Posts Tagged ‘automated filing’

Computer technology was incorporated by many companies and organizations throughout the world as a means to automate information management processes. However, many still continue using paper based documents for a variety of reasons. For instance, many companies receive documents in paper format or have important archived documents in paper format. Even if receiving paper documents cannot be helped, filing, storing and sharing of such documents has to be done manually. This turns out to be quite inefficient, unsustainable and costly, compared to an automated system using document management software.

Many enterprises do not realize the loss they incur when handling physical documents. The loss of time and human resources in manual processing of documents is rather staggering. Apart from this, carelessness when handling critical documents, albeit unintentional, can prove to be disastrous for your business. Any organization can take care of common hazards and errors encountered while processing important documents, simply by adopting an electronic documentation system. Document management systems come with automatic data capture feature that can be programmed to scan and store data systematically. By doing this a well-organized approach can be incorporated to create, update, change, store, search and retrieve important information.

Some important features of document management software include:

Import document: The performance, usability and sustainability of a document management system entirely depends on how quickly and efficiently documents in different formats, from wide range of sources, can be imported into the system. Automatic data capture is one of the most important features of a document management system. The entire purpose of automatic capture of information is to reduce manual work and resulting errors.

Automatic filing: The document management system can be easily automated to capture and organize data, so that every document is saved in the right place. Document management software offers a variety of methods of integrating index data obtained from different sources such as databases, text files, address books and forms. Some of the methods are standard to all software while others can be customized depending on the requirements of your business.

Integrated system: A document management system offers an integrated platform to manage both paper and electronic documents. For instance, your office may receive invoices in both paper and electronic format. The document management system can be used to extract information from both types of documents and process it as required by company policy.

Disaster recovery: This is again an important part of electronic document management system. Though most companies find it easier to handle paper documents simply because they are used to it, paper is vulnerable to errors and hazards. For instance, a paper document can get completely destroyed in a fire or misplaced when passing from desk to desk. On the other hand, electronic documents can be easily stored, backed up and retrieved.

Apart from the benefits it offers in terms of document processing, document management software also helps cut costs. On an average, a company spends $20 per hour in searching for misplaced or non-existent files. Similarly, many man-hours are wasted in recreating lost documents. Using automatic data capture you can reduce manual handling of paper documents. Along with this, the information now in electronic format can be easily shared and backed up, reducing the hazard of losing or recreating documents.

Photocopying and printing paper documents are again costly, and this is greatly reduced when you use digital document management system. Apart from this, you no longer require bulky filing cabinets eating up your office space. Every piece of information in your paper files can be imported onto your computer system and organized using document management system. This reduces the need for physical storage space, both inside and outside the office.

Demand for information can come from many sources including upper management and regulatory authorities. Keeping control of proliferating paper and electronic documents can become quite a hassle, especially when making critical decisions for your business. With document management software you can take care of all your document processing needs and ensure consistency in work, thus achieving your business goals.

Steve Breault “DocMeister”

Computer systems were incorporated by many businesses and organizations with a view to automating document processing and reducing administrative burdens on their staff. However, without particular types of software systems, electronic documents are no better than paper files. For instance, even if you save all your documents in digital format, you may still end up searching for the files in the numerous folders on your computer. Document management software provides the very solution to such problems.

With computerized systems most businesses started dealing with electronic documents in every possible way. However, many were still handling paper documents created prior to adoption of a digital system. Organizations usually require older files such as contracts, agreements and other legal paperwork, client information, policies and financial documents. With automatic data capture feature of document management software, paper files can be easily converted into digital format. In fact, such files are also easier to save and store, eliminating the need for massive storage spaces needed for archival files. Apart from this, digital files are also easier to search and retrieve when required.

Many businesses thought it impossible to have a system that requires minimal manual intervention. The macro and coding options provided by some database management systems and customized software based on them, were thought of no less than a miracle. However, with digital imaging incorporated into document management systems, the automatic data capture provides a system which minimizes manual entry to a large extent. Software with form recognition facility captures relevant data from a document and automatically enters it into a tabulated format. For instance, fields on an invoice such as date, invoice number, order number, number of items and so on, are captured through a scanner or OCR system and fed into the software. The software then saves this data systematically for later use.

