Posts Tagged ‘document management software’
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”
Steve Breault, CEO
Companies whose main source of income is selling products must have a formidable sales team. These are people who are charismatic, good communicators and are able to sell any type of products handed to them – whether it’s a vacuum cleaner, a dishwasher or a dish rag – to different kinds of people – a housewife, a child, even a celebrity. This selected group of individuals must be able to work together and brainstorm on ideas on how they can sell a company’s product effectively. This would entail countless hours of coming up with business proposals, revising them and ultimately, setting it out in the market.
Based on their line of work, sales teams use up a lot of paper to note their ideas and spend a lot of time filing these ideas in folders every time it is revised. This results into a pile of paperwork that may impede a sales team’s efficiency if they fail to properly manage their documents. Not only would it cost a lot for their company, some sales personnel might lose data permanently because they made a mistake and failed to remember where they stored their proposals. Because of this, sales teams could benefit more if they invest in business document management and acquire document management software that can keep track of all their files. This is because document management software is supplied with a powerful tool – version control – which can keep track of any changes made to a document and store them as separate files or versions. For example, if a sales team comes up with an idea on how to sell a product, they would make a business proposal. If along the way they realize that there are bugs or mistakes in the proposal, they would revise it. Version control takes note of these revisions, so sales teams would have an easier time accessing a specific time when a change has been made.
There are many benefits to using version control. If any member of a sales team messes up and makes an error in a revised document, and further makes things complicated by overwriting the original file, he can simply go back to the previous version as if no changes have been done. Version control can even save changes that have been made in the previous years, so even if a business proposal has been approved and it fails to effectively sell products, the sales team can go back to the document and examine the changes they may have overlooked which could have caused the failure. It is also beneficial because document management software can share files to anyone who is connected to its server, and as sales teams are composed of many individuals, sharing documents to each other would be easier, and communication between the members of the team would be clearer. Business document management is essential especially to this group of individuals – since they are important in generating income for the company, their ideas must be organized and they should be able to access their files quickly, so they can meet with each other and come up with ways of selling more products.
To avail of the most affordable document management software, companies may turn to Vircosoft for their needs. With two powerful applications to choose from, Vircosoft guarantees that they can manage, track and share documents that employees use in a company. This not only saves time, but also reduces on labor costs, since employees can complete more tasks in lesser time. Best of all, Vircosoft’s security is strong enough to prevent any stolen data or data loss. So if your sales teams are in need of effective business document management, make sure to choose Vircosoft.
Thank you,
Steve Breault “DocMeister”
Steve Breault, CEO
Imagine this: an employee prints a document needed for a business proposal. He attends a meeting and his superior reads his proposal over. The boss likes the proposal but has a few revisions in mind, so the employee goes back to his workstation, files the old proposal in a folder and types up a revised version. The cycle repeats and the folder keeps getting thicker, and more paper gets wasted until finally, the proposal is approved.
This is what happens in a company that refuses to become a paperless office. Business document management could have been a lot easier and they would have saved a lot more money on expenses if they choose to go paperless and acquire some document management software.
Paper, along with other equipment such as filing cabinets, printers, copiers and scanners cost a lot. Moreover, filing documents and retrieving them can waste an employee’s working hours instead of being able to complete more tasks. Document management software eliminates all these worries, as businesses would be able to arrange, file and categorize their information with ease.
Document management software also offers version control so companies may keep track of all their files. If a business proposal, projects or other documents are in need of revision, the software arranges all the versions of the original file, so if they are needed, they can be viewed and accessed quickly.
There are other reasons why you need version control for managing your data. If there are many creators or authors to a certain project, companies need to keep track of their names and contributions to give them fair credit. They can also backup and restore information. Say, an employee messed up and saved a project containing unnecessary revisions, with a few simple clicks, he can remedy the error and acquire the original data without getting into trouble or being shouted at by his bosses. It can even track changes made years ago, so if something goes wrong, the company can view the original version and take note of any mistakes that could have been overlooked. It also allows synchronization, so more people can view the files and be updated with any slight changes being made to their project. It can even take note of all the transformation that has been happening, so employees are able to understand how a project has develops and the reasons behind it.
Lastly, a creator can make big changes without causing trouble for himself. He can detach part of the project, try out his ideas and polish everything before re-attaching the revisions to the project. So whether it is a small business, a well-known corporation, and especially if it is a company dealing with software creation, document management software can help businesses keep track and safely make changes to their files.
To get the best features and take advantage of lower rates, Vircosoft offers two types of software that are currently the most affordable open source document management software in the market. HighPoint and KnowledgeTree are two powerful applications that can file, share, track, manage and secure documents. They also help greatly with version control, so companies would not need to worry about making errors in their projects and being unable to correct them.
So to completely eliminate worries and run a more efficient business, companies should consider purchasing document management software starting today.
Steve Breault, CEO
Many businesses deal with tons of paperwork every day. From memos to business proposals to employee records, a company must ensure that all these are labeled and filed away properly, so if they need to be accessed, they can be obtained quickly. However, no matter how organized the records are, it will still take some time to find the specific document needed especially if there are thousands of files to choose from. In this case, it is advisable that companies invest on effective business document management.
