Document Management System
What is document management?
Document management is more than just storing a document in a Microsoft file folder. This state-of-the art system allows storage, but it also facilitates quick, efficient, security-safe retrieval of thousands of documents via an organization’s computer network.
How does document management work?
Our document manager is developed from the simple, database concept. Databases have been in use by many large companies for years, but they are now affordable enough to be utilized by small and midsize organizations. When you call your bank looking for account information, a database is accessed to deliver the material quickly. That same technology makes document management work for you. Your company’s documents are permanently recorded through a process called document imaging.
Each document (letter, estimate, drawing, invoice, purchase order) is added to a database, which can be accessed right from your computer the minute a client calls, delivering important information immediately. This process is done easily and quickly by converting all your paper files to digital files, usually as a PDF or a Tiff file.
Is a document management system affordable?
The cost of technology has declined almost as quickly as the technology itself has advanced. Consider this: In 1976, a calculator from Texas Instruments cost $176.00. Today the cost is $1.00. In 1976, a spreadsheet called VisiCalc took “20 hours of work per week for some people and turned it out in 15 minutes and let them become much more creative” (Dan Bricklin). The original spreadsheet program sold for $6,000.00. A spreadsheet program today costs less than $50.00. In 1992, an Apple Computer cost $667.00. Now you can purchase a computer one hundred times more powerful than the original for less than $200.00. In 1995, a document management system averaged over $50,000.00 in cost. Today, you can purchase the same technology for under $5,000.00.
Why is the document imaging and management better than the “tried-and-true” paper filing system?
Thousands of organizations around the world use document imaging as the basis for their document management system. Here’s why:
SPEED AND EASE: Paper and microfiche are slow and labor-intensive. Users physically leave their desk, search manually and retrieve files. Document imaging provides instant retrieval without leaving the area, putting customers on hold, or expending time or physical energy.
FLEXIBLE INDEXING: Indexing paper documents in more than one way is awkward, costly, and time consuming. Document imaging can index documents in multiple ways simultaneously allowing retrieval of information quickly by various avenues.
FULL-SEARCH TEXT: Paper and microfiche documents are retrieved on a one-word-title or name basis. Document imaging systems can retrieve data by ANY WORD OR PHRASE in the entire document, a feature impossible with paper but invaluable to any business.
NO LOST FILES: Misfiling a single sheet in a drawer filled with reams of paper is a definite possibility and lost documents are expensive and time-consuming to replace (not to mention the amount of emotional stress caused by such a loss). Imaged documents, however, remain in the computer as digital files, so one management system can find it by using index templates and/or full-text searches.
SPACE-SAVING: Papers files and microfiche machines are bulky. Document imaging helps recover valuable office space.
DIGITAL ARCHIVING: Risk of loss or damage to paper from over handling or age is eliminated. A document imaging system can protect both paper and electronic records by easily archiving old records in PDF format.
EASY SHARING OF FILES: Paper files have to be photocopied; microfiche files have to be converted to paper; attached computer files take time and require everyone to use the same software. Imaging makes it easy to share documents electronically with colleagues and clients over a net, on a CD, or through the Web.
IMPROVED SECURITY: All paper documents in a file cabinet or records room have the same level of security controls at the folder, document, or individual word level for different groups or individuals.
DISASTER RECOVERY: In addition to being bulky and expensive, paper is vulnerable to fire, flood and theft. Imaging provides an easy way to back-up documents for offsite storage and disaster recovery.
According to a study from Cooper and Lybrand:
“The average document gets copied 19 times, and of course, many of these copies also get filed.”
“7.5% of all documents get lost, and 3% of the remainder is misfiled.”
What equipment do you need to make the switch from paper to he digital imaging?
A. Dynamic scanner and our powerful Speedy Office Document Manager Software.
Our Document Manager Software is a simple-to-use database that allows you to easily find all of your files. Scanning a document is a pointless activity if you cannot retrieve it when it is needed. Office Document Manager Software creates a relational database for each document scanned or created on your computer. These documents are then stored by the same categories used in your current file system with labels like “customers,” “vendors,” “projects,” “employees,” “invoices,” etc. Using Speedy Office Document Manager software, your documents are converted from old-fashioned paper to digital files that can be retrieved, printed, or faxed immediately. Choose speedy Scan for your document retention needs and make your business better |
