Posts Tagged ‘document imaging software’

Document Imaging Software Increases Office Efficiency and Saves Money

Friday, August 31st, 2012
President and Founder of Vircosoft

President and Founder of Vircosoft

Document Imaging software can help business owners and managers in easily locating, scanned files, PDF papers, records and other electronic documents. The software to manage documents can be a web-based application or computer software. Today, businesses must not only manage electronic documents but also know how to deal with problems that are associated with managing these documents like version control and finding the right documents. The need for a good Electronic Data Management Software (EDMS) is clear and any product you get must be able to solve your problem. However, not everyone can afford to buy an expensive EDMS. There are many managers and personal users who are looking for a free solution to their problem. These people can get good open source document management software that can help in solving their problem.

There are several tangible and intangible benefits of getting an electronic document management system. Here are some tangible benefits of getting this system:

Reduce storage

When you have EDMS software, you don’t have to maintain a hard copy of the documents. Almost all the paper documents can be saved as electronic documents which can be saved in an archive or within the business. This will help in reducing the storage requirements of your business.

Reduce retrieval time

Getting paper documents from an archive or a storage facility can be more time consuming when compared to electronic retrieval of documents. EDMS not only reduces the retrieval time but also help in conducting advanced searches. Conducting these searches can be especially useful when you are trying to make some major changes or searching for information or data that is subject to litigation.

Reduces cost

If you maintain paper documents, you have to take print outs of documents which will increase your expenses on paper and toner. Paperless office is not possible but it is anticipated that using EDMS can help in reducing the need for paper copies of documents. Even if you use an EDMS that does not have electronic signature capability, you must only get the master paper printed which will reduce expenses.

Improve productivity

When documents are electronically stored, employees have to spend less time searching for the documents. Improved document approval and review cycle will reduce processing time and improve the efficiency of business.

Improved disaster recovery

Most EMDS contains important business document and has a disaster recovery system that allows the user to restore the documents when there is a disaster or disruption.

EDMS not only offer several tangible benefits but can also offer some potential intangible benefits. Some of the intangible benefits offered include:

a) The documents that are stored electronically are more secure than paper documents. These electronic documents are stored in a secure location which ensures that only the right people get access to these documents.

b) When the documents are electronically stored, there is improved compliance to legislation and regulation.

c) There is central management and control of all electronic documents.

d) There are reduced chances of documents getting lost or stolen.

e) EDMS can help in enhancing competitive situation as it improves internal documentation processes.

f) Customer service improves as employees have faster access to important customer information.

Digital Document Management Software is a Business Benefit

Monday, September 12th, 2011

Steve Breault, Vircosoft Founder / CEO

Every business owner who has incorporated document management software in the setup of the operations of their companies is talking of the great benefits of digitizing paper documents. Digitizing your existing and incoming paper documents is the role of efficient document management software.  The software will perform this task by using capture and indexing tools and it is a performance enhancer when incorporated into the network processes of a business and it can be used to improve efficiencies of your business and also cut overhead to the barest minimum.

What document management software will help you achieve: Digital business document management solution is a computer based software application that allows you to create a document or scan an existing document, store, edit, and retrieve it when you need to do so within seconds. The application will also assist you to share your business documents within each department and among various departments of your company. If you need to email, fax or print any document, the software will help you achieve all that and much more.  In fact, you can manage your scanned paper documents and the electronic documents from any location outside your business premises with full security in order to prevent any unauthorized access to your business information once this enabling software has been installed to work with your business applications.

You no longer need to worry about being overwhelmed with the sheer volume or accumulated number of paper documents you and your employees have to handle in the course of running your business once the operation of your company has been made paperless with the business document management software.

Benefits of deploying business document management software in your business setup: Any efforts made at making an office paperless gives many benefits of which the followings are notable.

