specialise in all facets of Document Management.
This can cover providing basic bureau imaging services through to
the supply, installation and training of full document management
solutions, incorporating software, hardware and services.
No matter how big or small your requirement, we can help you with
Do Document Imaging?
will show you how to save money over traditional paper filing systems,
with document imaging.
save for the following reasons:
biggest direct cost of a filing system is the labour cost for
retrieving and replacing files. These costs are estimated to be 70%
of the cost of the filling system. It takes about 20 minutes for
someone to look for, retrieve, deliver, then re-file a document back
to where it was stored. All you need to do is multiply your hourly
labour costs by 30% and that's your hard costs for just one file.
Don't forget to include those employee benefits into your labour
cost for performing data entry on scanned documents is still less
than the labour cost for physically filing them into the proper file
draws and distributing them.
biggest cost savings is that anyone in the organization can locate a
document without the assistance of any knowledgeable individual.
What makes a long-time employee valuable is that he or she knows
where everything is. When that person retires or leaves, it may take
the company many months or years to train someone where the
important files are and how to find them. A document imaging system
enables anyone to find a file quickly if it was properly indexed or OCR'd
when it was first put into the system.
document imaging system has much more security access controls for
your files than filing cabinets. Someone cannot access a document
unless they have access rights to it or the directory tree it is in.
Most imaging systems have an audit control feature as a option
or standard. An audit control program can keep track of every search
and retrieval done by a user.
a document imaging system multiple people can access the same
document simultaneously. This may be necessary for conferencing in
the same room or participants half-way around the world.
Document Imaging program can enable a company or government
department to let employees or other individuals, outside the
office, to have access to files. With the increased importance of
the Internet to business and government the ability for individuals
to access documents on line is of paramount importance. Access of
documents can be controlled by logins and access rights.
document imaging programs will enable individuals to share documents
over the network or the internet. This feature will speed up the
work flow of documents for a project.
a standardised system is important:
of Documents – Documents remain complete and accessible despite
changes in business organisation, personnel, and document keeping
– Minimise time wasted searching for information.
– A common filing language fosters cooperation in the retrieval and
exchange of information throughout the business.
Retention & Disposal – Separates documents with different
retention times to assist in retention and disposal activities.
Elements of Document Management:
– An easy system enables quick and accurate filing and retrieval.
– File headings are descriptive and arranged in a natural sequence.
– File headings relate to the function of documents and the way files
– Accommodates expansion or contraction of document volumes, different
document keeping technologies, the transfer of inactive documents to
non-current storage and the destruction of obsolete documents.
or Manual System
a smaller office environment, an improved manual system for managing
documents may be all that is required.
However, the large quantity of word processor and spreadsheet-based
documents in a business will require some form of electronic management.
Couple these with emails and an electronic system may be required
even if it used only for the electronic documents and a manual system used
for the paper. The paper
could be scanned at a later date and added to the system when it is
justified. The system should
be flexible enough to accommodate these changes.
it is decided to explore the implementation of an electronic system, it
may pay to employ a specialist consultant to help work through the system
requirements. Systems vary in
complexity and function not to mention cost.
It is better to spend a little extra time getting the specification
right the first time, rather than struggle with a system that does not
have the flexibility or function for the future.
This is all about making an informed decision.