Posts Tagged ‘Document Capture’

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”

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
  • UNLIMITED DOCUMENT PROCESSING – no click charges
  • 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:

http://support.vircosoft.com

support@vircosoft.com

888.446.1770 ext 2 (Phone & Fax) Main Office

616.871.0215 Support Lab


Purchase vFiler Rapid Indexer:

Contact: sales@vircosoft.com 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

steve-in-white-for-blogs

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

The Paperless Office Lowers the Cost of Managing Your Business

Sunday, February 14th, 2010

Steve Breault

Is your office a beehive of paper-chasing activity? Most have employees scampering around searching for mislaid or lost documents. The time wasted adds up to really big dollars! The Paperless Office makes it easy when anyone wants to find a document by using the retrieval tools available in the document imaging system. Having access when needed is critical. If the documents are easily accessible the cost falls through the floor. Access is provided by the document imaging system. There continues to be major enhancements in scanning technology enabling the conversion of paper documents to electronic images fast, cheap, and easy. Purchasing a business quality scanner moves paper documents into your database system simple.

Your storage system provides long-term and reliable repository for your electronic paper. A reasonably priced storage system will accommodate changing documents, mounting volumes and advancing technology. Indexing creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective. The Vircosoft retrieval system uses information about the documents, including index and text to find images stored in the system. A good retrieval system will make finding the right documents fast and easy.

Storing records in an imaging system both maximizes retrieval ease and speed and markedly lowers storage cost and employee expenses. Envision being able to look throughout all active and inactive files for any buyer from your desktop. Document Indexing enables you to allocate or route a document to anyone anyplace on the network. Taken in its entirety imagine how much you can reduce the cost of managing your business while increasing your efficiency.

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.

Summary:

¢ 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”