Archive for October, 2011

Steve Breault, Vircosoft Founder / CEO

Most company managers are looking to convert to a paperless office and are very aware of the benefits they will derive once business document management software is incorporated into the setup of their companies. When it comes to scanning, indexing and securely storing business information digitally onsite or offsite, easy access or retrieval of business documents with the click of a mouse, excellent operational efficiency and productivity, meeting and surpassing customer expectations by providing top-notch services and 24/7 remote access to documents from anywhere, IT managers know that digital document management software takes businesses years ahead of paper and mixed media once installed. If a company operates in a sector where cumbersome regulations and frequent audits are required, then this business document management application provides excellent audit trails paper files can’t withstand.

There are basic features company executives and managers should look for in any electronic document management software that promises efficiency and enhanced productivity and here is a checklist that will help you avoid a pitfall in selecting the best business document management software your company needs:-

User friendly interface: Any efficient digital document management application must be built on a solid user friendly interface. It is obvious that the best software solution can fail if it’s difficult to use by employees. Efficient electronic filing system will have tool tips or help functions to guide users through every step whether it is document scanning or capturing, indexing, accessing and general procedures involving management of business information. The software should have a single sign-on for all applications so that users won’t have to sign-on every now and then or need to remember and use multiple sign-on passwords.

Features to help make content searchable easily: If a digital filing solution will make successful search of content possible in a flash, then it must have thorough, logical and consistent indexing features. Look for a business document software solution that incorporates a full text or enterprise search options in order to enhance search performance. It may be good to ask some clients of your prospective vendor about their content search user experiences before you proceed to seal the purchase contract. Don’t settle for an electronic document filling application that is known for occasional document loss and don’t settle for an application that offers less than an excellent result when you are in a haste to locate a document file.

It should be scalable for your current and future needs: Consider the future of your business and its growth potentials and see if the document management software is scalable to offer relevance and support to the present and future needs of your business. Will the digital document solution be adequate for your present and future needs? Will the vendor offer professional integration services or will you have to struggle alone? Ask yourself these questions because the greatest return on your investment once you incorporate the digital filing application will be when you can leverage on it to improve your business now and in the future.

For every business to thrive and grow, it requires reliable access to its documents (including emails) which must be safe and secured always from unauthorized persons. Efficient document management software helps businesses rise above daily challenges while its managers are focused on reaching projected goals.

Steve Breault, Vircosoft Founder / CEO

Documents are a critical component of running a business. Keeping business documents helps in ensuring the survival of every business. While every business owner knows this, too often, because of the sheer volume, mission critical documents are left unsecured or simply placed in a file cabinet.  In fact, many businesses put a higher priority on managing their office supplies than they do their business documents. There is a simple, low-cost, easy to use solution in the form of document management software.  Digital business document management software is what you need.

How business document management software will support the growth of your business: An efficient business document management solution will help you turn your paper files into electronic documents, index the files, store them and help you to retrieve instantly. Imagine never losing or misplacing a document ever again?  A business document management system will help you monitor the progress of your business even when you are offsite or on a business trip by having real time access to every document.

It will assist you to prepare your business financial statements accurately and in record time, it will help you to keep track of your business receipts from anywhere and at any time and identify the sources of every receipt. When you need to prepare your business tax returns, this electronic document management software will assist you to track every document needed to file your tax returns accordingly, it will also help you to keep track on your customer database and information when you need them as well as keep track of vital business contractual documents.

The software will also ensure maximum security of your business information from all unauthorized persons and you could restrict some parts of your documents from being accessed by unauthorized persons even among your employees while enabling you to be efficient in attending to your customers at a speed that is not attainable with the use of paper document and the file cabinets, hence, helping you to improve your customer relationships and satisfaction and enabling your employees to be more efficient and productive- which are really the basic elements a business needs to grow.

Document management solution will help you to run your business automatically and cope with multitasking situations: Once incorporated into a business setup, document management system aids a business to run automatically and then you will able to cope with multitasking business requirements without the need to waste time, energy and money  in tracing any business document again. Your company should be able to focus more on the core aspect of your business which will improve productivity and your business profits.

