Departmental Document Management Solution
The departmental document management system is the best mid range system for any company serious about implementing a paperless office. The system comes with everything you need right out of the box and includes full training and installation.
What are the Advantages?
Even using the most well ordered paper filing system your staff probably often waste a lot of time searching for documents. Our paperless office solution works by installing a new way of working, a new way of thinking that will totally revolutionise how your business handles it documents.
As well as providing shared access to all your documents our system allows your staff to perform searches on your computerised documents retrieving invoices, client records and correspondence quickly and easily.
Paper documents are susceptible to all kinds of human mistakes and natural disasters however 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 departmental 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.
How Does It Work?
Scanning
Documents are scanned - The process of turning documents into images that can be manipulated on a computer using a high speed automatic scanner - A device that connects to a computer allowing the user to turn (scan) documents into images they can manipulate on the computer. the computerised images are stored on your computer or a office network 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 out document management software to allow you to perform powerful searches on every document in your system.
The departmental document management system 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 indexed - 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.
The departmental document management system comes with search integration that allows you to embed the powerful search functionality of our software into another application. For example, you could provide access to all your scanned and indexed - The process of converting a collection of data into a database suitable for easy search and retrieval. invoices to your accounts department by integrating the search functionality into that department's accounts package.
What does it Cost?
To find out more about our Departmental Document Management Systems or check prices click here to contact us or call one of our sales advisors directly on 0161 832 7991.
