Posts Tagged ‘imaging’

The Benefits of a Paperless Office

Friday, June 11th, 2010

Steve Breault, CEO

In 1975, a technology expert predicted that offices would be handling records electronically by the year 1990. Nearly two decades later, the basis for this idea, a paperless office, is yet to achieve fruition.

A paperless office encourages a work environment which eliminates or has minimal use for paper. In an age where technology continues to make life easier, a paperless office is ideal for companies looking to save at cost and production. Instead of shelling out huge amounts of money to buy printers, copiers, paper and envelopes so information and documents may be disseminated or filed, a company may save more by investing on a set of scanners and filing their records digitally. Going paperless also saves a lot of space, especially in a small office. Filing cabinets tend to be huge, take up a lot of room, and can only be used for a single purpose. Computers, on the other hand, can be portable and used for a variety of things.

Digital records are also more accessible to those who want to view them, thus saving time and energy. Imagine having to open dozens of drawers and browsing through hundreds of folders just to acquire a single document – that would be frustrating and exhausting. However, if records are stored electronically, a few clicks and typing a few keywords is all it takes. Also, if copies need to be circulated, sending the files via electronic mail is more convenient and only takes a few seconds to be received.

Plus, with the help of gadgets like cell phones, PDAs and portable computer tablets, you can view whatever you need anytime, anywhere. Tablet PCs also save people from having to walk around carrying pads of paper to meetings and conferences. Anything they have to jot down they can draw on the tablet and it can be saved and viewed at a later time.

It also doesn’t hurt to know that a paperless office helps care for the environment. With the ever looming threat of global warming and other environmental risks, more and more people are looking to save the planet, going paperless will encourage conserving trees.

All in all, the prospect of a paperless office may sound a little scary, especially to established companies who have gotten through years of paper dependence. Surely it will take a lot of work to transfer every record electronically, but in the long run, a paperless office will be more efficient and beneficial, especially in a generation where people witness technological advancements every day.

Steve Breault “DocMeister”

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: Defying The Bad Economy

Tuesday, March 9th, 2010

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Sales of vFiler™ our document imaging software are UP, UP, UP!

Some people are buying vFiler™ to automatically file documents hands-free into their current document management system and others are creating their Paperless Office by bundling vFiler™ with our HighPoint™ or KnowledgeTree™.

Offering great products and services is one thing. Reaching NEW motivated customers, especially; during a recession (not over yet regardless of what the politicians say), when the private sector is under attack and tumultuous economic times, is quite another!

When the catch is dwindling, add bait and throw a bigger net. Right?

Today, I don’t think a conversation about market expansion and increasing sales can take place without focusing on Search Engine Optimization.

SEO saved our bacon this past year. I have to tell you, SEO work on Vircosoft has paid dividends, in spades. Our consistent Google Page #1 position (often #1 on #1) has provided a visibility we could hardly dream about one year ago.

It’s all about DOMINATING your market whether it is local, regional, national or international.

Do you DOMINATE your market on the Search Engines?

We do.

Check this out. Vircosoft and SEM Masters on Page #1 of Google.

Click on these “keyword phrases” we optimized…

Open Source Document Imaging Software

Destin SEO Services

See why we are winning sales! People can find us FAST!

SEM Masters may be able to do it for you, if you act now.

Why? Your competitors are joining the race to DOMINATE your market.

Is your web site really working for you? Receive a Free Review: CLICK

We are your one-stop Shopping Center for:

  • Low cost world-class imaging, capture and indexing software
  • Open source document management software
  • SEO Internet Marketing Services

Check out our Blogs for a lot more great information.

Vircosoft Blog

SEM Masters Blog

Thank you,

Steve Breault “DocMeister”

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 Capture and Indexing Software Reduces Costs of Shipping and Data Input

Wednesday, October 14th, 2009

steve-in-white-for-blogsDid you know that you can save money in labor costs by scanning your documents into an automated document capture and indexing system? Once scanned your documents can be electronically transmitted to anywhere in the world in seconds and provide virtually immediate retrieval. What if your employees could operate from any PC with a browser, whether at home or in another town, city, state or country, while reducing cost, drastically and increasing efficiency. Capture software frees up employees time to accomplish other important tasks.

Using vFiler to capture, validate and automatically file your documents.

vFiler from Vircosoft is world-class document capture software used by companies of all types and sizes, worldwide. vFiler provides a faultless integration to your back-end business applications and image repositories. ODBC (Open Source Database Connectivity) technology provides instantaneous verification, validation and indexing of your documents, hands-free. Software is not required on the remote client, thereby eliminating administrative management. vFiler is low-cost, high value document capture software, easy to install and utilize. The ROI is fast, generally under 90 days, often sooner.

Here are a few Key Features of vFiler

” Hardware Independent – Monitors / Watches Folders

” All MFPs and Scanners Supported

” Capture from Multiple Folders concurrently

” Capture from Outlook

” Automatically Split Multi-Page Documents Easily

” Automatically adjust, De-speckle, de-skew, rotate and resize images

” Auto-Orientation

” Reads 134 Barcode Types (1D and 2D)

” OCR Numerous Zones, Full Page, All Pages, or Selected Pages

” Create Searchable PDFs

” Interface to Your Accounting System through ODBC for data validation

” UNLIMITED Document Processing – NO CLICK CHARGES

” Forms Recognition

” And much more…

The payback to business, including improved organization of paper, reduction in the cost of administration, management and storage can be significant. Electronic paper management using capture technology is where smart businesses are going both to better operate today and to be well equipped as the economy improves. Compete better and earn more, now that is capitalism at its best.

Many business applications can benefit from remote data capture solutions, especially isolated organizations, including transportation, human resources, healthcare, finance, or government. Even traditionally centralized capture operations now typically have a few remote scanning or verify stations, just to give IT more options for increases in volume or temporary reassignment of tasks.

Steve Breault (DocMeister)

Affordable Document Capture Software