Steve Breault, Vircosoft Founder / CEO

The importance of data in the operation of your business can not be overemphasized because business data is arguably the most valuable asset of your business irrespective of whether it is a small, medium or a large business enterprise. However, it is common to find business owners who assume (perhaps hope is a better way of stating it) that nothing untoward will happen to their businesses when the subject of man-made or natural disasters comes up. Though experiencing a fire, flood, tornado or a hurricane is the last thing a business wants, not planning for this type of a disaster is a “disaster waiting to happen”.

Therefore there is the need for business document management software to be incorporated into your business operations for effective management of your business information and for easy recovery of data in the eventuality of a disaster. Once your business documents are converted and stored in a business document management system, they are easily backed up to tape, disk or even in offsite storage.  This is a true disaster recovery strategy for your business documents and your file cabinets.

Why your business needs a strategy to curtail document disaster: A recent report released by the Business Continuity Institute shows that out of five businesses, one faces the danger of major operational disruption like data loss occasioned by things like power outage or a natural disaster that destroys a business premises. If most businesses now run with the aid of computer systems and its networks, a major IT disruption or data loss can lead to lots of business hardships including bad reputation that could build up so quickly leading to strained relationships with customers, business partners, creditors, suppliers not to mention the huge revenue loss that can cripple the operation of a business, decrease its productivity, lead to many unexpected additional expenses and lots more in the eventually of a major data loss due to a man-made or the occurrence of a natural disaster.

Put your business in a vantage position with document management software: With a proper planning on disaster preparedness and data recovery strategy by integrating business document management solution into your business operations, what you get is an implementation plan that secures the future of your business against all kinds of data loss even if the whole premises were destroyed with no salvage at all. Running your business while document management software keeps guard over your business documents besides helping you to auto file documents, retrieve documents in a record time and comply with regulatory requirements, it also ensures your business survives and recovers from any disaster eventuality even if it is the most devastating incident.

How business document management works to secure the future of a business: Once incorporated into your business setup, the document management solution will alleviate your need for keeping heaps of paper documents and the file cabinets.  It will allow you to manage your existing paper documents in electronic forms, auto file every business document produced in your business thereafter while every incoming paper document will be scanned and stored electronically. Every stored document will automatically be backed up in most cases in offsite location with the use of cloud technology and the most reliable firewall security features to give you the confidence that your documents are not only secure from disaster but also from malicious intentions of people.

Steve Breault, Vircosoft Founder / CEO

The world and the United States in particular has recently experienced a rash of natural disasters including damaging storms, floods, tornadoes, Hurricane Irene and wildfires. Business owners in the affected areas are now faced with the stark reality of how absolutely important it is to have a document management software system in place that protects their business documents.

Document management software will preserve your documents from natural disasters and all kinds of unforeseen destructive occurrences: Apart from the natural occurrences like earthquakes, floods, hurricanes and others that are capable of destroying a business premises and the physical or unsecured business documents, there are other factors like terrorism, arson, broken water pipes, theft, unexpected computer and information technology system failures, and activities of hackers with malicious intentions which all have the potential to stop a successful business in its tracks by destroying a company’s business files if not properly backed up or stored off site by deploying business document management software. Document management solution is a tool that enables a business to convert paper documents into digital documents.  Once your documents are converted and stored in a document management system, they are easily backed up to tape, disk or even stored in offsite storage which is indeed a true disaster recovery plan for your file cabinets.

A broad range of functions of electronic document management software: Digital business document management solution is a system that helps you index paper file document, store it, find it as quickly as you need it, retire it when you like, and create an audit trail for each document. This digital document filing solution also provides automation for all reoccurring business processes, provides all executives and others easy access anywhere and at any time to all critical business documents and aids easy sharing of documents among many users real time. It also provides due security for all documents with the most efficient firewall security technology. In addition, this software provides support for recovering your business documents after a disaster and guarantees the continuity of your business plan.

How efficient data recovery minimizes the losses of a business after a disaster: A report by the US Department of Labor estimates the percentage of small businesses that couldn’t survive after about two years of a major disaster to be 60 percent. That is staggering but any unexpected disaster is capable of devastating your business if adequate preparation isn’t made. An efficient document management system with online backup for your business documents will store away all your crucial business files of whatever type including all correspondences, invoices, accounting documents, business agreements, regulatory files, employee files, images or any other forms of documents that keeps your business running on a daily basis.

Any business document that makes running of your business efficient and guarantees recovery in the event of the worst form of disaster is the right document management  software every business should acquire.