Document Management

Imagine if you could find the information you need in seconds with one search?  Today information is stored in many locations including paper filing cabinets, network servers, local hard drives and email in boxes. 

It’s no wonder that today’s knowledge workers spend up to 30% of their time looking for information.  The scary thing is that many times they don’t find what they are looking for!

What is it?
Document Management technology creates a central repository for scanned paper, digital files and emails.  With all of this information in one place documents can be found quickly.

What does it do?
Document Management streamlines business processes, helps ensure compliance with government regulations, facilitates collaboration and creates a disaster recovery strategy.

Instant Access
Unlike a paper filing system that only has one index field, documents are filed with multiple index fields.  For example, a file could be referenced by customer name, account number, address, account type and order date.  You would only need one of these pieces of information to find the document quickly.

Collaboration
Document Management allows multiple users to see the same documents on their computer screen.  This allows collaboration without making multiple copies of a file.  Notes and comments can be added to the document so everyone is on the same page.

Password Protection
Security and privacy are the foundation of compliance with many new government regulations.  With Document Management in place all of your documents are password protected.  And you administrators can see a viewing log.

Records Retention
Enforce a records retention program.  With Document Management records that have passed their statute of limitations can be deleted reducing legal liability.

Remote Access
If you have multiple offices, home offices or staff that work in the field Document Management gives them the information they need.  Remote access can allow users to see files securely over the internet or a VPN connection.

Disaster Recovery
Paper documents are vulnerable to natural disaster, theft or fire. A Document Management system allows paper files to be backed up off site ensuring business continuity if disaster strikes.