Steve Breault, CEO

Our lives may have been spent in the office, days and nights, in order to generate income for our families, but instead of earning, we find ourselves getting moree and more frustrated because of the daily grind. Often we have piles and bigger piles of paper work staring us in the face that has be completed. One of the greatest solutions is digital document management.

We have all been there. Someone needs something immediately or for a meeting with a client and surprise it is not where it is supposed to be. Break out the troops! Suddenly everyone is running around searching. Not only is this time consuming it is very expensive, especially during this economic doldrum in which we all find ourselves. This is just one example of the many situations that arise daily. We find ourselves searching for that elusive single sheet of paper, one single sheet, but too important to be missing.

We have good news for you. The high demand of new technology has become our saving grace. Your manual search for documents can already be tracked and saved by only one business document management software that does most of the things expected to be kept by cabinets and desks. Companies everywhere have already or are poised to Go paperless! There is a software nowadays that can preserve automatic data capture, and even if it sits on your files for a long time, one click and you will find it immediately when you need it.

Going Paperless can start off as easily as getting software that can help in document tracking and data-entry. To go paper-free from all departments in your office, Vircosoft has this software that is prepared for the AR, AP and for human resources. They can be easily used as they are easily understood as well. This software includes a digital document imaging that helps you to keep the files whether they are shared to everyone or is a confidential document.

Today, although we have become very well adjusted to a paperless through social networking and email communication for example. Email and other forms of communication such as Skype and YM make us all the more dependent on the Internet. This is similar to using our softwares digital document imaging capability.

Retrieval of files and other important documents is a breeze as well when using Vircosoft’s Retrieve, High Point and vFiler. As an added benefit you can join the millions of us who are interested in finding simple ways to help preserve nature.

Steve Breault, CEO

Offices do not waste paper, they always and in all ways keep papers, papers bearing documents since time immemorial, keeping them with the intention of archiving them and letting them rot in piles and piles of boxes or steel cabinets. Most offices are like this, they keep documents that are long obsolete, and those papers which are no longer needed are being kept to be part of the company’s history. Many of the offices act like these papers and documents are still needed and can be helpful when they need them, but judging that some of these documents are already ten years old, or the most recent being two years old, they are already called rubbish.

But what if these papers really do contain some things that are important? Do you really need to keep them in dust-gathering vaults and cabinets where they can rot and be brittle even for reading purposes? Today’s technology dictates that these papers can already be thrown away and we can start anew with document keeping.

One of the best document management systems that is in line with today’s need for document keeping is the digital document imaging of today.  A digital document imaging will be able keep your documents in store for you while being used as well. A world-class document management system is being provided to you by Vircosoft. They can provide the best document management system that is available, and with using this document management system, an office or company will be able to use the documents, old and new, for safe keeping. With this digital document imaging, we are able to keep our records and dig them up from the archive when you want to or when the need arises.

This digital document imaging is paperless, which means, everything is retrievable. You can retrieve everything, from accounts to memoranda, and other significant documents that are in safe keeping. Other records can be kept as well, but there is no use for piles and piles of cabinets for these paper documents that keep these records. In fact, there’s only one need for this to be retrieved, a computer that is able to run the software and keep all the valuables inside it. The files can be arranged by chronological order, or by the order you want. Each is retrieved by the file names you have given them and the records are arranged as you have made them appear on your list. Very easily retrieved, and very easily kept, this is what makes this new technology more convenient for keeping.Retrieve is simple software you can use, one that makes use of interface to get the records. Retrieve is designed to give users a fast way to discover and find old information and can be indexed by the VFiler. Retrieve is free for every purchase of the VFiler.

If you want other digital document software by Vircosoft, you might want check on their website for further understanding of their software.

Steve Breault, CEO

Your business may be one that is involved in selling services, goods or any other kinds of materials that will include documents for record-keeping and data entry. Most companies like grocery stores, one that involves provision of services and other goods have to keep document software that will help them track every transaction that the business entails. This is the case that most owners or managers, and even CEOs of large companies are most concerned with; this business document management is one important factor in the record-keeping department of the business entity. Having a good business document management will eventually make the managers, owners and CEOs to track the status of their business.

