Posts Tagged ‘document imaging software’

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”

In 1975, a technology expert predicted that offices would be handling records electronically by the year 1990. Nearly two decades later, the basis for this idea, a paperless office, is yet to achieve fruition.

A paperless office encourages a work environment which eliminates or has minimal use for paper. In an age where technology continues to make life easier, a paperless office is ideal for companies looking to save at cost and production. Instead of shelling out huge amounts of money to buy printers, copiers, paper and envelopes so information and documents may be disseminated or filed, a company may save more by investing on a set of scanners and filing their records digitally. Going paperless also saves a lot of space, especially in a small office. Filing cabinets tend to be huge, take up a lot of room, and can only be used for a single purpose. Computers, on the other hand, can be portable and used for a variety of things.

Digital records are also more accessible to those who want to view them, thus saving time and energy. Imagine having to open dozens of drawers and browsing through hundreds of folders just to acquire a single document – that would be frustrating and exhausting. However, if records are stored electronically, a few clicks and typing a few keywords is all it takes. Also, if copies need to be circulated, sending the files via electronic mail is more convenient and only takes a few seconds to be received.

Plus, with the help of gadgets like cell phones, PDAs and portable computer tablets, you can view whatever you need anytime, anywhere. Tablet PCs also save people from having to walk around carrying pads of paper to meetings and conferences. Anything they have to jot down they can draw on the tablet and it can be saved and viewed at a later time.

It also doesn’t hurt to know that a paperless office helps care for the environment. With the ever looming threat of global warming and other environmental risks, more and more people are looking to save the planet, going paperless will encourage conserving trees.

All in all, the prospect of a paperless office may sound a little scary, especially to established companies who have gotten through years of paper dependence. Surely it will take a lot of work to transfer every record electronically, but in the long run, a paperless office will be more efficient and beneficial, especially in a generation where people witness technological advancements every day.

Steve Breault “DocMeister”

Let me let you in on a secret… vFiler Rapid Indexer makes document imaging, capture and indexing easy and inexpensive.  Hundreds of businesses world-wide are saving thousands of dollars with this powerful Paperless Office solution.

CLICK here to watch a short video and see how

(Registration is NOT Required)

Imagine all of these features for $995

• Hardware Independent – Monitors / Watches folders
• All MFPs and Scanners Supported
• Capture from Multiple Folders
• Capture from Outlook
• OCR Multiple Zones, Full Page, or ALL Pages
• Batch Process & Separate Documents while Indexing
• Create Pull-down lists for RAPID-INDEXING
• Database Lookup (Query) for RAPID-INDEXING
• Creates searchable PDFs
• Metadata Publishing
• Interface to YOUR accounting system through ODBC for data validation
• UNLIMITED DOCUMENT PROCESSING – no click charges
• File documents to Windows Folders
• File documents to ODBC databases
• Automatically File documents to HighPoint™ or KnowledgeTree™
• Launch HighPoint™ or KnowledgeTree™ Workflows automatically by publishing document types or to specified folders
• Links HighPoint™ or KnowledgeTree™ metadata

STOP paying HIGH upfront purchase and license renewal fees.Businesses are switching to vFiler Rapid Indexer. RIO is fast.

Download and Try vFiler  – Registration Required. Includes Access to Training Videos

Technical Support Contact Information:

http://support.vircosoft.com

support@vircosoft.com

888.446.1770 ext 2 (Phone & Fax) Main Office

616.871.0215 Support Lab

Purchase vFiler Rapid Indexer:

Contact: sales@vircosoft.com for Price Sheet and Order Form

Have questions or want to talk to our technical support team? Start saving money today!

Steve Breault, “Doc Meister”

Steve Breault, CEO

The concept of the Paperless Office has been kicked around for years. Some say there will never truly be a Paperless Office. Others tout that it is too hard, too expensive or too complicated for the small and mid-sized business. Twenty years ago they all would have been right. I say it is not only possible today, but necessary to compete. The low-cost and the ease of setting up a Paperless Office is unprecedented.

Why, one might ask? It is the technology and mind-set my friend. What used to be complicated is now so easy, given the right solution, even someone with no computer experience (a rarity today of course) can start work in a Paperless Office environment comfortably and efficiently.

Every office is weighted down with paper, but that does not mean you have to follow suit. This issue is easily solved. What has become even bigger problem to effectively manage are the hundreds; perhaps thousands of electronic images sent and received every day from scan-to email, fax-to-email and attachments of all type formats. Once received, then what?

Traditionally in the absence of an electronic filing system recipients simply created their own filing system on their PC’s. Sound familiar? Need I go through the pitfalls of this type of system? I think not. Too often when a document was needed, post haste, no one could find it. Not a great strategy for the customer standing by, often under pressure, for a copy of a maintenance agreement the auditor needs now.