  1. Improved work efficiency of employees. Business document management application allows many users to access any given document already scanned or electronically stored simultaneously thereby resulting in getting work done faster. The effect of work efficiency translates to customer satisfaction as customers will see your company as being client focused and an efficient company a customer would want to do business with particularly where documents needs to be emailed to clients.
  2. A savings in time and costs. Companies are known for dealing with much information and where you have your documents already well organized by folders, tags and types of documents with the use of digital document software, time wasting is eliminated because a quick search attempts will locate the needed document within seconds.  Besides the cost savings in terms of cutting overhead expenses since you do not need to employ people who would be there to help you file and search for paper documents from file cabinets, most document management applications offer you a one off expenses particularly if the system you choose is a desktop application which you only need to buy once and then use it as long as you wish to continue using it.
  3. A good recovery in time of disaster. With the advent of cloud technology, business document management software work to store your scanned paper documents in the cloud away from the effects of any type of disaster and hence make running your business stress and worry free when it comes to preserving your business documents from disasters.

Document Management Software is an Essential Business Tool

Friday, August 5th, 2011

Steve Breault, Vircosoft Founder / CEO

Business document management software has become an extremely important and popular business tool for all kinds of businesses be it small, medium, and large scale enterprises. As an essential business working tool, business document management solution will help your business to save time in every known critical aspects and also substantial amount of money. While helping your business to save time, your employees will now have to spend much of the time they have while at work in doing more in the core areas of your business which is bound to increase productivity and the bottom line of your business. Here are some of the numerous ways this important business tool will bring extreme automation to your business setup.

It has easy learning curve and integrates well with most computer based applications: Document management software integrates easily with most Window based computer solutions like the MS Office applications. It has soft learning curve as a key component of its importance as a tool once it is incorporated into your business arrangement. So, it is easy to use as a business working tool.

It saves costs and increases productivity: If you want to increase the productivity of your business, integrate the document management software and experience a drastic reduction in the time commonly wasted by business managers and employees in searching for and updating paper based documents which could even be easily lost or misplaced while in transit. It eliminates the human error factor that commonly go with handling paper based documents and the use of the file cabinets for storing business documents.

Once your business documents are scanned, indexed, and stored online by this business document management tool, it helps you to save overhead costs on many back office employees which paper based businesses often employed to search for and store physical paper documents in file cabinets on a daily basis. It gives you the opportunity to grow your business profits once the costs of running your business have been minimized.

It enhances the automation of online real time departmental file sharing processes: If you choose an efficient business document management solution, you will gain the benefits of easy sharing of business documents online real time within and across your company departments. That way, this business tool automatically eliminates the chances of documents getting duplicated, lost or deleted as a result of lack of internal control.

It automates storing and management of business emails: Document management software has inbuilt email capture and communication management device that helps in making auditing of business emails possible for the benefits of your business information security through automation.

It helps you keep with any official business sector regulation on the lifecycle of business documents: As an essential business tool, business document management has features that help businesses keep with whatever official regulations they have to observe regarding the process of identifying, indexing, archiving and disposing of business files irrespective of the sector of the economy your business operates in even if it is highly regulated by any government agency.

 

 

Document Management Software Improves Efficiency

Monday, May 16th, 2011

 

Steve Breault, Vircosoft Founder / CEO

Steve Breault, Vircosoft Founder / CEO

One of the major benefits of deploying technology in business is to improve the way the business is run, minimize costs and hence increase its net profits. Any business related technology that fails this basic rule should not be deployed in any business at all. Document management software is a computer-based technology that guarantees business efficiency and reduces the costs of doing business by cutting labor costs considerably. Here are some of the many ways business document management application aids the efficiency of a business.

Business document management solution stores and retrieves files with ease: When business document management software is deployed in a business, all the business documents can be managed with ease through easy storage and retrieval procedures. Every needed business file will be right at your fingertips in seconds through your computer  while such document will also be available to any other  authorised user at any other place without the constraint that off-site file cabinets symbolises. Any worthwhile business document management software should give you three- fold confidence on improved productivity, prevention of loss of data, and prevention of data theft.

Document management solution will streamline your business operation: Once deployed, streamlining your business operation is a built-in fundamental objective of the business document management system. With the document management solution in operation in a business, cluttered desks and cases of lost documents as a result of using the file cabinets will no longer be issues to worry about.  Also, satisfying the regulatory requirements on file retention will be taken care off once the document management solution becomes functional in your business.

