Posts Tagged ‘digital paper management’

The Benefits of Business Document Management Software

Thursday, April 28th, 2011
Steve Breault, Vircosoft Founder / CEO

Steve Breault, Vircosoft Founder / CEO

Business document management software is fast becoming a magic wand for all businesses- both small and large companies alike-as the business world  witness a major shift from the traditional paper filing to the all-inclusive electronic integration and preservation of business documents and files online. Fortunately, your business no matter its line of work, can now gain from the array of many benefits which the business document management software provides.

Here are the key benefits your business stands to gain as you integrate the document management software into your daily business operation and management.

Ease of access to your vital documents: Document management software offer you the ease of access to your vital documents when you need them most without any hassle. Though some brands of this software may give your members of staff minor learning curve depending on their ability to manipulate computer systems but the general experience of many users shows a desirable learning curve with the use of this computer software over the old fashioned way of doing everything by hand. The software therefore guarantees your business its document management efficiency that has no end.

Effective cost control: Business document management software offers you a cost effective approach to doing business mainly because it does not require upfront payments and neither do you have to buy any additional hardware to make it fully operational in compatibility with your computer systems. Moreover, the software offers your company its services on pay-as- you- go basis in most cases which is good to enable businesses budget accordingly.

Seamless integration with file scanning services: Document management software systems work seamlessly with computer file scanning systems so that all kinds of scanned files such as letters, receipts, designs and drawings, invoices, microfilm, and others can easily be stored online.

Reliable firewall security: Online business document management software systems use the best form of firewall computer technology to protect all your documents and ensure that you can always trust its security and reliability at all times- no wonder, important government organs like the Home Office and the Pentagon are top users of this important online document filing systems.

While the software guarantees adequate security provisions for your documents, your ease of access at any time to these documents is unfettered so that you are assured your documents are securely protected from any unauthorised access.

Guarantees business continuity: Once your business documents are kept online with the use of this software, your business continuity is enhanced.  That means, in the eventuality that the worst disaster such as fire or flood happens, you can be very confident that your business files are secure.

Power of control and productivity: When you have your documents stored online by using the business document management software systems, you would have absolute control over things like who has the right to access your files and to what extent such right is permitted in relation to functions that can be carried out on your documents.

This online system of file storage also enables your employees to be more productive since accessing any document will always be a click away. 

Document Management Software With Document Capture Combined

Monday, April 18th, 2011

steve-in-white-1Decisions in any business are based on organizational knowledge. In today’s business environment, this knowledge rests not only with some top executives of an organization, but also with the databases and documents that an enterprise maintains. It’s the speed and accuracy with which information can be retrieved that the success of a business largely depends. Digital document management has made it possible to create and store information, and organize it for easy retrieval.

There are generally two types of documents that any organization handles, one that is produced by the organization and second, received from the outside. Most of this documentation in the form of financial statements and monthly or yearly reports come in handy for analysts to formulate future goals and assess current status of the business. Critical information is also received from the outside in the form of invoices, suggestions from clients or customers, letters of complaint and so on. This data comes in several formats, both electronic and paper.

Document capture forms an important part of recording every piece of information received by your organization. If you do not convert paper documents to digital format, it cannot be included in your analysis. This can be of great importance when making critical business decisions. Though scanning a document converts it into an image, it’s of no value without the corresponding metadata which makes it searchable and retrievable. Document management software provides a unique solution to this problem, as every data from a paper document can be captured and stored on the computer.

Document capture can be defined as a process that converts paper information into electronic format, which can then be processed and stored using various technologies. Some important components of the document capture process are:

Scanning or document capture: When a document is scanned it produces an image on the screen of the computer which can be stored on the computer like any other file. Several factors must be considered when choosing a scanner depending on requirement and average number of documents likely to be processed every day. For instance, size, quality of paper, volume is some factors that you must keep in mind. Scanners are extremely handy and can process a variety of documents, from business cards to engineering drawings.

Automatic document feeder: Optimum use of document management software can be made only if you have automatic document feeder. This device feeds paper automatically into the scanner and speeds up the process significantly. The device is quite useful for processing bulk documents such as invoices and forms.

Speed and accuracy: Speed with which documents are processed by document management software decides the quality of the document. Ideally, a standard sized scanner can process anywhere between 6 to 200 pages per minute. However, considering optimal performance, a processing speed of 20-30 pages per minute should suffice for everyday use.