There are tremendous possibilities presented by such a system. Ask any employee the amount of time taken in manually entering scores of invoices or order forms coming in every day. The amount of time saved with automatic data capture is truly phenomenal, where the time saved can now be utilized for better purposes. Such a solution also helps in streamlining the documentation process. With document management software, your employees and administrative staff can concentrate on achieving the business goals and work towards better services for your clients and customers.

Some processes that can be achieved using document management software are:

· Scanning and capture of relevant information from printed documents

· Capture of electronic documents including emails

· Systematic saving and indexing of data captured

· Easy storage and retrieval when required

· Integration with existing hardware and software systems including spreadsheets and word processing solutions

· Document processing including auto-submission of final draft or delivery of an item to clients

Document management systems were usually associated with large organizations dealing with thousands of documents, which is true. However, timely and accurate information is of utmost importance to every organization, no matter how big or small. Every decision is virtually dependent on how fast information can be retrieved and processed for use by higher management and your clients. In this regard, every establishment handling documents will require a document management system at some point in time. Usually thought of as expensive, document management software have become more affordable and accessible today. They have also become more user-friendly and easy to incorporate into the existing system.

Apart from remote access, data backup and disaster recovery, document management systems is one of the top ten technologies that businesses must adopt in order to stay ahead of the competition. Clients and customers today expect quick solutions to their problems and faster delivery of information or items. The work environment has also become more competitive. With professional document management software, your staff is equipped to handle such an atmosphere and you can surely hope to achieve success for your business.

Steve Breault “DocMeister”

In today’s dynamic business environment, the need for technology to increase productivity and profitability cannot be emphasized enough. When computers were first introduced as a means to automate various business processes, technology was seen as something that would streamline the workflow and reduce or completely remove the need for paper. The dream of paperless office is yet to be realized by many businesses throughout the world. However, document management software comes as a solution that can clear up cluttered offices and create a better working environment.

Searching for important documents is one of the most time-consuming activities that employees carry out, no matter what the organization or type of business. Ample amount of research and surveys have shown that an organization with a strength of about 1000 workers wastes close to $2.5-$3 million per year simply searching for documents that do not exist or recreating lost documents. Professionals spend more than 50% of their time searching for information, both on computer and paper files. On an average, $20 is spent per document, for searching as well as recreating. Whether your business is large or small, you can imagine the impact this can have on your ROI.

Document management software is one solution that can benefit your business tremendously. In fact, most organizations use business document management in some crude form or the other. For instance, many professionals try to organize the data on their computer by saving it in different folders. So they may have different folders named Invoices, Images, Audio Clips, Presentations, Order Form, and so on, created with a view to manage document better. Though such a system may work well for one person or even for a team with 10-15 people, it becomes difficult to maintain when there are many departments involved.

Although going from paper to an electronic system for recordkeeping is a step in the right direction, complete automation cannot be achieved unless every paper in the office has been converted in the digital format. With the data capture facility available in document management software, you can convert every file in your office into an electronic file and simply do away with the filing cabinets. Once everything is on your computer, not only is your office less cluttered, electronic records are also easier to manage. You need not rummage through a file cabinet looking for files anymore. Simply type in the keywords for your files and it will be retrieved by the document management system.

Apart from being easy to manage, electronic data is also easy to update, modify, share and distribute. This can be achieved by setting up a centralized document management system for your entire office. Once your office is connected through a network, it will be easier to streamline the flow of information between various sections. For instance, a document goes through several phases during its life cycle, from creation to storage or deletion. With thousands of documents to handle every day, business document management system helps organize and simplify the process.

Records or data or information is no longer needed just for internal functioning of an organization. It has now become one of the critical and strategic aspects of a business. Most businesses today are required to share their progress and change in business dealings with various parties including shareholders, clients and customers. With a professional document management system, correct information is available at the right time and your business is definitely headed for success.