Have you ever calculated the annual cost to find, retrieve, re-write and reproduce on the good ole’ copy machine? The number will most likely be staggering. Download this Cost Savings Calculator from Vircosoft and see for yourself. We have been working with businesses for over ten years. Once they saw the value, ease-of-use and fast R.O.I. started the transition to The Paperless Office immediately. The R.O.I. can be under six months, often faster.

Today inexpensive world-class software can transition your business to The Paperless Office quickly and easily. Look for these features:

§ Project & Task Management with Gantt Chart

§ Shared Calendars

§ Bulletin Board for Team Collaboration

§ Search folders, document contents and metadata

§ Group and User Level Security

§ Document Audit Trail

§ Check-in and Check-out Documents

§ Document Version History

§ Hardware Independent – Monitors / Watches Folders

§ All MFPs and Scanners Supported

§ Capture from Multiple Folders Simultaneously

§ Capture from Outlook

§ Automatically Split Multi-Page Documents Easily

§ Automatically Straighten, De-speckle, de-skew, rotate and resize images

§ Auto-Orientation

§ Reads 16 Barcode Types (1D and 2D)

§ OCR Multiple Zones, Full Page, All Pages, or Selected Pages

§ Create Searchable PDFs

§ Interface to Your Accounting System through ODBC for data validation

§ UNLIMITED Document Processing – NO CLICK CHARGES

§ High-end Forms Recognition – (form template training)

§ Metadata Publishing

§ Marked Processing

§ OMR Processing

§ Document Imprinting

§ Index and file multiple document types and departments simultaneously

§ Auto-create Windows Folders by User-Definable Indexed Fields

§ Auto-name File Names by User-Definable Indexed Fields

§ Automatically Publish metadata into ODBC compliant databases

§ Automatically Publish documents and metadata into leading Document Management Systems

§ Automatically Publish documents and metadata into SharePoint

§ Automatically Publish documents and metadata into HighPoint™ or KnowledgeTree™

§ Launch Routing work flows inside HighPoint™ or KnowledgeTree™ by Document Type

SUMMARY

Make no mistake about it the Paperless Office is here and you can have it. Software from Vircosoft and other major development and distribution companies is available for download and testing free of charge. During these challenging economic times many companies are pondering difficult decisions. No one wants to let an employee go. The Paperless Office can enable someone to work on other tasks that will help maintain the business.

Thank you,

Steve Breault “DocMeister”

Sales of vFiler™ our document imaging software are UP, UP, UP!

Some people are buying vFiler™ to automatically file documents hands-free into their current document management system and others are creating their Paperless Office by bundling vFiler™ with our HighPoint™ or KnowledgeTree™.

Offering great products and services is one thing. Reaching NEW motivated customers, especially; during a recession (not over yet regardless of what the politicians say), when the private sector is under attack and tumultuous economic times, is quite another!

When the catch is dwindling, add bait and throw a bigger net. Right?

Today, I don’t think a conversation about market expansion and increasing sales can take place without focusing on Search Engine Optimization.

SEO saved our bacon this past year. I have to tell you, SEO work on Vircosoft has paid dividends, in spades. Our consistent Google Page #1 position (often #1 on #1) has provided a visibility we could hardly dream about one year ago.

It’s all about DOMINATING your market whether it is local, regional, national or international.

Do you DOMINATE your market on the Search Engines?

We do.

Check this out. Vircosoft and SEM Masters on Page #1 of Google.

Click on these “keyword phrases” we optimized…

Open Source Document Imaging Software

Destin SEO Services

See why we are winning sales! People can find us FAST!

SEM Masters may be able to do it for you, if you act now.

Why? Your competitors are joining the race to DOMINATE your market.

Is your web site really working for you? Receive a Free Review: CLICK

We are your one-stop Shopping Center for:

• Low cost world-class imaging, capture and indexing software
• Open source document management software
• SEO Internet Marketing Services

Check out our Blogs for a lot more great information.

Vircosoft Blog

SEM Masters Blog

Thank you,

Steve Breault “DocMeister”

Everyone wants, demands, the most features at the lowest cost, right? Well if you are on a budget, but still in need of fast, 100% accurate document imaging software you can perform from your desktop, then you need to stop for a minute and look at what is referred to as manual Indexing or Rapid Indexing from Vircosoft at far less than the cost of jumping into a fully automated system. Often referred to as “Rapid Indexing” you get a big bang for a small buck. Vircosoft offers an easy upgrade path (easy on your wallet too) to its vFiler automated systems.

Start by watching the Rapid Indexer Video from Vircosoft.

