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Document Management Improves Efficiency

    Streamlining business processes and increasing productivity are fundamental concerns for any organization. Just like any system implementation, a new approach to document management for your company requires planning and establishing goals and objectives through a requirements definition process. Clearly, document and records management software has many benefits that can appreciably improve organizational efficiency. Today there are more software options available to you in this area than you might imagine.    

    Document management begins with the conversion of paper or other documents into digitized images. These images can be easily organized, indexed, quickly retrieved, and archived. When files are scanned or electronically converted, a high-resolution digital copy is stored on a hard drive or optical disc. Templates, or electronic index cards, can attach information, such as author, reference number, date created, or key words to a document. Files can still be viewed, printed, shared and stored. Which documents people can read and what actions they can perform on these documents depend on the level of security that the system administrator has assigned to the user.    

    All document management systems have five basic components: 

    Capture for bringing documents into the system. Scanning and importing electronic documents are the primary methods       

    Media for storing and archiving documents. With the cost of disk drives getting lower all the time, regular disks are becoming the primary method for storing documents. You do have a variety of formats to use such as .tiff or .pdf.    

    Indexing and retrieval tools to locate documents. Here software solution can be customized and refined for your retrieval requirements.    

    Distributionfor exporting documents from the system. Every company has unique requirements in this area. You may need retrieval for employees. You may also have the need for customers to get access to manuals or design documents. The web is becoming the best way to make customer access secure and inexpensive.  

    Security to protect documents from unauthorized access   

    One of the most popular personal document management systems is PaperPort Professional made by ScanSoft. And while we are talking about ScanSoft, check out their PDF Converter Pro 3 software that competes with Adobe Acrobat Professional v7.   

    A product traditionally popular in the law firm industry is WorldDox. It integrates with Microsoft Office and incorporates document management and email management.   

    Exact Software’s e-Synergy module offers the features described above and much more. e-Synergy includes document management capabilities, indexing, and secure distribution to customers and employees. If you are looking for a system to integrate with a back-office accounting program, this is one to consider.    

     Here are some web sites you may want to investigate:

            www.worlddox.com

            www.adobe.com

            www.scansoft.com

            www.macola.com