Business document application will help you comply with regulatory demands: Document management solutions are well applicable to such highly regulated businesses as the companies in the healthcare industry. So, a hospital that deploys the document management applications will have all the necessary regulatory details imputed in it in order to make the file management solution unique to your healthcare business. The same applies to law firms, educational institutions, and manufacturing companies. Hence, your ability to keep up with regulatory compliance matters while managing your business files electronically will pose no serious challenge to you once the document management software is deployed in your business.

Electronic document management system is easy to learn and use: Tested document management application is easy to learn and put to use because it easily blends with prevailing business processes and guidelines. The software is designed to quickly capture and process document, index each file, store the document, retrieve the document with ease, and distributes or even archives the file. This file document which could be in any form is stored online automatically by the business document management system.  Every stored document is protected from unauthorised alteration of any kind and it is completely protected from any unauthorised access with the use of the most sophisticated and reliable firewall technology security system.

Record management is a very important part of any business. Record keeping therefore has to be done in one form or the order. However, whatever form is adopted for storing business documents needs to take into consideration efficient indexing system to satisfy the legal compliance requirements for file retention purposes.

 

Document Management Software Replaces File Cabinets

Tuesday, May 10th, 2011

Steve Breault, Vircosoft Founder / CEO

Steve Breault, Vircosoft Founder / CEO

Business document management software is a document filing system solution for your paperwork files that works just like your preferred Internet search engine in efficiency whenever you need to retrieve your files. Hence, it replaces the file cabinets and makes your business document management system more reliable and efficient. 

Benefits of Using Document Management Software: Document management system is a very powerful and yet it is an easy to use computerised file indexing system that guarantees to completely transform the relationship you and your employees have with your file cabinets. When this filing system is in operation in a business organization, it eliminate the costs associated with recreating lost documents when such documents get lost in transit due to the use of physical file cabinets. 

When you deploy the business document management software in your business enterprise, it removes the huge hidden cost that has to do with managing the paperwork in your office. Think of it, dealing with office cabinet filing system is a chore on its own that requires a decision on where to file the document, the sequential location of the file and how to quickly retrieve the file when needed. Much of that requires time and labour and the labour costs involved can be very substantial on the long run.

Good business document management software should be very easy to understand and use by whoever needs to access and make use of the records. The twin challenges of how to store the documents and recognizing the location where the records were stored will be solved once the document management software is deployed in an office. Whatever the nature of a business, good electronic file management software offers a great deal of adaptability, user friendliness and file storage efficiency.

How to Choose the Right Document Software: Now, if your company has employees on its payroll who spend a great deal of their time on daily basis at work on filing or retrieving documents using file cabinets, or your business has been spending a lot of money monthly on warehousing old paper documents, then it may be in order to consider finding out about how to choose the right electronic document management software solution for your business.

Here are some tips you can use to investigate and select the appropriate document management software solution for your business from the numerous applications available on the market today and hence save yourself from frustration.

1.      Understand what content is involved in your business documents and how your process works. This step is needed to choose the software technology that will improve your business processes the most.

2.      Choose a system support personnel who would be responsible for evaluating the potential electronic document management solution.

3.      Create a template for the required applications that are specific to your business needs.

4.      Use the following tips to evaluate potential document management vendors:

i.                 Find out the background of the company.

ii.                Find out if their products comply with the standard expected in the industry.

iii.               You may want to know the market share of the product.

iv.               Obtain and verify references.

v.                Ask questions about the financial strength of the company.

You may conclude your selection process with asking about the experience of the vendor regarding the product and its implementation and thereafter choose a system.

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”

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”

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. 

Document Management Software Goes Mainstream

Thursday, December 9th, 2010

Steve Breault

Document management refers to the means by which organizations plan, create, organize, control and share information. Businesses today revolve around several types of documents such as charts, memos, reports, orders and spreadsheets. And effective management of these documents is imperative to ensure that your business stays on track. Records are not just the structured data maintained in the databases, but also include other type of files such as presentations, invoices, pamphlets, information brochures, forms, and so on.

Document management software is a computer program that helps in effective management of all type of documents for easy retrieval and storage. It is particularly designed to systematically store data through automatic data capture. Such software is of tremendous help when your business requires maintenance of records in different file formats such as PDF, text, image, sound clips, and so on.