· Independent – Monitors / Watches folders

· All MFPs and Scanners Supported

· Capture from Multiple Folders

· Capture from Outlook

· OCR Multiple Zones, Full Page, or ALL Pages

· Batch Process & Separate Documents while Indexing

· Create Pull-down lists for RAPID-INDEXING

· Database Lookup (Query) for RAPID-INDEXING

· Creates searchable PDFs

· Metadata Publishing

· Interface to YOUR accounting system through ODBC for data validation

· Much more

What is even more cool is that your people have immediate access to your documents. And, taaa-daaaa…the documents will be in the right place, easy to find, every time! You will never lose a document again. Imagine that! No one wandering around the office searching under every file folder, yesterday’s leftover donut box or rummaging through the trash. Now that is progress!

There are hundreds, maybe thousands of document indexing solutions out there on the Internet. So how do you choose?

Try it! Push technical support unmercifully, you know, to distraction. Most software works great. Mediocre (often non-existent) technical support will negate any perceived value and leave a taste in your mouth that…well lets leave that one to your imagination.

Thank you for your time here today, please check back in often.

Steve Breault “SEM Meister”

Forms processing applications let you identify forms completed by hand to facilitate automated information entry tasks.  There has been a dramatic increase in the capability of hand printed forms recognition during the past several years. Additionally the cost has declined as well as the technology continues to improve. Accuracy also continues to improve. These factors combined have made sophisticated applications such as vFiler from Vircosoft easily affordable by the small and mid-sized business market.

Today forms processing software is available under two primary categories.

1.  Traditional, fixed-format, hand-filled forms and surveys.  This includes credit applications, tax forms and bank deposit slips that require hand-written answers that need to be printed in separate boxes for each character.

2. Document Imaging Software representing new technology is available designed to locate common data such as a social security number date or social security number anywhere they appear on the page.  This lets you automate virtually any data entry task originating on paper.  The prime example of this type of application is invoice processing where the documents you receive have names, dates and amounts you need to capture, but these appear in different locations on each page.

Recognition Software from Vircosoft enables your business to automatically migrate information from electronic documents such as email, fax, hard-copy paper onto a computer system by incorporating current affordable data capture technology such as vFiler from vFiler document capture & indexing system from Vircosoft.

vFiler recognizes data on documents such as invoices and forms appearing in up to 134 different formats. As this data is pulled from the documents it is confirmed, validated and then moved onto your computer system. Automation and technology makes this process fast, easy and accurate.

Forms recognition is processed by several methods including OCR (Optical Character Recognition) which works with machine produced print and ICR (Intelligent Character Recognition) with enables vFiler software to recognize handwritten characters.

Automated filing systems like vFiler save businesses money and virtually eliminates error inevitable with human intervention.

Thank you,

Steve Breault, CEO Vircosoft  ”DocMeister”

Document imaging software technology has advanced considerably over the past several years especially for the small and mid-sized business market. Businesses of all types and sizes are looking for ways to improve efficiency and reduce paper management costs.

Forms recognition software leads the charge. Imagine the ability to stack a bundle of documents into the automatic document feeder in virtually any brand of copier or MFP hardware, press GO and in the time it takes to walk back to your computer all the documents have been processed, file folders created and the information ready for instantaneous retrieval from anywhere in the world with 100% accuracy at a fraction of the cost of doing this manually.

There are hundreds of document imaging software solutions on the market. Selecting the best software for you should start with a demonstration using your own sample documents. You should see just how your documents will process. Look for software that provides complete flexibility. You want software that enables you to determine how your documents will process, not how the developer thinks it should process. One size does not fit all.

Here are some of the features every business should demand:

“ Hardware Independent – Monitors / Watches Folders
“ All MFPs and Scanners Supported
“ Capture from Multiple Folders Simultaneously
“ Capture from Outlook
“ Automatically Split Multi-Page Documents Easily
“ Automatically Straighten, De-speckle, de-skew, rotate and resize images
“ Auto-Orientation
“ Reads 16 Barcode Types (1D and 2D)
“ OCR Multiple Zones, Full Page, All Pages, or Selected Pages
“ Create Searchable PDFs
“ Interface to Your Accounting System through ODBC for data validation
“ UNLIMITED Document Processing – NO CLICK CHARGES
“ High-end Forms Recognition – (form template training)
“ Metadata Publishing
“ Marked Processing
“ OMR Processing

One powerful world-class very low-cost document imaging software application is vFiler™ from Vircosoft. vFiler processes scanned documents (134 different file types) automatically directly into Windows folders, document management systems, HighPoint™ or KnowledgeTree™ Repository.  Many sophisticated technologies are used during this process.  The processing steps are user definable; allowing you to customize the steps to maximize the performance.

