Posts Tagged ‘Best OCR Software’

Document Management Software is the BUZZ

Saturday, August 20th, 2011

Steve Breault, Vircosoft Founder / CEO

There is a great deal of buzz about implementing a paperless office just like there is a great deal of buzz about improving our environment. Every business owner is talking about the immense benefit of incorporating electronic business document management software into a business.

The news about business document management software is really the buzz. The cost of purchasing this software has become affordable for the small and mid-sized businesses now, so it has now become the boardroom event. Think of it, we all know the importance of conserving our ecosystem and making our activities eco-friendly and this shouldn’t be just in our homes but also in our offices. Document management software helps you to achieve making operating your office eco-friendly and just as eco-friendliness is a buzz, business document management has also become a buzz; and that is what it is in reality.

Benefits of running a paperless office: When you incorporate business document management software in your business operations totally, you make the office paperless and the benefits are many. In line with eco-friendly principles, your business will not be using many papers for its operations and then your company will not be contributing much to the environmental issues which means fewer trees will be used to make paper and more oxygen will be available for our survival. Thousands of animals will therefore be able to keep their homes since deforestation will not be much of an issue. The benefit also encompasses less overhead costs and more employee efficiency or productivity on the job which means more profits will be generated for your business.

The digital document filing software will also help you to store and search for all your business documents in record time without needing the paper versions of the documents in order to find the information that you are looking for or cause any environmental impacts which could really be significant.

Document management software is more affordable and more simplified: With the advent of advanced computer technology, there is less need for paper documents and the file cabinet more than ever and because the cost has become affordable for small and medium based companies, there is a change that is really working to revolutionize the workplace. Electronic business document management system has also been simplified and made easy for all categories of people to use with little learning curve and it has also been made adaptable to all kinds of computer operating systems.

Why a larger number of businesses should go paperless in their offices: Global warming is bound to be eliminated if a greater number of businesses adopt document management software in order for them to become completely paperless. Paper and ink have been noted by experts as one of the greatest causes of global warming. Trees used for producing papers are not often replaced or handled ethically by many paper manufacturers. Also, fumes from the use of ink causes significant damage to our eco-system on the long run when it accumulates.

All of these stated facts have made environmentalists and concerned business owners to talk more of the importance of business document management solution just the way they consider the importance of being eco-friendly.

 

Document Management Software With Versioning

Wednesday, February 16th, 2011

Steve Breault

Version control forms an important part of document management. Though extensively used by software developers, many organizations are now using versioning to manage duplicate content and track document changes. Documents such as monthly reports, presentations and new policies undergo several changes before being finalized, creating several versions of a document, each of which may be required at some point. For instance, a monthly report would change every month, however, the reports created in previous months may be required during yearly appraisal of work done.

Document management software provides the version control feature in order to manage, track, store and retrieve different versions of a document. Such a system is usually required when several team members are working on a project, with many making changes to the same document. For instance, a presentation on project development and progress may require inputs from all the team members working on the project. Thus, changes will be made to the same presentation, saved as a different version by each member, and later integrated to make the final presentation by the team leader.

A version control system in digital document management works through the check-in and check-out system. The check-in allows you to save the current version of a document in the central repository and check-out allows you to retrieve current or previous versions of a document. Versioning often involves several steps such as reviewing, editing and modifying before finally being approved. When several people work on the same document, it may result in confusion over the latest version of a document, who made the changes and why, current working version and final approved version. Document management software can be of great help in sorting out such problems. Some benefits of a version control system are:

Ability to return to a previous working version: In case of an error or accidental deletion of a working version of a document, you can return to a previous working version. Many version control systems work by taking a snapshot of changes being made. This way you can check the order in which the changes were made and recreate the current working version.

Track who made the changes: When you know who made the changes, you can seek clarification and approve the document accordingly. This also avoids duplication of content as you know which version was created and updated by whom.

Maintain previous versions: Document management software allows versioning by enabling you to maintain previous versions and create their replacements at the same time. For instance, a mapping company may require older versions of a map before the new version is created and approved.

Maintain record of development process: Progress reports may be required from time to time to apprise the higher management or simply to check it against the designated completion time. Version control in digital document management helps you keep track of progress of a project and how it is being developed.

The version control system in digital document management works by assigning version numbers to the documents, making it easier for the users to keep track. Apart from this, you can also add comments and descriptions so different team members can check the content of a document before retrieving and using them. Version control may be required at some point in document life cycle. Document management system offers a comprehensive solution to managing different versions of a file.

