Posts Tagged ‘document management software’
Document management software: Government expert says, “Invest in it”
Not long ago, many government organizations’ mantra was, do more with less. But today, its, do much more with much less. While the need for services is up, revenue to support them is down. Hear John Miri, senior fellow, Center for Digital Government, address government software thats proven to help improve efficiency and the quality of constituent service. Learn more about ECM in government at http://bit.ly/bmczb1.
Duration : 0:4:55
The Genuine Facts About Document Management
With business comes paperwork-lots of it, and that documentation can swiftly grow to such a level that handling it may appear overwhelming. Regardless of the push toward a paperless office and society, paper documents remain an enormous part of our lives.
This has made the difficulties of document storage and document management. Scanning documents and storing them digitally goes a great distance, but if done wrongly it can make a document management problem far worse. Organization is important. Today’s businesses need inexpensive, secure, and user friendly document management solutions. By a long way, the most important advantage of document management is the cash it can save.
Let us take a look at an example. Say you have a worker who earns $20 an hour. It takes him 20 minutes left to the file room, find a file and return to his desk, and another five for him to return the file when he is done with it.
That’s thirty minutes per file. Now imagine he must do that a median of five times every day. That is over four hundred hours of filing a year at a price of $6500. Now multiply that by the quantity of staff you have got and you can see how high-priced it can be to not have a good solution! A system of digital documents letting your workers find what they require without leaving their desks, and with only one or two clicks, can help to save you business resources. Add to this the savings that come from not needing additional Office space to give to file cabinets or having to lease warehouse or space for storage for your archives and how can you not afford to have a powerful document management solution? Another benefit of document management is security. Information burglary is rampant nowadays, both external and internal, and if it happens to you it might cost your company money, buyers, even reputation and standing. A good system can be an efficient solution. Not only can your documents be password protected and secured, but audit trails can show who accessed what info and when, adding an extra layer of security. Accident recovery is one more benefit. A good document management service will enable you to access your info from anywhere and that may get you back in business again fast. Since a new Fed law now needs certain info to be kept, and for firms to be well placed to prove that info is correct and secure, info management is a critical part to most enterprises and useful in the eventuality of a legal dispute or enquiry.
Consult a document management software supplier for more info. They can work with you to design a customised solution that fits your company’s wants completely. They’ll have info on scanner rentals, electronic Document Management systems, and other useful services and products which will streamline your company’s information storage and organization and keep your critical information safe, easily reached, and arranged.
To find out exactly how you can get Invu Document Management info visit my Cintas Document Management website.
Online Document Management: Collaboration & Storage of Documents Online
Learn Online Document Management using HyperOffice ( http://bit.ly/7lM8Qn ). HyperOffice simplifies document collaboration, storage and backup from any web connected PC, Mac or mobile on the planet.
TRANSCRIPT:
HyperOffices document management system lets you store, organize, access and collaborate on files from any internet connected Mac or PC anywhere in the world.
In this video, well show you how to setup the HyperDrive web folders, how to manage the level of permissions, and how to effectively collaborate on a document.
If youre used to opening files from your desktop drive, you still can! HyperDrive lets you access your online groups, folders and documents through a desktop folder, like any other folder on your local drive. Anytime anyone on your team opens an online file through HyperDrive, and makes changes, all saved changes are synched back to HyperOffice.
Documents are stored in folders and subfolders within your groups or personal folder, where you can open them directly from the collaboration suite.
Lets look at more details about a document to collaborate on the document more efficiently. Lets say youre in charge of your team or department. You can manage the level of read/write/delete permissions each user has to reflect their roles and responsibilities. Permissions can be managed for everything from the group to folders, subfolders, and down to individual files.
How about when workers are revising documents, but you want to hold on to older versions? Turning on document versioning lets you keep track of changes made to a file, and who made those changes. You can easily revert back to earlier versions with a single click or even lock the file so no changes can be made. If its an important or widely-used document, youll want to keep everybody up-to-date with the latest version. Turning on notifications automatically sends out email or pop-up alerts to all participants whenever changes are made to a document.
Many companies collaborate on files through email. This can get messy. Rather than having discussions through email, the comments section lets the team have threaded discussions around every document. So you see that in one spot you have the different versions of a document and your teams feedback on it.
The beauty of an integrated collaboration suite is interlinking, which lets you associate files with tasks, calendar entries, or other files, allowing you to keep related information in a bundle. Only an integrated collaboration suite makes it possible to build context like this.
In the tradition of HyperOffice total collaboration, our Document Management system is fully integrated into the online suite and can be accessed directly from your HyperOffice portal. Its an easy-to-use yet powerful way of managing company information. Give it a try. Setup a 30-day free trial online or call us and well personally get you going with online document sharing.
END TRANSCRIPT
Duration : 0:2:36
Introduction Video
Introduction to the Document Locator Document Management software system by ColumbiaSoft. Learn more at: http://www.documentlocator.com
Duration : 0:1:15
Saving Effort and Capital by Storing your Documents in a Document Management System
Document storage within an online document management system can be defined as the process of storing documents as electronic files. The benefits of such a system include not only electronic document storage, but also immediate document retrieval.
