Posts Tagged ‘data capture solutions’

Should Your Business Documents Be Operating in the Cloud?

Tuesday, January 15th, 2013

Steve Breault, President & Founder, Vircosoft

In traditional model of an office structure, organizations generally allocate material, human and technology for taking care of the documents of the organization or the office. Most of these resources are tied down on tasks to deploy, configure, maintain and upgrade the documents of the organization, which usually does not provide much added value in the output. The idea of a paperless office has always been an attractive one and has drawn many business owners towards implementing it in their businesses. In the recent times, Cloud Computing has made many businessmen realize the idea of a paperless office. Cloud computing is a paradigm that provides computing services via the Internet.

Here are a few advantages and disadvantages of letting your business documents operate on the Cloud:
Advantages:

1. Little or no provisioning costs.
It is the most attractive advantage presented by cloud computing, and if not the most attractive at least the most obvious advantage of this technology. By leaving the responsibility of document viewing on the document viewing platform provided by the infrastructure provider, the client does not have to worry about buying computer equipment, training personnel for the setup and maintenance of the server.

2. Availability.
With the business documents being on the cloud, the supplier is obliged to ensure that the service is always available to the client. Hence this translates into the documents being always accessible to the client.

3. Access from any location.
Applications designed on the paradigm of cloud computing can be accessed from any computer equipment in the world that is connected to the Internet. Access is usually done through a web browser, which enables the application to be used not only from a desktop computer or a laptop but goes even beyond, allowing the user to use the application even from mobile devices such as smartphones.

As a result of the aforementioned advantages, the business owner can focus more on other aspects of business requirements that have a direct impact on the business processes rather than managing piles of files and cupboards full of old records.

Disadvantages:
1. Privacy.
One major drawback generated by this technology is of data insecurity. With your business documents being on the cloud, small loophole or a technical glitch can result in big disasters like the confidential information and trade secrets being revealed to competitors.
2. Availability.
While it is true that the availability is an advantage, it remains solely so till the time the service provider maintains the system properly. In the event of a system failure, all your documents go unavailable till the time system is restored.
3. Lack of control over resources.
By having all the infrastructure and even the documents on the servers located in the cloud, the client completely lacks control over resources and even on his own information once it is uploaded to the cloud.
4. Dependency.
In a solution based on cloud computing, the client becomes dependent not only on the service provider, but also on the internet connection because the user must be permanently connected to the internet to access that is in the cloud.
5. Integration.
It might not always be easy to upload and access all your documents on the cloud. One must do a thorough study of the feasibility of such a venture being undertaken before going for it.
It is anybody’s guess that if used with caution and care, business documents of cloud can actually make a paperless office an appealing business prospect. However, these pros and cons of doing so need to be kept in mind in order to be able to best utilize the service.

Digital Document Management Software Creates Employee Retention

Thursday, September 29th, 2011

Steve Breault, Vircosoft Founder / CEO

If we take away the mundane task of filing paper documents and the use of the file cabinets by integrating electronic document management software into your business operations, you will surely see a dramatic positive change. A paperless office also creates a positive attitude among office staff.

Digital document management systems allow you to manage your business documents using your computers and system network  to create, scan, store, retrieve, edit, share, email, and even print your documents at anytime and anywhere you choose to access your documents once they are digitally stored. Performing this task of electronic filing of documents using capture and indexing software is a performance enhancer for any business process and can be used to improve efficiencies and cut overhead cost which is what modern day businesses are aiming at.

Document management software enhances productivity and creates positive attitude to work among office staff in many ways which in turn improves employee retention. Here are some ways this software will help improve employee retention for your business:-

Digital document filing software will help your workers to work smartly: Office staff loves to work smartly and digital document filing solution provides them with the tool for easy access to documents just at the click of a computer mouse without any need for searching through heaps of paper files or looking through file cabinets while keeping customers waiting. Working with digital document management software phases out posting, faxing, printing, and making photocopy of documents before sharing important business information with fellow office staff or a customer which is a smart way of working which employees love.

Electronic document management solution will help your employees to work remotely: Once the business document management software has been incorporated into your business operation, it allows your workers or staff to work remotely and access your documents from anywhere so long there is an internet connection and any type of internet access like dial-up, desktop computer with broadband connection, laptop, Wi-Fi, VPN and PDA. Even smart mobile phones can be used to gain access to your online documents which enhances productivity and makes working fun for employees and it will even encourage them to work from home even at odd hours if necessary.

