documents into images they can manipulate on the computer. that automatically feeds them through the scanner and stores them on your computer or a central repository from where they can be shared among many users.
Indexing
Indexing is the process of giving a reference to a document that will identify it when somebody attempts to search for it later. For example: If you had just scanned a stack of invoices you would index each one with the Invoice number. The invoice number and the location of the image are stored in a central database - A Database is an organised collection of information stored in a structured way. Once in a database information can be searched or statistical analysis performed very quickly. . This database links with our document management software to allow you to perform powerful searches on every document in your system.The Enterprise Document Management Solution also comes with support for Pearl Zone, a technology that will automatically read your documents references and index them automatically.
Searching
Searching is as simple as entering one of the search terms you index - The process of converting a collection of data into a database suitable for easy search and retrieval. your files with. If you're not sure what you're look for you can include a partial search term to list all results that are similar. With these powerful search tools documents can be found in seconds.
Our Enterprise document management solution comes with search integration that lets you embed the powerful search functionality of our software into another application. For example, you could provide access to all your scanned and indexed invoices to your accounts department by integrating the search functionality into the department's accounts package.
Document Management Systems - How much do they cost?
If you wish to find out more about out more about our Enterprise Document Management Systems or check our prices click here to contact us or call one of our sales advisors directly on 0161 832 7991.