Many companies, even the smallest ones nowadays have to record their daily sales, their inventories and even the cash on hand and the accounts receivables and payables. This record keeping will make businesses to prosper more and be more efficient in checking for their business dealings in each business day. Hence, businesses, whether small ones or even the biggest ones now use a business document management that may meet their needs for every record-keeping they incorporate in their companies.

A part of the business document management that will make things easier for them is to track their receivables and payables. When employees concerned can see a shared document, one that comes from the finance department or from the department concerned, they can see a transaction that alerts them of their payables to a certain supplier or store. This way, they are notified of their obligation to pay and may eventually schedule for the payment, or have the account settled as soon as possible. Details like these things are needed in order to maintain a good relationship with other companies.

This will entice a good employee to do his or her job the speedy way too, accounts receivables and payables will be acted upon immediately. The digital imaging incorporated into the business document management system will be good enough to make the easy reports as the business document management can multi-task a lot of things. And no one has to delay the job that he has in acting for the duties he has; the document management software can be shared by people, select or not, inside the business system.

A good business establishment can provide the employees the easier way of communications and record-keeping. Making things in manual type, from encoding to record-keeping is such an old school. A solution is given to you by Vircosoft. They are the ones that have the capability to provide you with a business document management which system can be easy and even fun for the employees of the company.

Vircosoft has version control, one document software that allows for the document to be shared and revised by all, but still saving the changes for all to see. Version control is a much needed factor for a good business document management. You must check out the services that they have in store for you. Check online and be amazed at their services

Steve Breault, CEO

Version control is also known as revision control, source control or the software configuration management (SCM). It usually comes as a feature to software management, or software development. It is when you make software document files and many people may have the right to track it, and even make changes to the document that you have. In most cases, the version control can contain codes, they may be numbers, or alphabets that can help you track the way the document has been changed.

In a certain company, many of our employees get to have a copy of a document that is shared by the whole company, from the proposals to the managers who will approve, some documents such as the one mentioned, a proposal, will have to pass through several more people for reviews and opinions. In many cases, these documents will of course require a version control. The version control, as needed by a company to forego with the approval of a document, must be tracked. One of the features of the best document management systems in the world must be version control.

This version control is created to track the sharing of the document, as well as the changes that is incorporated in the document by people who have something to deal with the document. This way, changes to a document or revisions thereof will be highly monitored, and be taken consideration by parties dealing with it. Many of our papers in the office need duplicate copies, one to pass through the higher management positions, and for those who are in the department concerned with the document’s status. Multiple copies are shared, and though some may want to edit it or revise it, others may want to have the document as is. In the case of printed documents, it is usually in the paper itself where scribbling for a revision may be placed. After the document has passed through a lot of people concerned to it, all the revisions will eventually be made into one judgment, an approval or otherwise.

Through version control, there will be no need for a printed copy, each person that has something to deal with the document is given a copy of the file and his share of thoughts regarding the paper will also be saved and shared to many. There is digital document imaging to go with the document, and this can only be done through a version control. This is where Vircosoft is expert. Vircosoft is a company that provides your needs for document imaging software, open source document management software, and if you want to start saving the earth, you can check on their service for providing you a start on paperless office.

Automatically saving copies of changes in a certain document also means documenting thoughts in a certain company. This is helpful in order to facilitate fast approval, and to hasten good coordination among the group. Vircosoft, with its mission to provide a better documenting office, is one to check out. Their service will provide you with blissful understanding of a paperless office, or better yet, start on an office using document imaging software to maximize time and working ability.

Steve Breault, CEO

Do you know that it takes one tree to produce 17 reams of paper? But it takes many years for a tree to be sturdy enough to be made into paper.

In September of 2009, the Philippines was devastated with heavy rains and neck-deep flood, water washed away lives and important assets, including hopes and dreams of a good future. The reason why this happened is the grudge of nature to the people who abuse it. And one main thing we abuse our Mother Nature, trees included, is our need for paper.