Steve Breault “DocMeister”

Digital Document Management is Not Just MainStream

Wednesday, February 9th, 2011

steve-in-white-1Records management has gained importance in the past few years, especially in view of regulatory compliance introduced by the government. Legal, financial and government organizations are always required to maintain proper records by virtue of their role and task, and have been known to be meticulous with information management. On the other hand, general recordkeeping with corporate and other private entities was not standardized, which is why regulatory norms such as HIPAA have been formulated. In view of this, document management software is something your organization will surely require at some point in time.

Computer systems and digital document management came as something that ‘can be’ used rather than ‘should be’ used. However, with the regulatory compliance issues, recordkeeping and information management requirements have changed. For instance, as per different regulations, any type of information should be accessible, classified appropriately and easily retrievable, whenever needed. Apart from this, no part of any information should be modified without prior permission or authorization. Some ways in which document management can help in recordkeeping are:

Capture records: Records may be in different formats such as documents, blueprints, audio files, photographs, databases and maps. The automatic data capture feature of document management software scans and registers a record using a unique ID along with the time and date when the document was added into the system. Along with this it also captures metadata details such as author, purpose of creation, source and so on.

Audit requirements: Companies are often required to maintain a record of flow of information through different departments. A digital document management system helps keep track of all the processes pertaining to a document. These may include creation, modification, updation, access and distribution of documents. For instance, at any point you can check who accessed which document and with whom was it shared.

Security and control: The main purpose of recordkeeping is that the information should be available whenever needed, making security a top priority. Apart from this, many establishments also look for solutions to problems such as loss of documents, accidental deletion and so on. With document management software you can monitor and control access to various records. For instance, you can have privacy settings such that documents are available on to those departments that need them, while others can only view and read them.

Automate retention and destruction of records: Not all records will be required for long term usage and some may be deleted after a certain period of time. With document management software you can automate the process of storing important records and deleting redundant ones. For instance, once a file has been converted into a new format, those in older formats will not be required anymore and can be deleted.

Store and preserve records: Risk management is one of the most important aspects of recordkeeping. With document management software you can easily backup all types of data for long term use. Apart from this, you can also migrate records to a newer system of hardware and software whenever needed, without loss of critical information.

Records are maintained by different establishments for various purposes ranging from administration and technical reporting to organizational policy. Most businesses require information management for functional purpose such as evidence of work done. A well-organized document management system will surely enable and support your organization’s vision and mission.

Steve Breault “DocMeister”

Digital Document Management Controls Document Versions

Monday, January 24th, 2011

Steve Breault

Steve Breault

More than 80 percent data of a business resides in documents making document management the deciding factor in the efficient running of an organization. There is no doubt that document management software has made records and information management very convenient. However many companies have also started switching to digital document management to gain an edge over their competitors.

 

There are several advantages of document management system over the conventional methods of filing documents. For instance, you no longer need to take prints or make copies of documents to share them with others, as document management software can be used over a network and documents shared through a virtual repository. Digital document management also reduces scope for error, as everything from creation of document to their modification and deletion is automated. Document management software is usually customized to accept certain file conventions while creating a document, otherwise the system would show an error. Such features of document management system ensure accurate entry of information and minimize errors.

 

Version control is another important component of document management. This feature helps in managing multiple revisions of the same document. This often happens when a team is working on a project, where each member is likely to make changes to one or many documents. Having several versions of the same document with every member of the team, it may become difficult to manage the revisions. Problem occurs when the team does not know which the latest workable version of a document is. For instance, software developers may make very small changes to a long set of coding, however, without giving a different name to different versions of the code, it will be very difficult to know which coding worked.

 

To resolve this issue, document management software uses version control to store and retrieve different versions of a document. There are many ways of saving versions of the same document. You can either suffix the name of the file with a number or simply add the date of creation or modification to the name while saving the document. For instance, year of creation may be used while naming company policies, so both administrative staff and other employees know the latest version of policies. 

 

In digital document management, a version control system manages documents and directories and tracks changes made to them over time. This helps you recover an older version of a file if and when needed. This is an important feature especially when there are many people working on the same file. It also helps in keeping track of documents created over a period of time. For instance, the older version of a monthly report would help compare the changes that have taken place over the past few months. Similarly, an older version of a presentation shown to senior management helps you know what information was shared during the last meeting.

 

Version control in document management software also helps keep track of changes made to the document and who made those changes. This makes is easier for team members to collaborate and create documents updated by every member of the team. Making different versions is also easier with a version control system. Such a system saves file as you edit them, thus recording a different version of file to which changes have been made. You can also revert to the previous version of the file, so the older version remains intact.

