digital document scanning & filing
The rules of business have changed. It's not the size of an organization that matters; instead, it's about who has the quickest access to the most important information. Not such an easy task, considering the growing flood of data.
With a well designed electronic document filing and records management system, all of the knowledge your company needs is housed in one document pool. Everything can be accessed through keywords, with the help of select lists, or by combing through the entire document pool with a full text search. It doesn't matter if you are looking for a letter, fax, file, chart, note, report or e-mail message. It doesn't matter who filed it. You will find what you are looking for. And you will find it quickly. The complete and current knowledge of your organization can be accessed 24-7 with a few mouse clicks.
Images from document scanners and digital copiers are transferred directly into he filing system. This makes capturing paper documents extremely simple. With robust full text recognition (OCR), a stored document can be retrieved on a word-for-word basis. Barcodes are automatically scanned, their information added as keywords and linked to external data sources for enhanced indexing.
Harness the power of electronic filing with a central document pool, integrated SQL server, and connection to Oracle and other databases. Automatic transfer of index criteria, full text indexing, hierarchical storage management and distributed data management round out the functionality. Self-contained file cabinets on CD and DVD add additional security and flexibility.
Immediate Savings
Filing isn't something you do just for legal reasons. It's really the complete know-how of a business that can be found in its documents. The number of documents, files and e-mail continues to grow exponentially. Unfortunately, the costs associated with maintaining and searching through an extensive file system has also grown. Not anymore. Digital filing reduces these costs dramatically. Documents can be found instantly, even those stored over decades. They can't be misplaced or filed incorrectly. And they definitely can't be tampered with
Secure Storage
Storage of sensitive data becomes exponentailly more secure in a digital format - not only do you benefit from computer network and logins but also through high-security encryption.
Email and Groupware
MAPI-interfaces to Outlook/Exchange and a connection to Lotus Notes lets you store e-mail and other Groupware objects in a central document pool - automatically. No more separate filing for these documents. Plus, e-mail databases aren't overloaded, simplifying their administration.
Accounting / Financial Records
Using the universal interfaces TIFFMAKER and COLD, you can easily store data and documents from virtually any business or accounting software program in one central, tamper-free document pool. Even incoming invoices can be automatically filed with the help of barcode recognition and external index enhancement.
Share Infomation Across Departments
ACCOUNTING: Invoices, bills of lading, statements and packing slips. Nothing is booked without a supporting record. These records need to be stored for a long time and need to be accessible to you at any time. Automatic filing and rapid access to these records have become standard procedures for companies.
HUMAN RESOURCES: Contracts, evaluations, reviews and letters of recommendation. Employees are your most precious resource, and that's a documented fact! With electronic personnel folders preserved in your electronic filing system, you keep the information under control. Secure and completely protected from unauthorized entry, you can page through every employee's history right on the monitor.
PRODUCTION, SUPPORT AND R&D: Inventory lists, blueprints, service records, standards and specs. Just think of the efficiency, to be able to access all the right documents from any workstation. You have a direct path to any shape or sized document - from large drawings to scribbled notes, regardless of the document's source.
SALES: Price lists, customer orders from the last six months, charts showing regional prospects and sales forecasts. Since success in sales comes from making the most of information collected for and about your customers - keep that information easily accessible. Because one thing is for sure: you can never be armed with too much information when you are out in the field.
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