Steve Breault “DocMeister”

Document management software provides the version control feature in order to manage, track, store and retrieve different versions of a document. Such a system is usually required when several team members are working on a project, with many making changes to the same document. For instance, a presentation on project development and progress may require inputs from all the team members working on the project. Thus, changes will be made to the same presentation, saved as a different version by each member, and later integrated to make the final presentation by the team leader.

A version control system in digital document management works through the check-in and check-out system. The check-in allows you to save the current version of a document in the central repository and check-out allows you to retrieve current or previous versions of a document. Versioning often involves several steps such as reviewing, editing and modifying before finally being approved. When several people work on the same document, it may result in confusion over the latest version of a document, who made the changes and why, current working version and final approved version. Document management software can be of great help in sorting out such problems. Some benefits of a version control system are:

Ability to return to a previous working version: In case of an error or accidental deletion of a working version of a document, you can return to a previous working version. Many version control systems work by taking a snapshot of changes being made. This way you can check the order in which the changes were made and recreate the current working version.

Track who made the changes: When you know who made the changes, you can seek clarification and approve the document accordingly. This also avoids duplication of content as you know which version was created and updated by whom.

Maintain previous versions: Document management software allows versioning by enabling you to maintain previous versions and create their replacements at the same time. For instance, a mapping company may require older versions of a map before the new version is created and approved.

Maintain record of development process: Progress reports may be required from time to time to apprise the higher management or simply to check it against the designated completion time. Version control in digital document management helps you keep track of progress of a project and how it is being developed.

The version control system in digital document management works by assigning version numbers to the documents, making it easier for the users to keep track. Apart from this, you can also add comments and descriptions so different team members can check the content of a document before retrieving and using them. Version control may be required at some point in document life cycle. Document management system offers a comprehensive solution to managing different versions of a file.

Steve Breault “DocMeister”

Document management has evolved in the past few decades, from records being maintained on registers to the Relational Database Management System and document management software. Information technology has changed the way businesses function today. Most government organizations and industry sectors like engineering, construction, pharmaceutical, manufacturing and banks already have a document management system in place. However, in today’s business environment, every type of organization requires a document management system, no matter what its size or function.

Even if you own a small or mid-sized business, maintenance of different types of records and documents must be of utmost importance. If you are frequently facing problems such as loss of documents, misplaced reports or accidental deletion of records, you definitely require professional document management software. A document management system is not just a software with fancy features. It is a combination of different technologies brought together to provide a sophisticated and comprehensive document management solution. Some technologies used in electronic document management system are:

Automatic data capture or digital imaging: The digital imaging systems in the form of scanners, form recognition packages and character readers convert paper documents into digital documents. Such a system enables employees to capture, store, search, retrieve and share any type of document stored systematically in a digital format. Automatic data capture saves data in two formats, image or PDF which cannot be modified and text format which can be edited. Both formats may be required at some point in time. For example, image format is ideal for invoices coming from outside, as these will not be modified at any stage during processing and archival.

Workflow: Document management software with workflow systems are aimed at automating the business process. Such a system allows a business to define, manage and control the way information moves through various departments or processes. This enables a business to maintain strict quality control, improve customer service and concentrate on business objectives.

Optical storage: Storage in the form of an optical jukebox has become extremely popular in the recent years. It serves as a great option to online storage and enables storage of large volumes of data. So such a system works best for large volumes of video, images or audio files, say in real estate, medical or construction business.

Groupware systems: Groupware systems support more than two users performing the same set of tasks. Such a system provides an interface that can be shared with other users. Some features of groupware systems include bulletin boards, electronic schedulers and discussion databases, all of which can be incorporated into document management software.

Electronic publishing and sharing: Every type of data can be electronically published on a CD or DVD. Apart from this, data can also be shared or distributed via intranet or the World Wide Web through email.

Automatic data capture, storage, automatic indexing, version control, maintenance, security, automatic retention and deletion, are some of the basic features offered by document management software. The type or version of software you choose would depend on the type of business you have. If you have a small business, then document management software with basic functions such as metadata capture, security, version control and storage would suffice. However, for a mid-sized or large business, you may require additional functions such as automatic conversion, free-text search, large storage capacity, networking, and so on.