Image cleanup: Most scanners come with enhanced technology to apply cleanup techniques to increase accuracy of data. Contrast adjustment, noise removal, rebuilding broken characters and cropping borders are some of the cleanup techniques used in scanners. This helps in capturing all the information in the original document without compromising on its accuracy.

Data extraction: As in the case of paper documents, digital document management too requires extraction, storage and appropriate indexing of useful information. Document management software normally has an indexing system which organizes documents in form that can be easily searched and retrieved when needed. As such, accurate extraction and storage of information is one of the most important features of any document capture solution.

A digital document management system must perform various tasks to make the scanned data readable and useful for the organization. As each type of document needs to be processed in a different manner, the document management software must be customizable to meet these requirements. New technology has provided a great tool in the form of document management systems to maximize productivity and increase profitability, and is one of the best investments that you can make for your business.

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”

Go Paperless – Save Time With Document Imaging Software

Saturday, June 12th, 2010

Steve Breault, CEO

Since companies are hesitant to go paperless, or to create a paperless office, they are missing out on the opportunity to save a lot of time and make work easier for their employees. Completely eliminating paper will create more space in the workplace and a faster acquisition of documents and information.

Document imaging is the primary tool in starting a paperless office. They are systems that can replicate documents and come in the form of copiers, scanner or other paperless software that can capture, save and reprint images. While these tools are relatively expensive, investing on them will result in bigger benefits and less cost to your company in the future.

Document imaging software is a space saver. Since your records are stored electronically, you will no longer need filing cabinets, drawers and storage boxes to keep your documents. These types of furniture are huge and heavy, so if you have a small office, movement will be limited with these around. All you need is a computer with a hard drive that can handle the software and your documents.

You will also save a lot more time when looking for records since you don’t need to open a bunch of cabinets just to acquire one document. Instead, all you need is to type in the file name or title of the document in the software and your stored information will be shown in seconds. With this, your employees can perform more tasks in a lesser amount of time.

Another beefit is customer satisfaction. Customers who come to the office with their queries and needs often have other appointments to attend to, so their patience is limited especially if they have to wait a long time before being entertained. The software you use will help you respond to your customer’s requests quicker and your satisfaction rating will increase. You will also be able to serve double the number of customers in the time you spent manually searching for records.

Document imaging also saves a lot of time when it comes to disseminating information. Say you are the CEO of your company and about to attend a business meeting. A few minutes before presenting your data, you realize that you forgot your papers in the office. You will waste a lot of time and embarrass yourself by making your clients wait for you if you decide to go back to your workplace just to get the documents. On the
other hand, if you make use of software, you can call one of your employees and have him send what you need through e-mail.

If you are unsure of where to start acquiring your document imaging software, one of the popular names is Vircosoft. Vircosoft is the most affordable open source document and management software in the market. It has two products, SMB open source document management software called HighPoint and an Enterprise version dubbed KnowledgeTree. With Vircosoft’s integrated VFilter, it would be easier to manage the number of documents you have stored electronically. Best of all, it is easy to use, so you do not have to worry about spending a lot of time learning how to use it.

The benefits of a paperless office are endless. If you start investing now, you are sure to save a lot of expenses in the long run. Also, not only do you save time and space, you also help the environment. So what are you waiting for? Go paperless now!

Thank you,
Steve Breault “DocMeister”

Go Paperless – Small Price, Huge Value, Fast ROI

Monday, May 24th, 2010

steve-in-white-for-blogsLet me let you in on a secret… vFiler Rapid Indexer makes document imaging, capture and indexing easy and inexpensive.  Hundreds of businesses world-wide are saving thousands of dollars with this powerful Paperless Office solution.

CLICK here to watch a short video and see how

(Registration is NOT Required)

Imagine all of these features for $995

  • Hardware Independent – Monitors / Watches folders
  • All MFPs and Scanners Supported
  • Capture from Multiple Folders
  • Capture from Outlook
  • OCR Multiple Zones, Full Page, or ALL Pages
  • Batch Process & Separate Documents while Indexing
  • Create Pull-down lists for RAPID-INDEXING
  • Database Lookup (Query) for RAPID-INDEXING
  • Creates searchable PDFs
  • Metadata Publishing
  • Interface to YOUR accounting system through ODBC for data validation
  • File documents to Windows Folders
  • File documents to ODBC databases
  • Automatically File documents to HighPoint™ or KnowledgeTree™
  • Launch HighPoint™ or KnowledgeTree™ Workflows automatically by publishing document types or to specified folders
  • Links HighPoint™ or KnowledgeTree™ metadata

STOP paying HIGH upfront purchase and license renewal fees.Businesses are switching to vFiler Rapid Indexer. RIO is fast.

