Departmental Document Management Software
The departmental document management system is the best mid-range system for any company serious about implementing a paperless office. The document management system comes with everything you need right out of the box and includes full training and installation to get started right away.
Once all documents are scanned and archived it is not always easy to find a solution that is best for you and your staff which helps the department locate, dispatch, distribute and search through the electronic documents. Our document management system includes all of these features plus more. There is no need to spend unnecessary costs on printing, posting, faxing and copying when the document management system can take care of all of these duties for you electronically.
What are the Advantages of Departmental Document Management?
Even when using the most organised paper filing system your staff probably waste a lot of time often searching, copying, printing and filing documents no to mention the costs involved in these processes. Our paperless office solution works by installing a new way of working and more streamlined office processes that will totally revolutionise how your business handles it documents.
As well as providing shared access to all your scanned files our document management system allows your staff to perform detailed text searches on your computerised documents therefore easily and quickly retrieving invoices, client records and correspondence.
Paper documents are susceptible to all kinds of human mistakes and natural disasters however a computerised fileComputerised 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 backupBackup
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 so that no matter what happens, your valuable business data is protected.
How Does It Work?
Scanning
Documents are scannedScanned
The process of turning documents into images that can be manipulated on a computer using a high speed automatic scannerScanner
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 an office network 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 databaseDatabase
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 read your documents references and index them automatically.
Searching
Searching is as simple as entering one of the search terms you indexedIndexed
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 looking 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 invoices to your accounts department by integrating this compatible search functionality into that department's accounts package.
Click here to view more screenshots of our existing LazyWorks Document Management system
Click here to view our full LazyWorks Document Management System brochure.
What does Document Management Software cost?
To find out more about our Departmental Document Management Systems call Pearl Scan on 0161 832 7991 or request a FREE online document management quote.