Thank you,

Steve Breault “Docmeister”

Medical facilities including hospitals, clinics and providers are migrating to alternative data management systems. HIPAA regulations are moving toward requirements that will change the way medical information is handled. The regulations include new standards for scanning and imaging to guarantee quality and accuracy and reduce cost.

Software document imaging solutions such as Vircosoft’s vFiler document capture & indexing system (commonly referred to as “Automated Hands-Free Filing) helps medical facilities meet the emerging regulations. Bundled with a powerful easy to use document management system such as HighPoint enable providers to better focus on other areas to provide the highest level of care and not be bogged down with the mountains of paper being generated.

Automated filing frees employees from the challenges of repetitive work demanded by manual paper processing. The vFiler Forms Recognition Edition can process thousands of documents automatically with 100% accuracy allowing employees to focus on other tasks thereby reducing costs and improving accuracy.

The ability to capture and store medical records, encounter forms and lab results in electronic form is a key factor in the modernization of healthcare. Sales orders are the lifeblood of a manufacturing company. Automating the sales process by capturing sales order data can speed input of orders, raise accuracy, and make an organization more responsive to customers and deliver goods and services faster, thereby raising customer satisfaction.

For healthcare providers that offer health plans, the processing of medical claims is the most labor-intensive aspect. Automating data entry from claims can eliminate the “heavy lifting” of claims processing and increase accuracy, reduce duplicate claims and maintain HIPAA compliance.

When a Payor submits a claim for payment the claim also has an EOB attached detailing the item(s) paid on a claim. Healthcare providers have to manually review each EOB to make sure that the proper totals have been received, Document capture and automation dramatically increases the processing of EOBs, including multi-page and multi-patient EOB’s common with large institutions.

The vFiler Document Capture & Indexing Software Features Include:

• Hardware Independent – Monitors / Watches folders
• All MFPs and Scanners Supported
• Capture from Multiple Folders Simultaneously
• Capture from Outlook
• Auto-Orientation
• Automatically Split Multi-page Documents Easily
• Straightens, de-speckles, de-skews, rotates, and resizes
• Reads 16 different barcode types
• OCR Multiple Zones, Full Page, or ALL Pages
• Creates searchable PDFs during indexing automatically
• Interface to YOUR accounting system through ODBC for
data validation – creating “hands-free scanning workflows
• UNLIMITED DOCUMENT PROCESSING – no click charges
• High-end Forms Recognition (Template Training)
• Metadata Publishing
• OMR Processing
• Marked Processing
• Document Imprinting (Bates Stamping)
• Process and automatically file multiple document types and
departments simultaneously – via Workflow Loader
• Output documents and index data to Windows Folders
• Output documents and index data to Text File (comma delimited ect)
• Output documents and index data to Jet or any ODBC databases
• Automatically File documents to HighPoint and create folders automatically
• Launch HighPoint Workflows automatically by publishing document types or to specified folders creating email alerts from subscriptions
• Links indexed variables to HighPoint metadata

Steve Breault “Doc Meister”

Scores of businesses are still clinging to hard-copy paper processing, even though retaining such an situation can be very expensive and time-consuming. Generally, paper documents are produced, photocopied, and mailed or faxed to others as required. The recipients of the information frequently have to make copies for their records or retype the information into its final electronic form.

Constantly replacing paper can get expensive. Inventory must to be stored someplace for upcoming retrieval. Often files end up stacked on top of file cabinets or on someoe’s desk, even in the janitors closet. Regardless, the expense in time and money is considerable and hugely inconvenient.

One might say that the capital expense of a dependable document-imaging solution, when compared to the inconsistent costs linked with a accepted paper office, is too substantial a bite out of an already tight budget. However, the right document-imaging software should not be thought of as an expense but rather as an investment. Thus, it should have a measurable return that will justify the capital expenditure.

Say goodbye to the over-crowded fileroom. Document imaging software can substantially reduce the need for physical storage space by converting mountains of paper into megabytes of electronic information. Data exchanges inserted between the origniator and recipient of paper documents can be efficient. Retrieval times of saved documents can be dramatically decreased. These productivity and efficiency gains have a value associated with them. Remember that the most costly resource is usually the employee.

Best Strategy to Consider

Many companies are opting to launch their electronic document-imaging and management solution in-house using low-cost, high production scanning hardware coupled with the newest innovations in document-imaging and sorting software. Businesses are using their network infrastructure to form the foundation of a document-imaging network where documents can be scanned to a network server, this providing multiple user access.

Watch the  vFiler Rapid Indexer video. Rapid Indexer is an extremely powerful application that can reduce capture & indexing time dramatically and is very inexpensive.  Additional editions o vFiler are available depending on your specific requirements. Thank you,

Steve Breault “DocMeister”