The many companies needing office supplies nowadays are booming, the most needed supply is paper. But with this modern age of computers and sophisticated technology gadgets, what is the use of paper for; when we can communicate with our mobile phones, communicate with the world via the Internet, and even chat and laugh with our friends through the social networking media? You say for posterity purposes, but aren’t files better to keep than piles and heaps of dusted paper?

The world today, though, is getting smarter and wiser. Many people have already valued the importance of trees; it is never too late to take care of Mother Earth, replant trees and do reforestation.

Offices and companies too must do their share. There are a number of companies who are already encouraging people to go paperless. There is paperless software which does the job of recording and keeping data in the archive, and producing these data when needed. This paperless software enables the company to do the normal thing as most offices would do, record-keeping, data-entry, and communications, minus the use of paper. In fact, literal as it may seem, but this is what we shall call a paperless office. Cost effective and efficient, it provides an automated paper filing system that can capture, handle effectively and defend the company’s business secrets.

One thing that is expected to do with going paperless is the amount of time you will be wasting in order to manually enter the data you have already gathered. This becomes less of a problem though. The VFiler Rapid Indexer and the VFiler Automated Indexer can help you with getting these manual data-entry jobs.

These paperless software which are already available in the market, can provide you with shorter time in looking for files, increase efficiency in data-keeping/document indexing, increase accuracy of information entered, easier document identification and separation, and most of all, it will increase the chance of trees being saved from being cut and be produced into paper.

Going paperless will make businesses save tons of money of paper, and more importantly, save a lot of trees. It may be a little funny and awkward to see an office without paper and pen, but it would make a good difference. Go check Vircosoft’s website and watch videos on how they make paperless companies work just like any ordinary office.

Steve Breault “DocMeister”

Steve Breault, CEO

Remember decades and maybe centuries ago when you are trying to look for an old document, let’s say in your local registrar, and you are asked to come back another week to have it? It may be good for those people who are nearby the office and can just drop by anytime of the day. What if you live miles away and going back is a waste of time, effort and money? What will you do if you are in the midst of doing your presentation and you miss printing out an important detail? You excuse yourself for a minute that may take probably 30 minutes since the file that you need is a year old and you cannot seem to find it.

Business document management is a system that almost, if not all, small to medium enterprise and big corporate do all their paper works – that includes contracts of new hires, existing employees, suppliers, clients, minutes of the board meeting, incoming and outgoing of the people accessing the files and so much more. Before the turn of the century, people rely on papers. Tons and tons of paper are being used, thrown away, recycled and reused again since scarcity of trees for papers becomes an issue. Brilliant minds then start to think of how to have a paperless day.

Fortunately, with the onset of modern technologies, digital document management is invented and innovated in the sole aim of helping businesses of different mediums to lower down hidden costs and increase productivity.
More space, more freedom, saves money Always remember that the bread and butter of a certain company are its employees. All the money coming in is possible because of the hard work of your workers. Make your employees happy by providing them more space to work and to move around the office. For this to happen, all you should need is a space for a computer table and a chair. If there is more space in the working area, your employers are not congested thus they have the freedom to roam and they feel healthy.

Digital document management eliminates the need for steel cabinets, shelves, folders, paper clips and all those things. The overall impact is the company being able to save money. The money can be saved for more productive allocations or it can be used for your employees’ incentive. Buying a piece of paper may not mean at all because it only costs cents, but, you may be surprised when you check the monthly expense report that you have used 10,000 pieces of paper and that can be a hundred bucks.

Another way to look at it is to eliminate the need for more workers to do certain tasks. If one person is assigned to control the incoming and outgoing of documents, DDM can do that accurately. One person’s monthly salary is ousted thus allowing the company to save money.

More time to be more productive If done manually and in a room of shelves full of files, folders and documents, how much time is consumed looking for a single document only? 10 minutes? 20 minutes? 1 hour? With the birth of DDM time can be spent productively by your employees. It enables the workflow to be faster and workers can now work efficiently and effectively. Waiting time is over and with DDM more thorough and accurate information is stored, processed and provided. Time that is spent in looking for a single document is now used further in other productive activities.