Even further, there are hard dollar benefits to using a document management system. We will use invoice processing as an example. The system allows organizations to take advantage of early payment discounts. The accounting department can quickly pull up all related documents involved in the processing of an invoice such as delivery receipts, acceptance documents, etc.
Manual processing may require copying documents or making phone calls to track down the files you’re looking for. With a document management, however, the system pulls up all relevant documents along with authorization to pay. With electronic streamlining, early discounts are easy to achieve.
Organizations are always concerned about the security of their business critical information. This is another benefit to a document management system: no worries about security. With online storage, users can be granted access to specific documents, enabling administrators to secure sensitive information. You do not have to worry about someone leaving private information out on a desk or sensitive files saved on a desktop.
Security isn’t just about access. You also have to ensure that your documents do not get misplaced, lost or damaged. Who hasn’t looked for hours through file cabinets to find the document(s) needed? Sometimes documents are misfiled; other times they are left on someone’s desk.
Documents stored on a computer or network is not document management. Those computer files are typically only available to the person who has access to that computer or laptop. And what is the hard drive files without back up? Those files are gone. Computers also lack the indexing and searching powers of a document management system.
While saving a document, say to your computer or laptop, you may save it as one thing and then later, forget where or what you saved it as, making it nearly impossible to find. Documents on network drives may be better backed up, but still lack the power of document management systems which can index multiple documents into a grouping.
Computers and networks are also vulnerable to corruption, which can cause data loss. With online Document Management, backup and recovery are automated. Documents are still safe in the case of disaster, allowing for a guaranteed functioning business all the time.
Looking to store your business documents in an Online Document Management System? Learn more about Online Document Storage on the DocuVantage site. Don’t forget to sign up for a free trial!
Globodox-Document Management.avi
eDocument Management Solution is a Document Management Company providing services to SMME’s, Corporates & Government. Our services include : Scanning, Indexing, Storage (Offsite). Our Document Management Software products are by far the best in terms of affordability as well as technology.
Leading Document Management Solutions Provider in South Africa.
Contact : daya@electronicdocuman.com
www.electronicdocuman.com
Duration : 0:1:37
Introduction to Document Management Software by Docsvault
Docsvault is a Document Management software designed for the everyday user. Although comprehensive in features, Docsvault is the most simple and affordable document management software in the market today. Try for yourself today.
Learn more at:
http://www.docsvault.com
30 days Trial:
http://www.docsvault.com/downloads.html
Duration : 0:2:55
Document Management Software and Protecting Your Information
Your company has already suffered from budget cuts, and you have transitioned a portion of your employees to “virtual” home Offices. The LAST thing you need is to feel insecure about where your business files and information are as they leave the company network. So how do you protect your valuable documents with remote workers? Here’s a checklist with the most important aspects to consider when looking for an affordable and secure solution for information access and file storage:
Look for a solution with access via the web. By using a software-as-a-service document storage application, you can save money by paying a low monthly subscription and allow your virtual workers easy access from anywhere they can connect to the Internet. The secure web access and storage allows you to maintain vital documents with the company, rather than on a worker’s laptop, and also allows you to easily turn off access for employees when necessary.
Make sure whatever online document management system you use has strong authentication. This includes not only log in authentication, but also data encryption. With the two, this restricts who can access your documents. Users must be authenticated, and hackers cannot intercept the flow of your documents on the Internet. Also, please, please make sure that whatever system you choose automatically logs users out when they are inactive.
Just because your workers are sitting in their home offices, doesn’t mean you lose all control, or really any at all! Many document management systems allow those authorized to set up restricted access for each user. This prevents remote employees from roaming around in information they really don’t need to see.
Turn on auditing to monitor what documents are edited or changed by your employees. In addition to keeping you informed, this truly helps if you need to perform an audit or are audited for compliance reasons. With audit trails turned on, you always know who did what to your documents.
Allow for online collaboration. One of the biggest challenges you will have in transitioning your employees to a remote office is collaboration. Without the opportunity to walk down the hall, or gather in a conference room to discuss a contract, proposal or any other company information, it will be challenging to collect information from a group to create final versions. Luckily, the right online document management system can help you overcome this challenge by providing an easy way to upload information, collaborate and track versions of each change within the document. Never again clog up your inbox with attachments, miss an edit, or worry which version is truly the FINAL version.
Automate a virtual workflow. Some document management solutions allow you to easily create and automate a workflow from within the application. The documents are pushed to the appropriate employee’s task list as soon as they are uploaded in the system and are ready for review. An additional benefit is the ability to stop sending documents using e-mail. Instead, the application will send notifications reminding the employee(s) that a document is ready for review. The documents are maintained and secure in one location giving the company complete control of their mission critical information.
So, no need to cringe at the thought of remote workers. As budget cuts are quite the reality in today’s market, you can implement virtual workers and still feel safe. Online Document Management is delivered as an inexpensive software-as-a-service, ensuring that your business information is handled efficiently, productively, and best of all, securely.
Learn more about online document management. Visit the DocuVantage site where you can find out about document management systems and what they can do for you.