Archive for December, 2009

Law Firms Need Powerful Low Cost Document Capture & Indexing Software!

Tuesday, December 29th, 2009

steve-in-white-for-blogsLaw firms are buried in paper, literally. While there are many fine manual filing systems on the market, today’s technology and declining costs have made moving to an electronic document imaging system easy and very inexpensive. Whether large or small, law firms can drastically reduce the cost of filing, storing and retrieving documents in seconds. Imagine never losing a document ever again or sharing documents across the Internet to collaborate without leaving the comfort of your office? Easily done! Increase productivity, and reduce stress. Documents will be at your fingertips.

How many boxes are you managing? How many hours per week are spent looking for a discovery document or updated contract you needed yesterday? How did that file get placed under the wrong client name? The list goes on and on.

All law firms retain rows of filing cabinets and workrooms crammed with documents, and paying for storage space at premium pricing. Off-site storage is available reducing the cost of physical storage but simply add cost again to retrieve and transport between the facility and the firm. How much are you paying every time you need a document?

Following are examples of streamlining achieved with document imaging software:

¢ Find any document anywhere on the network or via the web in seconds.
¢ Routing documents fast and accurately
¢ Versioning (always maintain a running record of updates & changes)
¢ Reduce or eliminate off-site storage and retrieval
¢ Never lose or misplace a document again
¢ Reduce copy machine costs
¢ Reduce the cost of storage

Conversion of “Old Documents” to “Electronic Manageable New Documents”:

Imagine having all of your documents easily and automatically converted to Searchable PDF format. Continuity of electronic documents with hardcopy paper documents is fundamental for law firms because it helps discovery, enables collaboration among group participants in different location needing access to files that look the same. PDF assures compliance with regulatory requirements. Using PDF you can easily view, print, and collaborate on PDF files. PDF retains the integrity of any document irrespective of its origin, electronic file, paper, or Web, and portrays collaterals on screen identical to the way they would look in print.

Document imaging software and document capture software such as vFiler from Vircosoft make it possible using the searchable PDF function for law firms to browse millions of PDF files to find the information they need quickly, easily and accurately. Dramatically reduce the time normally spent by a staff of researchers to find exactly what is needed.

Look for a system that is easily transportable. Why carry boxes of files to court (or leave in the trunk of your car) when you can simply log in and retrieve what you need in seconds. Talk about efficiency while unnerving your opposing counsel!

Increasingly, judges are permitting computers into the courtroom or as part of the trial presentation procedure. Exhibits can be shown to the jury on monitors and even highlighted to emphasize particularly important information.

Summary:

¢ Reduce document retrieval time dramatically
¢ Streamline case-management
¢ Insure the integrity and safety of the document
¢ Multiple, simultaneous users
¢ Better and faster collaboration
¢ Reduce hardcopy storage space
¢ Never lose or misplace a document
¢ More

Wishing you and yours a healthy and prosperous 2010

Steve Breault “DocMeister”

Document Imaging Software: Powerful Solution for Business

Friday, December 18th, 2009

steve-in-white-for-blogsForms processing applications let you identify forms completed by hand to facilitate automated information entry tasks.  There has been a dramatic increase in the capability of hand printed forms recognition during the past several years. Additionally the cost has declined as well as the technology continues to improve. Accuracy also continues to improve. These factors combined have made sophisticated applications such as vFiler from Vircosoft easily affordable by the small and mid-sized business market.

Today forms processing software is available under two primary categories.

1.  Traditional, fixed-format, hand-filled forms and surveys.  This includes credit applications, tax forms and bank deposit slips that require hand-written answers that need to be printed in separate boxes for each character.

2. Document Imaging Software representing new technology is available designed to locate common data such as a social security number date or social security number anywhere they appear on the page.  This lets you automate virtually any data entry task originating on paper.  The prime example of this type of application is invoice processing where the documents you receive have names, dates and amounts you need to capture, but these appear in different locations on each page.

Recognition Software from Vircosoft enables your business to automatically migrate information from electronic documents such as email, fax, hard-copy paper onto a computer system by incorporating current affordable data capture technology such as vFiler from vFiler document capture & indexing system from Vircosoft.

vFiler recognizes data on documents such as invoices and forms appearing in up to 134 different formats. As this data is pulled from the documents it is confirmed, validated and then moved onto your computer system. Automation and technology makes this process fast, easy and accurate.

Forms recognition is processed by several methods including OCR (Optical Character Recognition) which works with machine produced print and ICR (Intelligent Character Recognition) with enables vFiler software to recognize handwritten characters.

Automated filing systems like vFiler save businesses money and virtually eliminates error inevitable with human intervention.

Thank you,

Steve Breault, CEO Vircosoft  “DocMeister”