Business document management software will improve multi-user access and enables your employees to get work done faster: This software allows multiple users to access any given document simultaneously without creating multiple copies of the same document on different computers within the same network since the document management software stores the documents in one central database and it therefore makes sharing of documents among many users easy.

Whenever you choose to manage your office documents digitally, you will be making an important decision that has many inherent benefits in it for you, your employees and the future of your company since employee retention is a crucial factor that helps to improve a business outlook, its efficiency, its profitability and how it is accessed by existing and potential customers.

 

 

Document Management Software Cuts Costs

Monday, March 14th, 2011

steve-in-white-1Computer technology was incorporated by many companies and organizations throughout the world as a means to automate information management processes. However, many still continue using paper based documents for a variety of reasons. For instance, many companies receive documents in paper format or have important archived documents in paper format. Even if receiving paper documents cannot be helped, filing, storing and sharing of such documents has to be done manually. This turns out to be quite inefficient, unsustainable and costly, compared to an automated system using document management software.

Many enterprises do not realize the loss they incur when handling physical documents. The loss of time and human resources in manual processing of documents is rather staggering. Apart from this, carelessness when handling critical documents, albeit unintentional, can prove to be disastrous for your business. Any organization can take care of common hazards and errors encountered while processing important documents, simply by adopting an electronic documentation system. Document management systems come with automatic data capture feature that can be programmed to scan and store data systematically. By doing this a well-organized approach can be incorporated to create, update, change, store, search and retrieve important information.

Some important features of document management software include:

Import document: The performance, usability and sustainability of a document management system entirely depends on how quickly and efficiently documents in different formats, from wide range of sources, can be imported into the system. Automatic data capture is one of the most important features of a document management system. The entire purpose of automatic capture of information is to reduce manual work and resulting errors.

Automatic filing: The document management system can be easily automated to capture and organize data, so that every document is saved in the right place. Document management software offers a variety of methods of integrating index data obtained from different sources such as databases, text files, address books and forms. Some of the methods are standard to all software while others can be customized depending on the requirements of your business.

Integrated system: A document management system offers an integrated platform to manage both paper and electronic documents. For instance, your office may receive invoices in both paper and electronic format. The document management system can be used to extract information from both types of documents and process it as required by company policy.

Disaster recovery: This is again an important part of electronic document management system. Though most companies find it easier to handle paper documents simply because they are used to it, paper is vulnerable to errors and hazards. For instance, a paper document can get completely destroyed in a fire or misplaced when passing from desk to desk. On the other hand, electronic documents can be easily stored, backed up and retrieved.

Apart from the benefits it offers in terms of document processing, document management software also helps cut costs. On an average, a company spends $20 per hour in searching for misplaced or non-existent files. Similarly, many man-hours are wasted in recreating lost documents. Using automatic data capture you can reduce manual handling of paper documents. Along with this, the information now in electronic format can be easily shared and backed up, reducing the hazard of losing or recreating documents.

Photocopying and printing paper documents are again costly, and this is greatly reduced when you use digital document management system. Apart from this, you no longer require bulky filing cabinets eating up your office space. Every piece of information in your paper files can be imported onto your computer system and organized using document management system. This reduces the need for physical storage space, both inside and outside the office.

Demand for information can come from many sources including upper management and regulatory authorities. Keeping control of proliferating paper and electronic documents can become quite a hassle, especially when making critical decisions for your business. With document management software you can take care of all your document processing needs and ensure consistency in work, thus achieving your business goals.

Steve Breault “DocMeister”

Document Management Software Replaces All File Cabinets

Wednesday, March 2nd, 2011

steve-in-white-1In today’s dynamic business environment, the need for technology to increase productivity and profitability cannot be emphasized enough. When computers were first introduced as a means to automate various business processes, technology was seen as something that would streamline the workflow and reduce or completely remove the need for paper. The dream of paperless office is yet to be realized by many businesses throughout the world. However, document management software comes as a solution that can clear up cluttered offices and create a better working environment.

Searching for important documents is one of the most time-consuming activities that employees carry out, no matter what the organization or type of business. Ample amount of research and surveys have shown that an organization with a strength of about 1000 workers wastes close to $2.5-$3 million per year simply searching for documents that do not exist or recreating lost documents. Professionals spend more than 50% of their time searching for information, both on computer and paper files. On an average, $20 is spent per document, for searching as well as recreating. Whether your business is large or small, you can imagine the impact this can have on your ROI.