Apart from being compatible with your existing system of document management, the software you choose must enable you to follow government standards for electronic document management. For instance, public records such as company policy should be easily accessible, whereas confidential documents must have adequate security and access control. With the right type of document management solution you will certainly be able to take care of administrative, technical and legal requirements related to document management.

Steve Breault “DocMeister”

Records management has gained importance in the past few years, especially in view of regulatory compliance introduced by the government. Legal, financial and government organizations are always required to maintain proper records by virtue of their role and task, and have been known to be meticulous with information management. On the other hand, general recordkeeping with corporate and other private entities was not standardized, which is why regulatory norms such as HIPAA have been formulated. In view of this, document management software is something your organization will surely require at some point in time.

Computer systems and digital document management came as something that ‘can be’ used rather than ‘should be’ used. However, with the regulatory compliance issues, recordkeeping and information management requirements have changed. For instance, as per different regulations, any type of information should be accessible, classified appropriately and easily retrievable, whenever needed. Apart from this, no part of any information should be modified without prior permission or authorization. Some ways in which document management can help in recordkeeping are:

Capture records: Records may be in different formats such as documents, blueprints, audio files, photographs, databases and maps. The automatic data capture feature of document management software scans and registers a record using a unique ID along with the time and date when the document was added into the system. Along with this it also captures metadata details such as author, purpose of creation, source and so on.

Audit requirements: Companies are often required to maintain a record of flow of information through different departments. A digital document management system helps keep track of all the processes pertaining to a document. These may include creation, modification, updation, access and distribution of documents. For instance, at any point you can check who accessed which document and with whom was it shared.

Security and control: The main purpose of recordkeeping is that the information should be available whenever needed, making security a top priority. Apart from this, many establishments also look for solutions to problems such as loss of documents, accidental deletion and so on. With document management software you can monitor and control access to various records. For instance, you can have privacy settings such that documents are available on to those departments that need them, while others can only view and read them.

Automate retention and destruction of records: Not all records will be required for long term usage and some may be deleted after a certain period of time. With document management software you can automate the process of storing important records and deleting redundant ones. For instance, once a file has been converted into a new format, those in older formats will not be required anymore and can be deleted.

Store and preserve records: Risk management is one of the most important aspects of recordkeeping. With document management software you can easily backup all types of data for long term use. Apart from this, you can also migrate records to a newer system of hardware and software whenever needed, without loss of critical information.

Records are maintained by different establishments for various purposes ranging from administration and technical reporting to organizational policy. Most businesses require information management for functional purpose such as evidence of work done. A well-organized document management system will surely enable and support your organization’s vision and mission.

Steve Breault “DocMeister”

Document management is an integral part of the administrative system of any organization. Your business objectives or goals can never be reached successfully without a robust document management system. Besides automation, there are several benefits of installing document management software for your business. Higher level of security, better storage options and saving cost on material such as stationery, printers and filing cabinets, are some of them.

With almost every software company coming up with document management solutions, getting document management software that meets your needs can become a bit confusing. Automatic data capture, OMR processing, barcode reading, version control and auto filing of documents in Windows folders are some of the features offered by document management software. However, requirements would differ from business to business and you will have to evaluate your needs before purchasing a document management system. Some features that you must consider include:

Functions related to records management: The software should be able to regulate the creation, modification and maintenance of the digital records. Easy search and access are two of the most important features of a document management system that you must look for. The software should be able to search and retrieve records using keywords or names of files or other conventions such as ID number of files stored on the system. Apart from this, it should be able to file, store and update electronic records. It should also be able to track movement of records or files between different users. For instance, in case a report or policy file was shared or distributed among employees, the software should keep a record of users to whom the files were sent.

General functions: Though you must look for features specific to your business requirements, the document management software you choose should definitely have general functions. Software developers usually include Help files and Menu shortcuts so that the software is easy to use. Make sure that the software you choose is simple to learn and operate. For instance, the Menus and Commands of the software should be easy to understand and operate. Similarly, the error messages should be easy to follow and rectify.

Customization: Though automatic data capture always forms part of a document management system, you must look for software that can be modified to meet the specific requirements of your business. As such, the software must be customizable so that particular requirements pertaining to your business can be incorporated. For instance, following a naming convention for files or documents always makes it easy to search or file. This is can easily be implemented if the software is customizable.