 

Being part of document management software, version control support several file formats. Whether you want different versions of a PDF file or an image file, you can easily manage any file using version control. Along with this, the system also creates backup of all the versions of a document. These versions can then be retrieved and shared through the network, storage device or email, whenever required.

 

Digital document management has truly made management of files much more convenient and comfortable compared to the conventional methods of filing. In fact, one cannot imagine version control without a digital system. A digital document management system is essential for increasing the efficiency of your business and streamlining the flow of documents required to support your business. 

Best OCR Software For Human Resource Archiving

Wednesday, June 30th, 2010

Steve Breault, CEO

Companies are liable for all their workers, which includes looking out for their safety, handing their benefits and overseeing their general welfare inside the office. Human resource management is used so companies may ensure that employees develop their capabilities and at the same time, make use of their services while giving them just compensation for the kind of work they are doing for the business.

Since companies have hundreds of workers under their wing, it is important to keep track of who they are and store important information about them. The traditional method, of course is to keep these records in folders and filing cabinets, but if the need arises for these documents to be retrieved, it might take up a lot of time, and those workers assigned to access them might not be able to complete other tasks. For this, it is better to make use of the best OCR software available in the market today.

OCR software enables companies to scan their documents and store it virtually, so they would never have to use paper again. The best part about this is that all documents, whether handwritten or printed, can be deciphered and turned into an electronic file. It can also be edited (words can be searched and replaced and file size can be reduced) and reproduced without having to scan the original document again. Basically, OCR software turns the scanned papers into images and allows user to access it like they would with a word processor. It is even equipped with a reader that can recognize different barcode ocr types, so documents that are given these unique codes can be properly viewed and categorized, and users will know what these documents are labeled as.

Utilizing OCR software does not only save a lot of paper, but it also maximizes floor space in any office and reduces company expenses. For the most affordable software, companies should purchase applications by Vircosoft, which are integrated with a powerful tool called VFiler, an OCR software that can also manage, arrange and automatically file all documents. This is especially needed in Human Resource Archiving, so information about employees can easily be organized and retrieved without having to spend too much time searching for them. This would not only lessen the worries a company may have, but would also benefit their workers as they are assured that they are well taken care of. So if you want to keep track of your documents and manage them without spending too much, Vircosoft is the best choice. They not only have the strongest software, they can also assure that with their applications, all your information are safe.

Best OCR Software For Automatic Document Filing

Saturday, June 26th, 2010

Steve Breault, CEO

It has statistically been proven that becoming a paperless office reduces a company’s expenses in terms of labor costs and money spent on paper products and other related equipment. Even if the primary cost used for a paperless office seems expensive, in the long run, it will reap more benefits for any company who chooses this alternative.

Investing in document management software is especially beneficial, as it would allow companies to manage all of their documents, allowing for quick filing and easy retrieval. Imagine the hours saved if an employee can retrieve a document in a few simple clicks, and send it to many individuals in a matter of seconds. This is radically better than having to find a single file in a bunch of folders found inside cabinets, produce copies and manually deliver it to each recipient. The hours saved can instead be delegated to completing other tasks.

To become a paperless office, companies may look into the best OCR software available in the market today. OCR stands for Optical Character Recognition, the process in which scanned images of handwritten, typewritten or printed text are converted into machine-encoded text. It is a process commonly used for books and other documents, so it can be transformed into digital files. OCR software enables users to access the files and view it as seen in a word processor – they can edit, find and replace words, reduce its file size or reproduce it without having to scan the original document again. It is an image turned into a text file, where users can interact with it like it is an ordinary document from a word processor.

One of the leading producers of OCR software today is Vircosoft. Their OCR software is among the most affordable and most efficient tools, which help companies make things easier. Two of their powerful applications, HighPoint and KnowledgeTree are integrated with VFiler, a document imaging software that can process scanned documents through OCR and arrange them so users can easily manage their files. It can also recognize several barcode OCR types, so users can easily view what a specific document is labeled as.

Vircosoft has created powerful tools to help companies organize their documents without worries. Their best OCR software would automatically file any scanned document and label it accordingly, so accessing or editing it would take a few simple clicks. Its many features, like its ability to process barcode OCR types and capture multiple folders at the same time, set it above other document management software which can only do a few things. Best of all, its price tag is set in a reasonable scale, so even companies who are just starting their business may opt for a paperless office. So if
you want to avail of the best OCR software without straining your budget, go for Vircosoft and VFiler.

Thank you,

Steve Breault “DocMeister”