Document management software is one solution that can benefit your business tremendously. In fact, most organizations use business document management in some crude form or the other. For instance, many professionals try to organize the data on their computer by saving it in different folders. So they may have different folders named Invoices, Images, Audio Clips, Presentations, Order Form, and so on, created with a view to manage document better. Though such a system may work well for one person or even for a team with 10-15 people, it becomes difficult to maintain when there are many departments involved.

Although going from paper to an electronic system for recordkeeping is a step in the right direction, complete automation cannot be achieved unless every paper in the office has been converted in the digital format. With the data capture facility available in document management software, you can convert every file in your office into an electronic file and simply do away with the filing cabinets. Once everything is on your computer, not only is your office less cluttered, electronic records are also easier to manage. You need not rummage through a file cabinet looking for files anymore. Simply type in the keywords for your files and it will be retrieved by the document management system.

Apart from being easy to manage, electronic data is also easy to update, modify, share and distribute. This can be achieved by setting up a centralized document management system for your entire office. Once your office is connected through a network, it will be easier to streamline the flow of information between various sections. For instance, a document goes through several phases during its life cycle, from creation to storage or deletion. With thousands of documents to handle every day, business document management system helps organize and simplify the process.

Records or data or information is no longer needed just for internal functioning of an organization. It has now become one of the critical and strategic aspects of a business. Most businesses today are required to share their progress and change in business dealings with various parties including shareholders, clients and customers. With a professional document management system, correct information is available at the right time and your business is definitely headed for success.

Steve Breault “DocMeister”

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”

Document Management Software for SMBs

Wednesday, February 9th, 2011

steve-in-white-1Document management has evolved in the past few decades, from records being maintained on registers to the Relational Database Management System and document management software. Information technology has changed the way businesses function today. Most government organizations and industry sectors like engineering, construction, pharmaceutical, manufacturing and banks already have a document management system in place. However, in today’s business environment, every type of organization requires a document management system, no matter what its size or function.

Even if you own a small or mid-sized business, maintenance of different types of records and documents must be of utmost importance. If you are frequently facing problems such as loss of documents, misplaced reports or accidental deletion of records, you definitely require professional document management software. A document management system is not just a software with fancy features. It is a combination of different technologies brought together to provide a sophisticated and comprehensive document management solution. Some technologies used in electronic document management system are:

Automatic data capture or digital imaging: The digital imaging systems in the form of scanners, form recognition packages and character readers convert paper documents into digital documents. Such a system enables employees to capture, store, search, retrieve and share any type of document stored systematically in a digital format. Automatic data capture saves data in two formats, image or PDF which cannot be modified and text format which can be edited. Both formats may be required at some point in time. For example, image format is ideal for invoices coming from outside, as these will not be modified at any stage during processing and archival.

Workflow: Document management software with workflow systems are aimed at automating the business process. Such a system allows a business to define, manage and control the way information moves through various departments or processes. This enables a business to maintain strict quality control, improve customer service and concentrate on business objectives.

Optical storage: Storage in the form of an optical jukebox has become extremely popular in the recent years. It serves as a great option to online storage and enables storage of large volumes of data. So such a system works best for large volumes of video, images or audio files, say in real estate, medical or construction business.

Groupware systems: Groupware systems support more than two users performing the same set of tasks. Such a system provides an interface that can be shared with other users. Some features of groupware systems include bulletin boards, electronic schedulers and discussion databases, all of which can be incorporated into document management software.

Electronic publishing and sharing: Every type of data can be electronically published on a CD or DVD. Apart from this, data can also be shared or distributed via intranet or the World Wide Web through email.

Automatic data capture, storage, automatic indexing, version control, maintenance, security, automatic retention and deletion, are some of the basic features offered by document management software. The type or version of software you choose would depend on the type of business you have. If you have a small business, then document management software with basic functions such as metadata capture, security, version control and storage would suffice. However, for a mid-sized or large business, you may require additional functions such as automatic conversion, free-text search, large storage capacity, networking, and so on.

Apart from being compatible with your existing system of document management, the software you choose must enable you to follow government standards for electronic document management. For instance, public records such as company policy should be easily accessible, whereas confidential documents must have adequate security and access control. With the right type of document management solution you will certainly be able to take care of administrative, technical and legal requirements related to document management.