Steve Breault “DocMeister”

Steve Breault, CEO

How would you like to go back in time and search for an older version of a document that you feel is more helpful with the task you need to complete rather than the version that you currently have? Going through all the looking up process is definitely a hassle and very sensitive especially if you needed those to be able to come up with a finely polished business document. Well, you or your business does not deserve to go through such trouble. Resolve all these mischief with a business document management software!

If you are still ripping pages and pages of papers then, your business is definitely so outdated and is losing bigger opportunities of getting bigger profits. Digital document management systems are so in today and it’s driving every business establishments to prosperity. Controlling versions of a document is not an easy task. Companies that do not have version control systems are prone to error and a little mistake could end up costly wasting resources that would have been a profit.

Errors and mistakes are considered to be the effect of the absence of version control. Digital document management systems are integrated with version controls. Without it, having different versions of the document across the departments is most likely to happen. Without proper document management, a different copy could be available in the network, another copy in staff’s hard drive, and perhaps paper copies that are different, too. Such an arrangement definitely generate an environment where scheming which one is the right version becomes virtually impossible if not, tedious.

Management always plays a big role on how we gain success over the things that we aspire for. Technology continuously evolves to help us with our goals. It aims in making us more productive, speed things up for us, and making everything as easy as it can be for us to attain our goals. Gone are those days when we have to dig through all those printed materials, wasting time in a dark dusty document storage room, and making us weary after hours of search. Then, after the wasted time, we end up finding that we just sent the incorrect version to the client. How would that impact your business? How much or what would it cost you if the wrong version gets to a client, a manufacturer, or a contractor? It might even cost you your business.

One very helpful tool with this business document management technology is its ability to record and capture versions of your documents. It magically captures the evolution of a document wherever you did the revisions – email, servers, or hard drives. Version control through these digital document management systems allows you and other users to keep documents from being overwritten by whoever is editing it.

There is so much that digital document management can offer. One, as discussed above is it helps in preventing others from overwriting it. With this, whenever a rollback is considered necessary, the desired version can be easily recovered. Then there’s tracing the versions, merging essential revisions, and managing the entire project. With the latest tools that technology offers us today, we sure can achieve things easier and faster.

Steve Breault “DocMeister”

Steve Breault, CEO

Software as a Service (SaaS) is starting to gain momentum in the business world. During the past decade many business document management systems have been and continue to be developed as the technology improves. This growth includes Software as a Service also known as a “hosted application” and software “on the go”. SaaS is a digital delivery method which provides remote access to the software. SaaS falls under the “cloud computing” category which means delivering host services over the internet.

Depending on your company’s circumstances SaaS software may be a viable alternative to applications that reside on your own computers or servers. Companies having in-house or contracted technical support services generally prefer having their DMS software easily accessible and maintained by their own people. Companies that do not have their own support services may opt for SaaS for several reasons. With SaaS there is virtually no installation or maintenance required. The software provider handles all of that including updates, enhancements, patches etc. No additional supporting software is needed to make the SaaS work.

Another benefit may be that it has multi-tenant efficiency. The software can be used by multiple users without interruptions. The software is flexible and scalable. It is accessible and easy to use. Lastly, all you have to do is focus on the use of the application. In spite these benefits, there are some disadvantages as well.

Gene Phifer, Gartner’s Managing Vice President, has said that “Companies can deploy internal clouds today through virtualization, but technology-wise, it is still an immature market with a lot of players.”  Some companies even doubt the security of third parties to manage their data.  Some industries such as banking, finance and defense may still prefer to use on-premise software primarily because they prefer retaining total control.

Regardless of the type of delivery system you choose, digital document management will save your business money, improve efficiencies and put an end to the constant paper wrestling match.

