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Documents are increasingly
becoming a valuable corporate resource
because of the role they play in key business
processes. Documents are integral to simplifying
work processes, vital links within and
between value chains and business processes.
Despite – or perhaps
because of – the relentless progress
in technology, paper production has grown
steadily over the past 30 years, with
no sign of a slowdown. However, because
the volume of information required by
our information-dependent organisations
doubles every three to four years, this
paperwork will just keep growing.
An efficient document
management and document
imaging system not only offers
a real step towards the holy grail of
the paperless office – it also delivers
much greater control, reduced costs and
better customer service. Many companies,
however, now find maintaining control
is virtually impossible, when business-critical
information is held in multiple systems,
often in many different physical locations
– and not necessarily electronic
ones - and exists either as highly structured
data or is totally lacking in any structure
at all. The only answer is a comprehensive
document management software
system.
Version One’s document
imaging solution allows automatic
document archiving, scanning and structured
storage for easy retrieval and access
and can be tailored to the specific requirements
of an individual organisation. The software
is tightly integrated into all the major
accounting, manufacturing and ERP systems.
Using both the outgoing
and incoming document archiving modules
of DbArchive, all documents produced from
an organisation’s business systems
can be saved and indexed in a central
document archive. This includes not only
documents sourced from the business system
but also from other applications including
Microsoft Office – for example e-mails,
Word documents, faxes and more. Where
appropriate, related documents are linked
so that users can move from one document
to the next in a natural document workflow.
Using Version One’s
document management software,
authorised users can file, index, track,
retrieve and distribute documents instantly
from their desktop. Automatic links can
be set between different document types.
The system eliminates risk of document
loss from mislaid or misfiled papers.
Copies of documents can be retained at
different locations for ultimate security,
unlike traditional paper-archives.
As prices of scanning and
storage hardware have fallen substantially
over recent years, this has brought document
imaging and document
management software within the
reach of even the smallest IT budget.
Coupled with very fast Return-on-Investment
- typically just a few months - this has
significantly increased demand for Version
One’s solutions. |