Business document management is especially needed when it comes to dealing with accounts payable. Accounts payable are files that contain the amount of money a company owes to its suppliers but has not been able to pay yet. In other words, suppliers allow companies to receive their purchases even if it has not yet been paid, but ensures that they receive payment in the future through accounts payable. As such, accounts payable are vital in the financial cycle of any business, and overlooking these debts can spell disaster for any company and they can be closed down based on legal actions.
However, if companies purchase document management software, accounts payable can be handled more efficiently. With these types of document software, accountants or bookkeepers can keep tabs on the flow of money into the company’s account whenever they receive invoices and also take note once these bills have been paid. Using this software, paying debts would be quicker and companies would be able to easily determine which bills they should pay first to prevent great losses that come from paying debts all at the same time. They would also have lesser expenses if they start digitalizing their documents. The International Accounts Payable Professionals states that the usual cost a company makes in paying an invoice is ten dollars. This means that if you accumulate a hundred invoices, you pay a thousand dollars more because you are sticking to a paper-based office. This additional cost would be eliminated once your company decides to handle its accounts payable through document management software.
Companies usually use accounting software for managing these documents, but accounting software costs a lot and can only handle a specific type of document. In this case, a better solution is Vircosoft’s document management software, as it can help in organizing accounts payable and other data that a company may have. Being the most affordable and most efficient software in the market today, Vircosoft’s software comes with VFiler, a powerful application that can file, secure, share, track and manage all kinds of documents and records that businesses encounter in their departments. Their software can manage your accounts payable, as well as other records such as memos and employee information, so you can access these files more easily and at any time you want them. Also, Vircosoft’s software is strong enough to safeguard your software, so you are ensured that you will not lose any data. It can also prevent illegal access, so your accounts payable will not be tampered with and you will not lose more money in the process.
If you are worried that accounts payable can push your company down a pit of debt, it is better to start using document management software and prevent escalating costs and disorganized files. Also, for a worry-free and effective business document management, remember that the right choice is Vircosoft.
Thank you,
Steve Breault “DocMeister”
Steve Breault, CEO
Companies have the responsibility to take care of their employees and ensure that they are well-compensated for their work and receive good benefits. Fortunately, every company has a human resource department specifically created to address the needs of all their employees.
It is this department that ensures that all employees benefit from the Health Insurance Portability and Accountability Act (HIPAA), which helps employees and their families retain their health insurance even if they lose their jobs or decide to change it.In accordance to this, companies are encouraged to file any related data electronically, to be in accordance to the electronic data interchange used by the country’s health care system.
Complying with this system might worry companies, especially if their human resource departments are used to storing data manually through the use of paper and file cabinets. However, business document management would be easier on them if they use document managing software. Through the software, not only will they adhere to
the policies of the country’s health care system, they will also be able to file their information more efficiently.
Vircosoft’s document managing software is the most effective tool for human resource departments looking for an affordable but powerful solution to filing their data. Their applications will enable you to automatically file, manage and arrange all your information with a few simple clicks. Also, since the HIPAA is concerned with the security of data, Vircosoft’s security system is tough enough to ensure the safety of information when it is exchanged through the country’s health care system. Human resource departments need not worry about sharing an employee’s information, as Vircosoft’s software would be able to send the data without risking data loss or stolen data.
Through this software, human resource departments of any company can help more employees avail of their health insurance in a quicker and simpler method. They can also keep track of which employees are making use of their insurance. If employees get their benefits without any trouble, they will be inspired to work harder and the company’s reputation of taking good care of its workers would attract more job applicants. The company will also uphold the HIPAA and follow the country’s policies without having to spend a lot of money on it.
So, in order to maintain a worry-free human resource department, help more employees and be able to follow the health system’s rules and regulations, acquiring document management software is essential to achieve better business document management. Also, with Vircosoft’s help, you can achieve all of this with an inexpensive but reliable applications.
Thank you,
Steve Breault “DocMeister”
Steve Breault, CEO
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 benefit 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”
Steve Breault, CEO
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”
The Paperless Office has more definitions than, well, definitions. Everyone has an opinion. After over ten years in the business we have pretty much seen them all.
This sound like you? “I want to capture and file incoming images from fax and email. I want to convert & store hard copy paper to an electronic format at bargain basement pricing. Then I want to easily (automatically if possible) file, store, find and share them and while I save big money.
How? Do your homework on the Search Engines or find a professional to conduct an evaluation of your processes. Buy a good scanner. Buy a good low-cost imaging system that can be easily upgraded as you determine what features you actually need.
Powerful feature-laden systems starting at under $1000.
Call Steve the “DocMeister” in the Morning. 888.446.1770
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.
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Open Source Document Imaging Software
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We are your one-stop Shopping Center for:
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Check out our Blogs for a lot more great information.
Thank you,
Steve Breault “DocMeister”