DOCUMENT MANAGEMENT
Document Management is the capture, storage and retrieval of paper or electronic documents using many different file types.
Simplify your life. Simplify your business.
Ask yourself, how do you capture documents within your organization? Scanning and saving to a hard drive?
Where are you storing your documents?
Filling cabinets, storage boxes on-site and even off-site?
How do you retrieve a document whether it’s from this week or 5 years ago?
Walk to the filing cabinet and hope the document is where it should be? Or rummage through storage boxes?
THE STATISTICS
Increase Profit – Decrease Cost
$30 on average to file a single document
7.5% of all documents get lost
$120 to locate a misfiled document
$220 to reproduce a lost document
All organizations have different needs for document management. Here’s how DocuWare has helped companies create “documents of value.”
CREATE “DOCUMENTS OF VALUE” FOR YOUR BUSINESS:
Not only has a huge mountain of paper disappeared, but internal studies have also shown that we’re saving about 3.5 hours per day in work time solely because of the higher level of transparency in our warehousing processes.“
No business on earth deals with as many documents as a county clerk. To give you a better idea of the volume of paper records we have, nine million sheets of paper a year pass through our office. That’s a lot of information. Our paperless court is one of our most exciting new uses of DocuWare. Initially some of our judges were a little concerned about moving toward a paperless environment, but our pilot program quickly changed minds.“
A key factor in our decision to implement DocuWare was that we didn’t need to reinvent our daily work processes that everyone was already comfortable with. We just took the way we used to do things around here and automated them – from more precise internal controls, to a higher level of customer service, it has improved my business.“
INTEGRATION – KEY COMPONENTS
Smile’s Document Management Solution, DocuWare, enables any size organization to transform documents into valuable capital. Regardless of the format or source document management can automate business processes and workflows by electronically managing and sharing documents. Documents are readily available where and when needed; one search quickly locates related documents. Smile’s solutions have powerful tools that all automation for increased office efficiency. There are universal integration methods that can be configured by the user, as well as numerous interfaces to other applications.
IMPORTANCE OF EMAIL STORAGE
E-mail and Connecting with Outlook
Throughout a typical working day, hundreds of emails can flood your inbox. They are an important part of your work and you need to be able to access them at all times. As business correspondence, emails are subject to legal retention periods. Email integrations, like the connection from MS Outlook to your Document Management system, allow you to do both in a quick and easy manner. Not only can you archive your email directly from Outlook but you can use the quick search feature to access them all in a matter of seconds.
When storing Outlook content, the email and its attachments are sent directly to your Document Management repository. You can store email in all standard formats: MSG (Outlook), DOC (Word), RTF, PDF, and PDF/A (long-term archiving format according to ISO standard). Attachments are archived in their original format.
PRINT DIRECTLY TO
DOCUMENT MANAGEMENT
Print Capture is really quite a valuable aspect of Document Management. Too often, just like emails, organizations tend to print a document that is generated “in-house”, just for their own long term storage and retrieval. Usually the document gets lost, misplaced or damaged.
With Print Capture, the print still takes place, but the user prints directly to the Document Management system, instead of the copier. This means that the print data is collected like a scanned image, and saved in 100% electronic format. Not only is this document now searchable, but information right off the document can be used to store it away immediately. Now, when an invoice or order confirmation is needed for retrieval later, the user can locate this document by the customer name, invoice date or dollar amount for example.
ALL BUSINESS PROCESSES START WITH A DOCUMENT
Smile’s Document Management solution, DocuWare and customize and streamline your day to day document processes.
It starts with your workflow and we build upon your processes within each department. As workflow is combined with the needs of each department the ability to approve, route and retrieve documents from your desk, home or anywhere in the world, an organization can adapt to the world around them.