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”

Document Management Software Aids in HIPAA Regulation

Friday, February 4th, 2011

Steve Breault

Technology has changed the way the world functions today. People today want instant solutions to their problems, technical or administrative, and immediate access to information. With most organizations maintaining millions of records in the form of personal information of their clients, financial statements and policies, compliance with HIPAA is one of the biggest concerns.

HIPAA stands for Health Insurance Portability and Accountability Act, formulated and enacted by the U.S. Congress in 1996. The act has two parts, Title I and Title II, each stating different regulations to be followed with respect to health records. Title I covers availability, portability and continuity of health insurance coverage in the individual as well as group markets. Title II covers accountability of information so as to avoid fraud and abuse of health insurance coverage. It basically covers the Administrative Simplification and requires maintenance of national standards with regard to digital document management of health related information.

It is a wrong notion that HIPAA is only related to healthcare institutes. The law is applicable for all organizations maintaining health records and health insurance information of their employees or clients. This is where document management software can be of tremendous help. The storage and security features of document management software can help you monitor flow of information, retrieve desired data at any time and regulate access to the records.

The Security Rules under HIPAA was formulated and released for compliance in 2003. The law covered different aspects regarding security of information, including administrative, technical and physical safety standards to be followed when maintaining electronic data. With document management software you can easily take care of all these points and ensure compliance with HIPAA. Ways in which document management software can help are:

Administrative safety standards: The access control and privacy settings of document management software allow you to prevent unauthorized access to all type of information. This ensures that the confidentiality of health related data is maintained at all times. As per HIPAA, information related to health insurance should not be accessed by anyone without prior approval. With a document management system, the flow of documents and information, from creation to storage can be easily tracked. This allows you to monitor changes and check if there was any unapproved access.

Technical safety standards: Digital document management allows you to back up all types of information, thus ensuring retrieval in case the data is accidentally erased or modified. This also ensures data integrity, as the copy of original information is always intact in the form of a backup. As per HIPAA, you are also required to enforce data encryption when it is transferred over open networks. Since data can be shared through email or web-based document management, with a professional document management system, you can be completely sure of security of information.

Physical safety standards: As per HIPAA, the software and hardware used for maintaining health insurance records should be in proper condition and free from frequent breakdowns. With the access control features you can ensure that the information is created, modified, stored or deleted by authorized personnel only. This way the information will be accessed only when needed, resulting in better maintenance of both hardware and software. This will also ensure that any personnel coming for repair or maintenance of hardware and software are unable to access any information.

The implementation of Privacy and Security Rules has changed the way health related information is handled by various organizations. Confidentiality is a major concern of both clients and employees when it comes to their health records. Document management software provides a foolproof way to protect the privacy of all information pertaining to your clients or employees and ensure security at all levels.

Steve Breault “DocMeister”

Document Management Software Begins New Era

Friday, February 4th, 2011

Steve Breault

Quick decision making, increase in amount of data, gaining competitive edge over others and need for risk management are some of the factors influencing businesses to adopt document management systems for day-to-day functioning. Apart from this, increasing need to cut costs and optimizing productivity are some of the challenges that businesses face today. Though most companies and organizations today have switched to digital document management, many are yet to utilize this technology to its full potential.

Some methods such as taking backup on CDs and DVDs, using RDBMS and web-based sharing of documents do work to a limited extent. However, document management software presents a more integrated and holistic approach towards information management. Features such as automatic data capture, indexing, easy search and quick retrieval make document management systems an integrated solution.

Streamlining critical operations and increasing efficiency is vital for a business to grow. Some important functions that document management software must perform are:

· Use automatic data capture tool to import documents into the system

· Store and archive data for use when required

· Index documents for easy and quick retrieval

· Provide tools to distribute and share documents at different levels

· Provide tools to protect documents from unauthorized access

The main aim of document management software for your organization should be to simplify business processes and consequently increase efficiency. Along with this, it should help expedite different procedures, promote greater collaboration within departments or organizations and facilitate compliance with filing norms.

