Posts Tagged ‘Law Firm document imaging software’
Quick decision making, increase in amount of data, gaining competitive edge over others and need for risk management are some of the factors influencing businesses to adopt document management systems for day-to-day functioning. Apart from this, increasing need to cut costs and optimizing productivity are some of the challenges that businesses face today. Though most companies and organizations today have switched to digital document management, many are yet to utilize this technology to its full potential.
Some methods such as taking backup on CDs and DVDs, using RDBMS and web-based sharing of documents do work to a limited extent. However, document management software presents a more integrated and holistic approach towards information management. Features such as automatic data capture, indexing, easy search and quick retrieval make document management systems an integrated solution.
Streamlining critical operations and increasing efficiency is vital for a business to grow. Some important functions that document management software must perform are:
· Use automatic data capture tool to import documents into the system
· Store and archive data for use when required
· Index documents for easy and quick retrieval
· Provide tools to distribute and share documents at different levels
· Provide tools to protect documents from unauthorized access
The main aim of document management software for your organization should be to simplify business processes and consequently increase efficiency. Along with this, it should help expedite different procedures, promote greater collaboration within departments or organizations and facilitate compliance with filing norms.
Various surveys and research has shown that, on an average a worker spends approximately 12 minutes in processing a document such as a form or an invoice. Out of these, 9 minutes are spent in looking for related data such as previous records or reports. An office makes approximately 20 copies of a document per day, loses at least 1 document out of 20 and spends close to $250 in searching, reordering or recreating a file. Statistics plainly state that precious time is spent in searching and recreating documents, which can otherwise be utilized to review business goals, increase productivity and concentrate on customer satisfaction. Document management software can help your business in several ways such as:
Save time: Document management system helps you answer critical issues immediately by providing required information instantly. Search and retrieval tools help locate documents quickly, thus decreasing processing time. Along with this, the storage and archival features have completely eliminated the issue of lost documents, thus saving time spent on searching and recreating documents.
Cut costs: With everything saved in a digital format, there is no longer need for filing cabinets. Apart from this, most documents can be shared or distributed over a network, thus reducing the cost of printing documents.
Minimize errors: A document management system works with minimum human intervention, thus decreasing common filing mistakes. The automatic data capture features scans and files document in a user-specified windows folder, eliminating any mistakes that may be caused when filing documents.
Increase collaboration: The system is available centrally and is integrated such that documents can be retrieved by anyone who may require it. This helps organizations work in a coordinated manner. For instance, one department need not wait for another to provide any information as all they need is available through document management system.
With rapidly-changing technology, your clients expect quick solutions to their problems and instant access to any information they want. People today are quick to change their service provider even if smallest of problems are not resolved within a given timeframe. It’s needless to say that your business can only compete with its counterparts when you employ the latest tools and assure customer satisfaction.
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”
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:
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”
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”
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