Time and Money Savings
There is a tremendous hidden cost generated by the time consuming manipulation of paper files. In average, an employee may spend about five minutes searching for a requested document and then transporting it to a specific location. If each person uses, say, four documents daily, the time wasted this way by that person would be about two weeks per year. In the case of 10 files accessed daily, an entire month will be wasted each year. By using CramEasy Document Management System the search for a document lasts only seconds, reducing considerably the time wasting.
You can backup your entire document database such that any cost of document recovering is eliminated.
When use the electronic documents into document management system you reduce the costs associated with the hardcopy documents, such as cost of the paper, printing, archiving and storage space.
Documents Security
CramEasy protects your documents and folders from being accessed or modified by potential intruders. The document management system usage is permitted only on a user and password based access. Accessing rights for both users and groups can be assigned at a folder level.
Document Recovery
No matter the document format, there exists always a probability for the occurrence of unfortunate events which may lead to the destruction or loss of the documents. Using CramEasy you can periodically backup your entire document database and restore it in the case of accidental document loss.
Easy Access
CramEasy facilitates the access to the entire collection of documents independent of the physical location of the user. A significant advantage, when compared to the paper based documents, is provided by the fact that several persons can access simultaneously the same document.
When a document is accessed for modification, the system is designed not to allow concurrent changes in order to avoid compromising the information contained in the document. Practically only one user at a time can modify the document while the others can only visualize it.
Process Consistency
Independent of the size of your organization, the system helps you defining sets of rules and document workflows for optimizing the document handling. The document workflow definition can be easily accomplished using the provided graphical workflow editor tool.
Although it is possible that different departments to possess different document validation processes, CramEasy ensures that once having the processes defined, they are going to be followed exactly by each employee. Thus, the document data will remain consistent, even when used by new or inexperienced employees.
Easy Document Search
CramEasy provides several ways to search and categorize the documents. You can organize the document folders in a hierarchical structure and each document may be placed within a category and may be given supplementary information for classification purposes. In addition to category-based search, you can take advantage of the document full-text indexing and full-text search capabilities, a time consuming task in the case of the documents in paper format.
Thursday, January 6, 2011
Document scanning solutions: benefits and advantages
Document scanning solutions: benefits and advantages
When it's time to shop for document scanning solutions, focus on two main benefits to determine the value of the purchase: cost savings and security.:
Cost savings
One of the biggest hidden costs that paper-intensive businesses face is the time it takes to work with paper files. Employees spend valuable time walking to and from central records rooms and finding and replacing documents. A document scanning solution makes employees more productive, since they can work with those documents without ever leaving their desks.
Document scanning solutions also eliminate the costs of lost documents, and can even provide savings in the form of reclaimed office space that had been used for paper storage.
Security
If you're not taking data security seriously, you should be. Threats from outside (competition, identity thieves) and inside (disgruntled employees, employee theft) threaten the integrity and value of your most important information. Document scanning solutions can provide several layers of security:
* Multiple levels of password-protected access for groups and individuals
* Encryption of document contents
* Audit trails showing who has accessed or updated documents
Other benefits to document scanning solutions:
* Disaster recovery. Document scanning solutions typically include off-site data backups and other steps to ensure that a fire, flood, or break-in won't cripple your business.
* Access. The right document scanning solutions allow more than one person to look at a file at the same time - and provide your employees with access to vital records regardless of location. In addition, multi-layered access allows employees to see and change only the documents they're authorized to handle.
* Process consistency. One benefit that matters more to larger companies is that a document scanning solution will enforce consistency. You'll be able to take advantage of consistent filing, naming conventions, and workflow as you add new employees or cover for vacationing staff.
Try free Document Management at www.crameasy.com
OR
www.vt3soft.com
When it's time to shop for document scanning solutions, focus on two main benefits to determine the value of the purchase: cost savings and security.:
Cost savings
One of the biggest hidden costs that paper-intensive businesses face is the time it takes to work with paper files. Employees spend valuable time walking to and from central records rooms and finding and replacing documents. A document scanning solution makes employees more productive, since they can work with those documents without ever leaving their desks.
Document scanning solutions also eliminate the costs of lost documents, and can even provide savings in the form of reclaimed office space that had been used for paper storage.
Security
If you're not taking data security seriously, you should be. Threats from outside (competition, identity thieves) and inside (disgruntled employees, employee theft) threaten the integrity and value of your most important information. Document scanning solutions can provide several layers of security:
* Multiple levels of password-protected access for groups and individuals
* Encryption of document contents
* Audit trails showing who has accessed or updated documents
Other benefits to document scanning solutions:
* Disaster recovery. Document scanning solutions typically include off-site data backups and other steps to ensure that a fire, flood, or break-in won't cripple your business.
* Access. The right document scanning solutions allow more than one person to look at a file at the same time - and provide your employees with access to vital records regardless of location. In addition, multi-layered access allows employees to see and change only the documents they're authorized to handle.