Various surveys and research has shown that, on an average a worker spends approximately 12 minutes in processing a document such as a form or an invoice. Out of these, 9 minutes are spent in looking for related data such as previous records or reports. An office makes approximately 20 copies of a document per day, loses at least 1 document out of 20 and spends close to $250 in searching, reordering or recreating a file. Statistics plainly state that precious time is spent in searching and recreating documents, which can otherwise be utilized to review business goals, increase productivity and concentrate on customer satisfaction. Document management software can help your business in several ways such as:

Save time: Document management system helps you answer critical issues immediately by providing required information instantly. Search and retrieval tools help locate documents quickly, thus decreasing processing time. Along with this, the storage and archival features have completely eliminated the issue of lost documents, thus saving time spent on searching and recreating documents.

Cut costs: With everything saved in a digital format, there is no longer need for filing cabinets. Apart from this, most documents can be shared or distributed over a network, thus reducing the cost of printing documents.

Minimize errors: A document management system works with minimum human intervention, thus decreasing common filing mistakes. The automatic data capture features scans and files document in a user-specified windows folder, eliminating any mistakes that may be caused when filing documents.

Increase collaboration: The system is available centrally and is integrated such that documents can be retrieved by anyone who may require it. This helps organizations work in a coordinated manner. For instance, one department need not wait for another to provide any information as all they need is available through document management system.

With rapidly-changing technology, your clients expect quick solutions to their problems and instant access to any information they want. People today are quick to change their service provider even if smallest of problems are not resolved within a given timeframe. It’s needless to say that your business can only compete with its counterparts when you employ the latest tools and assure customer satisfaction.

Steve Breault “DocMeister”

Document Management Software is the Future and it’s Here Now

Tuesday, February 1st, 2011

Steve Breault

Document management is one of the primary concerns of any type of organization, be it a law firm, a retail store or a government entity. An organization without a robust document management system in place is sure to face problems such as loss of documents, delayed processing time and lengthy workflow. The result is slow progress of the business and consequently slower returns on investment. In today’s competitive world, a business can only succeed when it has document management software to record its documents and data systematically.

Documents maintained by any organizations are usually of two types, in image format and in file format. Data such as monthly reports, databases and forms are generally in file format and can be modified. However, data such as invoices coming from other organizations and brochures may be required to be scanned and saved in image format. And these cannot be modified. Whether your business is big or small, you may be receiving a large amount of information on daily basis. With document management software you can ensure that all this information flows smoothly and is available when required.

Mismanagement of documents invariably leads to several problems such as time-consuming retrieval system, loss of information, slow productivity and consequently, reduced customer satisfaction. A document management system offers a solution to these problems through document indexing and identification based on date of creation, author, purpose of the data, and so on. Though earlier systems required scanning of paper documents, today’s systems have features such as automatic data capture to scan and save documents in a digital format. In fact, data in the form of text and table files can even be modified and updated regularly.

Some benefits of installing a document management system include:

Prevents loss of information and enables quick and easy retrieval: When data is saved in digital format using automatic data capture, it becomes easier to manage compared to paper documents. A paper file often moves from desk to desk and is very likely to get misplaced. However, such a risk is completely eliminated when documents are in electronic format, which can be easily recovered. In addition to this, automatic data capture requires details such as date of creation, modification and updation, name of author and how the document moved, so it’s easier to keep track of data at all times.

Increased efficiency: Searching for a document in file cabinets is the number one reason for delay in processing time in almost every organization, not matter how efficient their workforce. Even the most qualified engineers, managers or technicians cannot eliminate human error. For instance, a paper document on the wrong desk is very likely to get misplaced and may even end up in the garbage bin! However, with document management software, every document scanned and every piece of information is stored systematically. Information cannot be stored till the time it fulfills all the criteria for its creation and storage, thus eliminating human error to a large extent. For instance, if an employee does not conform to a particular naming convention, the file will simply not be saved.

Increased productivity and ROI: With a professional document management system you can be completely sure of precision in processing of various documents in different stages. Some documents may be moving from one department to the other, finally reaching the higher levels of management. Unlike paper documents, movement of digital information is much faster, as data is integrated, saved centrally and shared electronically. This ensures that less time is consumed in searching, analyzing or even recreating content in any form.

Research has shown that on an average, employees spend about 27 hours per week searching for information. More than 3 hours a week is spent in looking for data that is not there or has been misplaced. Apart from this, more than 3 hours per week is spent in recreating or getting a copy of this lost information. If your knowledge workers have been employed at $15-$20 per hour, you can calculate the loss in business. Document management software almost completely eliminates these issues, providing a robust and foolproof system for creation, storage and retrieval of documents.