Introducing Document Management in to your organisation

Embracing new technologies, like document management, may seem like a daunting process however modern systems are simple to use and modular in design.

This means you can get started quickly and begin to solve real business problems straight away, more advanced workflow based solutions can then be evolved over time.

For example, maybe you need a solution to keep all your customer documents in one place allowing you to quickly retrieve important information. This might include correspondence, quotations, orders and contracts. No more searching through filing cabinets or network drives for that elusive piece of paper; instead you get the information you need so you can get straight back to your customer.

What other benefits are there?

• Information is held securely and access can be controlled and audited.
• Paper based filing systems are removed from the office freeing up space.
• Documents can be backed up to provide failsafe disaster recovery in the event of theft, flood or fire.
• Documents remain stored while being viewed so none are misplaced or lost.
• Fast access to documents can lead to improved productivity and enhanced customer service.
• Stored documents can be shared and distributed easily with clients and colleagues.
• A document management system can provide a tangible return on investment by improving business efficiencies and reducing print expenditure.
• Security trails, audit control and disaster protection can ensure an organisation meets regulatory compliance.

How does it work?

Paper documents are scanned into the document management database using a multifunctional device or a separate scanner. Modern multifunctional devices integrate with the system and add icons to the display to allow quick one touch scanning and storage.

Documents that are already in an electronic format are easily added too. Many popular software suites, such as Microsoft Office, integrate fully with the system allowing documents to be added at the touch of a button.

Information contained in the document, such as a customer name or a reference number, can be used to index and categorise the document for searching and retrieval.  This data can be automatically recognised and extracted or can be added manually at the time of scanning or queued for later processing. If required, all the data on an electronic or hand written document can be indexed using optical character recognition (OCR) technology.

Once scanned, the document and index data are added to the database. A desktop application is used to search and retrieve the document for viewing, manipulation and distribution.

 What else can it do?

More advanced solutions can automate processes in you organisation or can scan documents directly in to a third party application like your accounts package or client management program.

For example, maybe you have supplier invoices that need to be authorised by a number of people before payment. A workflow can be designed, using a simple drag and drop designer, to email the scanned document to individuals for approval before sending it to a network folder to be imported in to your finance software. You can keep track of the document at every stage so you are always in control and never need to request a copy of a lost invoice. It is even possible to extract all the information from the invoice for import straight in to you accounts system for verification and posting.

Document management software is affordable for most organisations and can provide a genuine return on investment by improving business processes and reducing printing costs. Modular design allows for scalable solutions that can be introduced step by step, one business process at a time. Advanced features can add workflow and automation when required.

Margolis Business Systems specialise in document management and print solutions and have the skills and products to implement a solution for your business.

The new imageRUNNER advance multifunctional devices from Canon have embedded application technology that allows full and customisable integration with document management solutions and other third party software applications.  

If you are interested in introducing document management in your business please get in touch to see if we can help you.