Posts Tagged ‘document imaging solutions’

Is your office a beehive of paper-chasing activity? Most have employees scampering around searching for mislaid or lost documents. The time wasted adds up to really big dollars! The Paperless Office makes it easy when anyone wants to find a document by using the retrieval tools available in the document imaging system. Having access when needed is critical. If the documents are easily accessible the cost falls through the floor. Access is provided by the document imaging system. There continues to be major enhancements in scanning technology enabling the conversion of paper documents to electronic images fast, cheap, and easy. Purchasing a business quality scanner moves paper documents into your database system simple.

Your storage system provides long-term and reliable repository for your electronic paper. A reasonably priced storage system will accommodate changing documents, mounting volumes and advancing technology. Indexing creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective. The Vircosoft retrieval system uses information about the documents, including index and text to find images stored in the system. A good retrieval system will make finding the right documents fast and easy.

Storing records in an imaging system both maximizes retrieval ease and speed and markedly lowers storage cost and employee expenses. Envision being able to look throughout all active and inactive files for any buyer from your desktop. Document Indexing enables you to allocate or route a document to anyone anyplace on the network. Taken in its entirety imagine how much you can reduce the cost of managing your business while increasing your efficiency.

Steve Breault “DocMeister”

Law firms are buried in paper, literally. While there are many fine manual filing systems on the market, today’s technology and declining costs have made moving to an electronic document imaging system easy and very inexpensive. Whether large or small, law firms can drastically reduce the cost of filing, storing and retrieving documents in seconds. Imagine never losing a document ever again or sharing documents across the Internet to collaborate without leaving the comfort of your office? Easily done! Increase productivity, and reduce stress. Documents will be at your fingertips.

How many boxes are you managing? How many hours per week are spent looking for a discovery document or updated contract you needed yesterday? How did that file get placed under the wrong client name? The list goes on and on.

All law firms retain rows of filing cabinets and workrooms crammed with documents, and paying for storage space at premium pricing. Off-site storage is available reducing the cost of physical storage but simply add cost again to retrieve and transport between the facility and the firm. How much are you paying every time you need a document?

Following are examples of streamlining achieved with document imaging software:

¢ Find any document anywhere on the network or via the web in seconds.
¢ Routing documents fast and accurately
¢ Versioning (always maintain a running record of updates & changes)
¢ Reduce or eliminate off-site storage and retrieval
¢ Never lose or misplace a document again
¢ Reduce copy machine costs
¢ Reduce the cost of storage

Conversion of “Old Documents” to “Electronic Manageable New Documents”:

Imagine having all of your documents easily and automatically converted to Searchable PDF format. Continuity of electronic documents with hardcopy paper documents is fundamental for law firms because it helps discovery, enables collaboration among group participants in different location needing access to files that look the same. PDF assures compliance with regulatory requirements. Using PDF you can easily view, print, and collaborate on PDF files. PDF retains the integrity of any document irrespective of its origin, electronic file, paper, or Web, and portrays collaterals on screen identical to the way they would look in print.

Document imaging software and document capture software such as vFiler from Vircosoft make it possible using the searchable PDF function for law firms to browse millions of PDF files to find the information they need quickly, easily and accurately. Dramatically reduce the time normally spent by a staff of researchers to find exactly what is needed.

Look for a system that is easily transportable. Why carry boxes of files to court (or leave in the trunk of your car) when you can simply log in and retrieve what you need in seconds. Talk about efficiency while unnerving your opposing counsel!

Increasingly, judges are permitting computers into the courtroom or as part of the trial presentation procedure. Exhibits can be shown to the jury on monitors and even highlighted to emphasize particularly important information.

Summary:

¢ Reduce document retrieval time dramatically
¢ Streamline case-management
¢ Insure the integrity and safety of the document
¢ Multiple, simultaneous users
¢ Better and faster collaboration
¢ Reduce hardcopy storage space
¢ Never lose or misplace a document
¢ More

Wishing you and yours a healthy and prosperous 2010

Steve Breault “DocMeister”

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”

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”

Document imaging solutions are becoming increasingly popular as a way to better manage documents. Maintaining information on the original paper documents can reduce the ability to make good decisions.