Manage different file formats: As your business grows you will be using several file formats such as videos or audio files for presentations, PDF, text, images, and so on. Make sure you select software that supports all types of file formats. For instance, a relational database system can support only tabulated data. However, such a system will not be feasible when your records contain other file formats.

Performance: The document management software you choose should be compatible with your current computer system. However, if you are planning to change or upgrade to a higher version of the hardware, make sure the document management software you purchase is compatible with the new system. Also, in case you plan to upgrade the hardware system at a later stage, the software should be able to adapt to the new system.

Once you have selected software that meets your requirements, make sure it is tested with mock records and file formats before you make the purchase. This is because in case there is a problem, it is fixed before the software is installed for your entire office. This can be done either at the vendors’ place or by installing the trial version of the software on one of the computers in your office.

Automatic data capture will be one of the primary features of any document management system that you choose. Apart from this, an important point to consider is versions of software available, so you can simply upgrade to another version instead of purchasing a new software as the need arises.

Steve Breault

There are several advantages of document management system over the conventional methods of filing documents. For instance, you no longer need to take prints or make copies of documents to share them with others, as document management software can be used over a network and documents shared through a virtual repository. Digital document management also reduces scope for error, as everything from creation of document to their modification and deletion is automated. Document management software is usually customized to accept certain file conventions while creating a document, otherwise the system would show an error. Such features of document management system ensure accurate entry of information and minimize errors.

Version control is another important component of document management. This feature helps in managing multiple revisions of the same document. This often happens when a team is working on a project, where each member is likely to make changes to one or many documents. Having several versions of the same document with every member of the team, it may become difficult to manage the revisions. Problem occurs when the team does not know which the latest workable version of a document is. For instance, software developers may make very small changes to a long set of coding, however, without giving a different name to different versions of the code, it will be very difficult to know which coding worked.

To resolve this issue, document management software uses version control to store and retrieve different versions of a document. There are many ways of saving versions of the same document. You can either suffix the name of the file with a number or simply add the date of creation or modification to the name while saving the document. For instance, year of creation may be used while naming company policies, so both administrative staff and other employees know the latest version of policies. 

In digital document management, a version control system manages documents and directories and tracks changes made to them over time. This helps you recover an older version of a file if and when needed. This is an important feature especially when there are many people working on the same file. It also helps in keeping track of documents created over a period of time. For instance, the older version of a monthly report would help compare the changes that have taken place over the past few months. Similarly, an older version of a presentation shown to senior management helps you know what information was shared during the last meeting.

Version control in document management software also helps keep track of changes made to the document and who made those changes. This makes is easier for team members to collaborate and create documents updated by every member of the team. Making different versions is also easier with a version control system. Such a system saves file as you edit them, thus recording a different version of file to which changes have been made. You can also revert to the previous version of the file, so the older version remains intact.

Being part of document management software, version control support several file formats. Whether you want different versions of a PDF file or an image file, you can easily manage any file using version control. Along with this, the system also creates backup of all the versions of a document. These versions can then be retrieved and shared through the network, storage device or email, whenever required.

Digital document management has truly made management of files much more convenient and comfortable compared to the conventional methods of filing. In fact, one cannot imagine version control without a digital system. A digital document management system is essential for increasing the efficiency of your business and streamlining the flow of documents required to support your business. 

Document management refers to the means by which organizations plan, create, organize, control and share information. Businesses today revolve around several types of documents such as charts, memos, reports, orders and spreadsheets. And effective management of these documents is imperative to ensure that your business stays on track. Records are not just the structured data maintained in the databases, but also include other type of files such as presentations, invoices, pamphlets, information brochures, forms, and so on.

There are several types of document management software available in the market and you would like to choose the one that best suits your organization’s needs. Knowing exactly what type of records and data are required to be maintained for your business is essential for you to select the right software. For instance, what records or documents are you planning to upload on the document management software? Will these be active records maintained by your organization or archival data? How often will you be accessing this data? At what levels will the data be shared? These are some of the questions that need to be answered while choosing and purchasing document management software.