There are several types of document management software available in the market and you would like to choose the one that best suits your organization’s needs. Knowing exactly what type of records and data are required to be maintained for your business is essential for you to select the right software. For instance, what records or documents are you planning to upload on the document management software? Will these be active records maintained by your organization or archival data? How often will you be accessing this data? At what levels will the data be shared? These are some of the questions that need to be answered while choosing and purchasing document management software.

You must also understand what the software does before purchasing. Automatic data capture, forms recognition, PDF creation, version control and document imaging features are some of the functions you must check. For example, you may like to save all the incoming invoices in a database format. The forms recognition feature of document management software helps capture all the required fields on an invoice and save it in a database format on your computer system. Also, same can be saved as an image file by simply scanning and saving using automatic data capture.

Though cost of software and your budget is an important factor, with a little bit of research you will definitely come across affordable options available in the market. Most companies have different versions of the same software so you can choose the one that fits your requirements. For example, if you own a small business, you may require a more affordable version which fulfills minimum requirements for your specific business. Also, some companies allow you to upgrade to a higher version of the software as your business grows and requirements increase.

Records are the most important entity while conducting any type of business. It’s evidence that a transaction has taken place in your company on a particular time and date. These may be required for making important decisions, during an audit, risk analysis and many other critical operations involving your business. To be reliable and authentic, records in any format must be correctly created, controlled and saved for easy retrieval when needed. Document management software provides a robust, affordable solution for maintaining records.

Manual systems probably worked great in the past. However, with the world moving at a fast pace your business needs to keep up with the times. Everything today from banking to education has moved online. Most people today find transactions such as online payment of bills and filling up of forms for a magazine subscription very convenient. At some point you may be faced with a situation where your competitors are succeeding simply because they have a better document management plan.

Installing document management software is an essential part of your business and extremely necessary if you want to stay in the competition. Sooner or later your clients would start demanding faster processing of their transactions. As a result you will require an automated system to take care of creating and maintaining records, while you look after the needs of your clients. Effective implementation of your document management plan is the best way to help your business grow and stay ahead of the competition.

Steve Breault “DocMeister”

Business Document Management Cuts Costs

Thursday, July 1st, 2010
Steve Breault, CEO

Steve Breault, CEO

It is essential for any business to file their documents in an organized manner. Records, whether on company matters, employee information or other significant data, must be stored and categorized accordingly so it would be easier to retrieve when it is needed. Most companies employ a paper based system using equipment such as printers, copiers and filing cabinets for business document management.

What they don’t realize, however, is that these equipment increase their expenses and also take up a lot of space. To cut costs, companies should consider purchasing document imaging software for their document management needs.

While the task of transforming your company in a paperless office may seem daunting, the advantages that you will gain after pursuing it are definitely satisfactory. Utilizing document imaging software would not only reduce expenses in the long run but also make arranging records hassle-free. Instead of printing on paper, making copies and keeping these in filing cabinets, the software would completely eliminate the use of paper, enabling companies to replace bulky cabinets with one or two computers that store all their files, thus saving space and money.

Document imaging software is used to scan documents into images, which are then transformed into digital files and stored in computers. All records, even if it is handwritten or printed, can be deciphered and transformed into images. The best part is that the software enables users to alter the scanned files, so they can add or remove text as they see fit, as if they are accessing the file with a word processor.

Another advantage is that these kinds of software are incorporated with a barcode reader, which can detect several types of bar codes and is very useful when capturing several documents all at once. Since some documents are already embedded with bar codes, the bar code reader can interpret the information found within the code and use that to store the file accordingly. These features make it easier to scan multiple documents at the same time, without worrying that it can mess up the arrangement of files.

Once a company decides to make use of this method, business document management would be easier if companies decide to purchase software made by Vircosoft. Vircosoft produces the most powerful document imaging software available in the market today, and best of all it is set with a very affordable price. Their two applications, HighPoint and KnowledgeTree are integrated with a powerful tool called VFiler, which promises to take care of automatically filing, managing and keeping track of your files. VFiler would classify your files in an orderly fashion, and would
produce an index of all the documents so they can be searched using keywords found in their file names. So if you want to cut costs without sacrificing productivity, make sure to trust Vircosoft.

Thank you,

Steve Breault “DocMeister”