* Process consistency. One benefit that matters more to larger companies is that a document scanning solution will enforce consistency. You'll be able to take advantage of consistent filing, naming conventions, and workflow as you add new employees or cover for vacationing staff.
Try free Document Management at www.crameasy.com
OR
www.vt3soft.com
Document Management System VT3soft.com
Does Your Business Need A Document Management System?
Information. Your business depends on it. But can your employees easily locate the information they need when they need it? In most companies, documents are stored in a variety of places – on networks, on individual PC hard drives, CDs, and zip drives, in file cabinets and in desk drawers. To complicate matters, the people who need to access these documents are often situated in different locations as well.
The answer for an increasing number of businesses – large and small – is a document management system, say Texas CPAs. The following information can help you determine if a document management system is right for your business.
What is a document management system?
Document management is an organizational method. More specifically, it is a technology-based means of storing documents. Documents (and sometimes images) are held in a single repository that simplifies managing and retrieving the files when necessary. Since organizations have diverse needs, systems are often custom designed.
How does it work?
Document management typically begins with using a scanner to convert paper documents into digitized images. Once all files are electronic, it is easier to organize the information.
In the next step, sometimes referred to as indexing, the scanned image is typically given a name containing the date. The user is often asked to type in additional "tags" or indexing criteria. For instance, if you were scanning a customer’s financial plan, you might tag it with the name of the customer, the words “financial plan,” and the date. The system stores the scanned file by associating the image with the tags. Accurate tags make it easier to find the document you need.
Some document management systems also have a function called “optical character recognition” (OCR) built into the scanning process. As the document is scanned, the OCR software “reads” the page and stores the text as tags to facilitate future retrieval.
When you need to retrieve a document from the system, you perform a search by entering one of the tags. The request is processed and the information is retrieved.
Document management systems include security measures to ensure that only authorized users have access. These measures determine which documents certain people can read, and what actions or modifications they can make.
Benefits to the business and its employees
An effective document management system helps companies become better organized by making it easier to file, share, retrieve, and secure information. Employees can also be more productive since they save time searching for business critical information. A good document management system also facilitates collaboration, decision, and the ability to build upon the work of others.
Digital files have functionality that is not possible with paper files. With a document management system in place, multiple people, even those working from home offices or the field, can access and work on files simultaneously.
Improved customer service is another important byproduct. Files are at the fingertips of all employees so that customer inquiries can be answered more quickly and effectively. There may also be a savings in printing and copying expenses and less need for onsite and offsite file storage space.
Try crameasy free Knowledge and document Management system
www.vt3soft.com www.crameasy.com
Information. Your business depends on it. But can your employees easily locate the information they need when they need it? In most companies, documents are stored in a variety of places – on networks, on individual PC hard drives, CDs, and zip drives, in file cabinets and in desk drawers. To complicate matters, the people who need to access these documents are often situated in different locations as well.
The answer for an increasing number of businesses – large and small – is a document management system, say Texas CPAs. The following information can help you determine if a document management system is right for your business.
What is a document management system?
Document management is an organizational method. More specifically, it is a technology-based means of storing documents. Documents (and sometimes images) are held in a single repository that simplifies managing and retrieving the files when necessary. Since organizations have diverse needs, systems are often custom designed.
How does it work?
Document management typically begins with using a scanner to convert paper documents into digitized images. Once all files are electronic, it is easier to organize the information.
In the next step, sometimes referred to as indexing, the scanned image is typically given a name containing the date. The user is often asked to type in additional "tags" or indexing criteria. For instance, if you were scanning a customer’s financial plan, you might tag it with the name of the customer, the words “financial plan,” and the date. The system stores the scanned file by associating the image with the tags. Accurate tags make it easier to find the document you need.
Some document management systems also have a function called “optical character recognition” (OCR) built into the scanning process. As the document is scanned, the OCR software “reads” the page and stores the text as tags to facilitate future retrieval.
When you need to retrieve a document from the system, you perform a search by entering one of the tags. The request is processed and the information is retrieved.
Document management systems include security measures to ensure that only authorized users have access. These measures determine which documents certain people can read, and what actions or modifications they can make.
Benefits to the business and its employees
An effective document management system helps companies become better organized by making it easier to file, share, retrieve, and secure information. Employees can also be more productive since they save time searching for business critical information. A good document management system also facilitates collaboration, decision, and the ability to build upon the work of others.
Digital files have functionality that is not possible with paper files. With a document management system in place, multiple people, even those working from home offices or the field, can access and work on files simultaneously.
Improved customer service is another important byproduct. Files are at the fingertips of all employees so that customer inquiries can be answered more quickly and effectively. There may also be a savings in printing and copying expenses and less need for onsite and offsite file storage space.
Try crameasy free Knowledge and document Management system
www.vt3soft.com www.crameasy.com
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