Steve Breault, CEO

Document management is a big part of a companies work load whether small-sized, mid-sized or large-sized. Document management is important to come up with better business operations. Whether companies are regulated or not, document management provides modernize organization. Through the years, many companies have been using paper-based management to store and retrieve files and many of these companies had also encountered problems regarding file management. Some experienced losing important documents because of calamities such as flash floods, earthquake and hurricane while some just simply misplace their documents in their offices’ archive areas. Paper-based document management costs companies thousands of dollars in maintaining a well-organized paper documents. They pay too much for printing and storing of paper documents; they pay for paper, inks, physical space and for the archivist who will personally manage the paper-based documents.

Paper-based documents are very hard to maintain and the actual physical task to maintain it is really labor-intensive. Many companies still store their important files and paperwork in old filing cabinets, which are most likely bursting at the seams with years of document storing. Good thing at present, some companies have started converting their paper-based documents to electronic or digital documents and start relying on digital document management for many reasons. First, it is much cheaper when compared to paper-based document management because the only thing you will need here are computer with the needed software and someone to operate the software. No archivist, paper, ink and archive area needed. Second, the documents that will be filed will be more secure because documents will not be exposed that easy not like in paper-based document management where documents are placed in cabinets and if one gets destroyed and it does not have another copy, the company will surely get in trouble. Third, digital document management is more accessible to staff, customers and to management because all you have to do is to deploy the software anywhere and anytime you want. Fourth, there is a centralized location of the document and that is the software not like when documents are paper-based, you will need to check all the corners of the archive area to look for documents. Fifth and last is that it is user-friendly which is an important part of customer service satisfactory.

One important advantage digital document management needs to emphasize is its strength for version control or the process where one manages multiple revisions and reproduction with the same unit of information. In digital document management, you can reproduce and track revisions as many versions of the document as you want without costing you additional not like in paper-based document management, the more you reproduce, revise and print a version or a copy, the higher it will costs your company. Digital document management also allows you to take snapshots of your document.

Going digital actually saves your company time and money! This kind of data management will surely help companies to work more efficiently and faster with better operations.

Steve Breault, CEO

Despite much advancement in computers and technology, companies still rely on paper for everyday work, not realizing that this greatly adds to expenses, among others. Paper is used for a lot of things in a business – memos, employee information, business proposals and the like – and the equipment it comes with, such as printers, copiers and filing cabinets take up a lot of space. Not to mention, retrieving documents is a hassle for employees, especially if they have to search a thousand documents in the process, and it usually consumes almost all of their work hours, leaving no time to finish other responsibilities.

For these reasons, it is highly recommended for any business to consider becoming a paperless office and start on their business document management. While the initial cost for the equipment and software used in becoming a paperless office is a little expensive, the benefits it will gain in the long run, including the significant reduction in costs, would be well worth it. And while it is also true that it might take some time to completely eliminate the use of paper; employing business document management would improve efficiency in the workplace.

For instance, purchasing document management software would make the organization of documents less complicated and their retrieval would take a matter of seconds, as the software is integrated with a search function. This way, if someone needs a document, he no longer has to spend a lot of time looking through file cabinets. Instead, he can pull out the file with a few clicks and concentrate on fulfilling other duties after the documents have been acquired. Distributing copies of documents to other departments would also be quicker, as it allows a network of computers to access all the files it manages. Imagine saving time on printing and distributing memos – instead of manually handing them out to each department, they can now receive it as soon as you send it out.

Business document management can also improve efficiency as it secures and backs up all files. If natural disasters strike (like earthquakes, floods and hurricanes), many businesses suffer great losses because they lose their documents. However, this can be prevented with the use of document management. Not only are your files safe from being hacked or tampered, recovering them after a disaster is very easy as they are backed up periodically, and can also be stored in different computers in various locations.

If you want to invest in powerful document management software without spending too much, Vircosft has a solution for you. With their efficient software integrated with VFiler, you are assured that you can automatically file, arrange and manage all your documents without going through too much trouble. Best of all, while it is the most reasonably-priced software being sold in the market, it does not sacrifice productivity. So if you want best quality software with an inexpensive price tag, be sure to choose Vircosoft.

Thank you,

Steve Breault “Doc Meister”