Download and Try vFiler  – Registration Required. Includes Access to Training Videos

Technical Support Contact Information:

888.446.1770 ext 2 (Phone & Fax) Main Office

616.871.0215 Support Lab

Purchase vFiler Rapid Indexer:

Contact: for Price Sheet and Order Form

Have questions or want to talk to our technical support team? Start saving money today!

Steve Breault, “Doc Meister”

The Paperless Office, Beaten to a Pulp and Then Some!

Monday, April 12th, 2010


The Paperless Office has more definitions than, well, definitions. Everyone has an opinion. After over ten years in the business we have pretty much seen them all.

This sound like you? “I want to capture and file incoming images from fax and email. I want to convert & store hard copy paper to an electronic format at bargain basement pricing.  Then I want to easily (automatically if possible) file, store, find and share them and while I save big money.

How? Do your homework on the Search Engines or find a professional to conduct an evaluation of your processes. Buy a good scanner. Buy a good low-cost imaging system that can be easily upgraded as you determine what features you actually need.

Powerful feature-laden systems starting at under $1000.

Call Steve the “DocMeister” in the Morning. 888.446.1770

Paperless Office: Less Work, Reduced Cost, More Value!

Tuesday, February 9th, 2010

Steve Breault

The sweet smell of victory! We have been talking and writing about the coming of the Paperless Office for over ten years and finally people in the know are acknowledging ” we are there”.

At an escalating pace businesses are migrating into a Paperless Office environment. The technology has made the process so simple that you don’t have to be a “techno-whiz-kid” to do it anymore. The public perception has changed dramatically as well. Initially the mindset was that this is a great tool for “big business” but small and mid-sized businesses could not afford the cost of the hardware, software and training. Individuals have not been left out of this exciting opportunity either. Now anyone can easily afford a manage their paper electronically.

All we want is a fast, easy and inexpensive way to process our mountains of paper and the ability to find them again in seconds, often from outside of the office. Fortunately the cost of everything required to move toward a paperless office has dropped dramatically.

Over the past decade new technologies have emerged making this possible including e-mail, low-cost document management systems such as HighPoint and vFiler from Vircosoft, cool applications like Word, Excel, e-books and many more. Making things even easier is the fact that virtually everyone is computer savvy thereby simplifying implementation, training and operation.

Most people refer to the technology as Paper-less because in reality hard copy paper has not gone away as originally envisioned. In fact we are accumulating more paper than ever before. People still like to hold a document rather than read it off of a computer screen. So, the movement is more tuned into digital paper management to control costs, save space and improve efficiencies while enabling us to have our paper, in hand, when we want it.

The good news is that now really is a great time to start implementing a Paperless environment in you business. Most likely you already have the basic necessities; a digital copier, fax machine, a network and access to the Internet. Add an easy to use Open Source Document Imaging Software system and you are ready to go.

Thank you,

Steve Breault “DocMeister”

Document Indexing Software Easy on Any Budget

Wednesday, January 27th, 2010

steve-in-white-for-blogsEveryone wants the most features at the lowest cost, right? Well if you are on a budget but still in need of fast, 100% accurate indexing then you need to stop for a minute and look at what is referred to as manual Indexing or Rapid Indexing at far less cost of jumping into a fully automated system. Document Indexing Software is often referred to as “Rapid Indexing” you get a big bang for a small bite. Many systems offer an easy upgrade to automated systems.

Let’s look at a few benefits:

You do not have to be a techno-whiz to operate vFiler Rapid Indexer. The best of both worlds is the ability to connect to a myriad of document management software applications through Rapid Indexer’s ODBC (Open Data Base Connectivity) connector. Automatic conversion to PDF. 100% accuracy. Low, low cost. ROI super fast.

Imagine this…load your document indexing software onto a workstation or server, easily design work flows (video training comes with the solution) that do what you want done and start scanning. Rapid Indexer plows through your documents like a rampaging wild bull elephant on a mission. Everyone has virtually instantaneous access to the documents from their PC located anywhere in the world at a cost that so much less than manual indexing & filing that to attempt a clever comparison is ludicrous.

Take a peek, watch document imaging software in action and see first hand want all the buzz is about.

Thank you,

Steve Breault “Doc Meister”

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.


¢ 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”