You must also understand what the software does before purchasing. Automatic data capture, forms recognition, PDF creation, version control and document imaging features are some of the functions you must check. For example, you may like to save all the incoming invoices in a database format. The forms recognition feature of document management software helps capture all the required fields on an invoice and save it in a database format on your computer system. Also, same can be saved as an image file by simply scanning and saving using automatic data capture.

Though cost of software and your budget is an important factor, with a little bit of research you will definitely come across affordable options available in the market. Most companies have different versions of the same software so you can choose the one that fits your requirements. For example, if you own a small business, you may require a more affordable version which fulfills minimum requirements for your specific business. Also, some companies allow you to upgrade to a higher version of the software as your business grows and requirements increase.

Records are the most important entity while conducting any type of business. It’s evidence that a transaction has taken place in your company on a particular time and date. These may be required for making important decisions, during an audit, risk analysis and many other critical operations involving your business. To be reliable and authentic, records in any format must be correctly created, controlled and saved for easy retrieval when needed. Document management software provides a robust, affordable solution for maintaining records.

Manual systems probably worked great in the past. However, with the world moving at a fast pace your business needs to keep up with the times. Everything today from banking to education has moved online. Most people today find transactions such as online payment of bills and filling up of forms for a magazine subscription very convenient. At some point you may be faced with a situation where your competitors are succeeding simply because they have a better document management plan.

Installing document management software is an essential part of your business and extremely necessary if you want to stay in the competition. Sooner or later your clients would start demanding faster processing of their transactions. As a result you will require an automated system to take care of creating and maintaining records, while you look after the needs of your clients. Effective implementation of your document management plan is the best way to help your business grow and stay ahead of the competition.

Steve Breault “DocMeister”

Since companies are hesitant to go paperless, or to create a paperless office, they are missing out on the opportunity to save a lot of time and make work easier for their employees. Completely eliminating paper will create more space in the workplace and a faster acquisition of documents and information.

Document imaging is the primary tool in starting a paperless office. They are systems that can replicate documents and come in the form of copiers, scanner or other paperless software that can capture, save and reprint images. While these tools are relatively expensive, investing on them will result in bigger benefits and less cost to your company in the future.

Document imaging software is a space saver. Since your records are stored electronically, you will no longer need filing cabinets, drawers and storage boxes to keep your documents. These types of furniture are huge and heavy, so if you have a small office, movement will be limited with these around. All you need is a computer with a hard drive that can handle the software and your documents.

You will also save a lot more time when looking for records since you don’t need to open a bunch of cabinets just to acquire one document. Instead, all you need is to type in the file name or title of the document in the software and your stored information will be shown in seconds. With this, your employees can perform more tasks in a lesser amount of time.

Another beefit is customer satisfaction. Customers who come to the office with their queries and needs often have other appointments to attend to, so their patience is limited especially if they have to wait a long time before being entertained. The software you use will help you respond to your customer’s requests quicker and your satisfaction rating will increase. You will also be able to serve double the number of customers in the time you spent manually searching for records.

Document imaging also saves a lot of time when it comes to disseminating information. Say you are the CEO of your company and about to attend a business meeting. A few minutes before presenting your data, you realize that you forgot your papers in the office. You will waste a lot of time and embarrass yourself by making your clients wait for you if you decide to go back to your workplace just to get the documents. On the
other hand, if you make use of software, you can call one of your employees and have him send what you need through e-mail.

If you are unsure of where to start acquiring your document imaging software, one of the popular names is Vircosoft. Vircosoft is the most affordable open source document and management software in the market. It has two products, SMB open source document management software called HighPoint and an Enterprise version dubbed KnowledgeTree. With Vircosoft’s integrated VFilter, it would be easier to manage the number of documents you have stored electronically. Best of all, it is easy to use, so you do not have to worry about spending a lot of time learning how to use it.

The benefits of a paperless office are endless. If you start investing now, you are sure to save a lot of expenses in the long run. Also, not only do you save time and space, you also help the environment. So what are you waiting for? Go paperless now!

Thank you,
Steve Breault “DocMeister”