Using a document imaging solution enables you replicate the information on the paper document to a digital format, enabling fast retrieval from any workstation on the network. Content in digital format can also be made offered on the Web, making it feasible for the team of a worldwide corporation to access it from anywhere with an Internet connection.

Those enterprises that endeavor to persist with hard copy content management are quite likely to lose their capability to compete in the market. Paper-based systems are slow and comparatively expensive, and lead to meager productivity. They are also comparatively insecure and subject to harm from the elements. Because of this document imaging solutions are becoming the everyday practice among businesses.

Vircosoft’s Document Imaging system will lower the costs of handling, storing and retrieving your documents and saves staff time by providing immediate access to your documents and business processes.

vFiler is document imaging application that is so painless to install and use that you can speedily organize it in one department, or across your whole enterprise, without costly on-site assistance. vFiler allows you to capture, index, route, search and manage your digital documents as well as your paper documents. vFiler is easily integrated with your existing data base (via ODBC connector) so you can distribute information with your other business applications and look at your documents immediately.

You can seek by typing in a word or phrase. Also, you can search by highlighting a search word or phrase in your email, Microsoft Office or ERP. As an additional way to search and approve documents from your computer you can access documents from your wireless computer, BlackBerry, or iPhone. You can open your documents wherever you are located.

Vircosoft’s document imaging software is hardware independent. You can draw on the scanners and digital copiers of your own choice purchased from your desired hardware vendors or manufacturers. Indexing is the discretionary assignment of fields, such as document type, date, and customer name. With vFiler you can automatically index documents using barcodes, Zone OCR, or reading the fields from other applications.

Summary:

Document capture & indexing of documents has become an easy cost effective way to manage all of you electronic paper. The ROI is generally under six months and often faster. Before selecting the right system for your business you should require every vendor to include a “Real World Demo” using your own sample documents. What better way to see just how the proposed system will work for you?

Steve Breault “DocMeister”

Affordable Document Imaging

Did you know that you can save money in labor costs by scanning your documents into an automated document capture and indexing system? Once scanned your documents can be electronically transmitted to anywhere in the world in seconds and provide virtually immediate retrieval. What if your employees could operate from any PC with a browser, whether at home or in another town, city, state or country, while reducing cost, drastically and increasing efficiency. Capture software frees up employees time to accomplish other important tasks.

Using vFiler to capture, validate and automatically file your documents.

vFiler from Vircosoft is world-class document capture software used by companies of all types and sizes, worldwide. vFiler provides a faultless integration to your back-end business applications and image repositories. ODBC (Open Source Database Connectivity) technology provides instantaneous verification, validation and indexing of your documents, hands-free. Software is not required on the remote client, thereby eliminating administrative management. vFiler is low-cost, high value document capture software, easy to install and utilize. The ROI is fast, generally under 90 days, often sooner.

Here are a few Key Features of vFiler

” Hardware Independent – Monitors / Watches Folders

” All MFPs and Scanners Supported

” Capture from Multiple Folders concurrently

” Capture from Outlook

” Automatically Split Multi-Page Documents Easily

” Automatically adjust, De-speckle, de-skew, rotate and resize images

” Auto-Orientation

” Reads 134 Barcode Types (1D and 2D)

” OCR Numerous 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

” Forms Recognition

” And much more…

The payback to business, including improved organization of paper, reduction in the cost of administration, management and storage can be significant. Electronic paper management using capture technology is where smart businesses are going both to better operate today and to be well equipped as the economy improves. Compete better and earn more, now that is capitalism at its best.

Many business applications can benefit from remote data capture solutions, especially isolated organizations, including transportation, human resources, healthcare, finance, or government. Even traditionally centralized capture operations now typically have a few remote scanning or verify stations, just to give IT more options for increases in volume or temporary reassignment of tasks.

Steve Breault (DocMeister)

Affordable Document Capture Software