Archive for October, 2010

Top Rated Document Management Software with an Auto-filer

Sunday, October 24th, 2010

Document Management Software suite helps convert every part of paperwork in your office into its electronic version.  The imaging feature of this system is probably one of the best ways of transforming paper documents into digital ones. Such a system works with scanners and MFPs (Multifunction Printers) to convert paper document into a digital format. There are several benefits of having such a system. For instance, what if you get paper invoices and bills? It’s better to have them scanned into your database repository, so they can be stored along with respective client information. The basic workflow followed by the system is scan, index and submit files to the Digital Document Management system.

Steve Breault

Steve Breault

 

You have automated your entire office, have a good network system and basically ready to resume your business the paperless way. However, what about files that are already in paper form? Getting a team of employees to type them out on the computer is definitely a time-consuming option. Going paperless is not just about creating new documents on the computer, but also converting the older paper system into an electronic one. 

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Some useful features of Document Management Imaging Software include:

Document Capture: This process involves scanning paper documents and saving them in a folder. Most software support several output formats such as PDF, BMP, JPG, TIFF and so on. The documents can then be modified to make them readable. The document now being in digital format can be easily backed up and shared.

Indexing: This refers to logical tagging of a document for easy retrieval. It is usually based on certain keywords that are usually used to search for a document. For instance, you may like to enter a query in the form of customer ID, customer name, order number and so on. Indexing associates each document with the database in such a way that it can be easily accessed when needed.

Forms processing: This involves capturing of relevant fields from paper forms for creating a database. This is of great help, especially for indexing the scanned documents. Document Management Software can be set up to scan specific fields, where the OCR reads the required field and creates a database.

Image Quality: The documents scanned should be clear and readable. The imaging feature of a digital document management system uses image processing tools to make sure that scanned pages do not have blotches or speckles. This essentially involves de-skewing, de-speckling, cropping, black border removal and so on. 

Storage: Well, all that scanning is of no use if your data is not being stored at a safe location. A Document Imaging system initially stores the documents on the hard disk, which can then be transferred onto other storage devices.

Document Management Software mainly helps in managing records, where document imaging enables you to add paper documents to your database.  The benefit of Document Management System is that all your standard operating procedures, rules and policies can be automated, thus ensuring uniformity as well as compliance. Document management has come a long way from stacks and stacks of paper files to going completely paperless. Rather than a file going from desk to desk, an electronic system is definitely a better way of sharing and managing files.

Steve Breault “Docmeister”

Digital Document Management Controls Document Versions

Thursday, October 21st, 2010

 

Steve Breault

Steve Breault

Many of you may not have realized but created several versions of the same document, say a logo design or a monthly report. Well, that’s what the ‘Save As’ option generally used for. There are several reasons for this. You don’t want to spoil the original design of a logo but would like to experiment with new colors or maybe need data from the older report to generate new one using the same fields. Whatever your reason, the ‘Save As’ option can only be used to some extent and as long as the project is small enough to be handled by one or two people. But what do you do if you have a team of people and want to implement the concept of versioning for your business or company?

 You may have all used different versions of the same software, the most common example being MS Office. Some of you must have switched from Office 2003 to Office 2007, while others may be comfortable with the older version. Well, this is about software development and the idea behind releasing new versions is to provide users with newer, more robust features compared to the earlier edition. However, the concept of versioning is not restricted to software development and is applicable for all types of documents.  

This is where Document Management Software can be of great help. The version control feature of Digital Document Management system creates different versions of the same file according to date and time created or modified. Some uses and benefits of a version control system are as under:

Create Backup: This is the main reason why you have several versions of the same document on your PC. Whatever the type of file, there are times when you would like to keep the original intact and apply changes to its copy. No matter what your business, a backup always ensures that any information lost due to some problem can be easily retrieved.

Track changes: Imagine a situation when you have revised some report but feel that the original content was better. A Document Management Software helps you track changes made to a document over time. You can easily compare two documents and take best of both and maybe create a third, better version of your document.

Easy Recovery: What would you do if you have messed up some file and do not have a backup? Probably nothing, but start the whole process again. Digital Document Management system helps you create and retrieve an older, working version of your file, so you don’t have to rework on any major part of your file.

Track Author/Developer: In a hierarchical organization, there may be situations where some part of a file or document is not understood by the team members or higher management. The version control feature stores the name of every user who has modified or changed the document, thus making it easier to seek the author when any explanation is required.

Easy Sharing of Files: All versions of any document can be easily shared through the Document Management Software, so the entire team gets updated on the newest, working or applicable version of a document.

A document when created goes to multiple users, each making their own changes and modifications. With most work becoming deadline oriented, keeping track of these changes is quite time-consuming, reducing the turnaround time. A Digital Document Management system controls document versions by taking a backup and maintaining multiple versions of a file. This truly helps streamline the document review process, improving the productivity of people involved in the project. Such a system provides the users creating complex documents an easy method to quickly retrieve document changes and increase efficiency.

Steve Breault “DocMeister”

Business Document Management Software – Fast Return on Investment

Tuesday, October 19th, 2010

Steve Breault

Steve Breault

Records, be it in the form of memos and financial statements or presentations and reports, are of utmost importance to a business entity. Whether it’s a small enterprise or a large conglomerate dealing with international clients, maintaining records is synonymous with success of the business and higher return on investment. The meaning of loss of data or record can only be understood by someone who has had to create pages and pages of information, right from scratch. You may even have faced a situation where you needed to submit an important report and you simply couldn’t find it at the right time.

Market research and surveys conducted from time to time have indicated that a simple task of searching for a document takes more than 4 hours a month of working time of an employee. Apart from this, recreating a lost document takes further 6 hours, adding on to the precious time wasted, simply due to poor document management strategies. It’s needless to say here that time is money, and such a scenario is reducing your return on investment. This is where Business Document Management Software comes in.

Business Document Management Software helps create a centralized system managed through strict access control to ensure that all your records are maintained correctly and securely. Such a system provides instant access to documents, in all type of formats, to anyone who may require it. Using Document Management Software you can easily manage every aspect of your business, right from proposals and projects to contracts and status reports. The software can also be set up to be shared with both employees of your company as well as your customers. For instance, a shipping company or a courier service may like to share status of a package both with the clients as well as the employees handling the order.

Technological advancements in equipments and software have truly increased the productivity of employees compared to how things were a few decades back. However, higher ROI cannot be achieved simply by replacing an older system with a newer one. It requires careful analysis of loopholes in the functioning of an organization and taking dedicated measures to eliminate them. Document Management Software saves time by allowing employees to add, modify and locate documents more systematically. The system can be easily searched using simple terms such as name of the document, date modified/created, department, customer ID and so on.

Document Management Software presents a simplified version of your usual filing system, helping you concentrate on achieving goals, thus increasing the ROI. This is not only in terms of increased profits, but also reduced costs. For instance, it eliminates the need for physical equipments such as filing cabinets, photocopiers, printing machines and so on, as all documents can be shared virtually, reducing the need for paper. Apart from this, electronic documents can be easily backed-up on storage devices, again reducing the cost of offsite storage.

With most companies going global and increasing competition in the market, the emphasis on high return on investments cannot be denied. Business Document Management Software can help get high ROI through effective management of records in terms of easy retrieval of documents when needed. Considering the time spent in searching for documents, such a system can save several hours per month, helping employees work more productively and efficiently, rather than worrying about the filing system.