DbArchive
Enterprise-wide Document Archiving

Outgoing Documents

The Outgoing Document Module automatically archives all documents printed by the Accounting or ERP system or any other server based system, as well as documents printed through Windows applications on the desktop. DbArchive compresses and indexes them, archiving the documents securely.

Incoming Documents

The Incoming Document Module compresses, indexes and archives all incoming documents, such as purchase invoices, proofs of delivery, etc. These documents may already be electronic images (email, fax, etc.) or they can be scanned in if received on paper. This applies not only to all business documents, but also allows the electronic archiving of any documents from other sources - contracts, correspondence, product literature, certificates of conformance, credit reports, for example.

Retrieval of Stored Information

Authorised users can retrieve documents from anywhere on the network. There are two main ways to do this:

• There is a configurable enquiry screen enabling users to search, for example, for invoices by number, customer name, date range, value range, or any other field, and with just a few mouse-clicks, to display these documents.
• The user can drill down through the Accounting or ERP software, and just click on the relevant transaction to retrieve the appropriate documents.

Automated Document Links

Automatic links can be set up between different document types whilst archiving. For example, once an invoice has been retrieved, just a mouse-click will automatically retrieve any related documents e.g. proof of delivery, quotation, purchase order. Documents can then be instantly printed, faxed or emailed. DbArchive can also be configured so that linked documents are automatically sent - for example, a signed proof of delivery is automatically appended to every faxed or emailed copy invoice.

Web Enabled

The DbArchive web interface provides full access to documents through a standard web browser. Now everyone across the organisation can view the documents they need on the archiving system through an intranet. With just a click of the mouse Sales and Customer Service can see invoices, Accounts can check on goods received notes and PODs. Management Reports can be automatically posted on the company portal.

The XML interface allows tight integration with the latest web-enabled business systems as well as company websites. Once you have given them the appropriate security access, customers can now help themselves to copy invoices, PODs and QA test certificates.

Automated Document Authorisation

DbAuthorise is a new module that enables the automatic electronic routing of business documents for approval purposes. Business procedures are therefore more streamlined and cost effective. A typical example is the routing of a purchase invoice for payment authorisation; the invoice can be automatically authorised or sent to the most appropriate recipients for authorisation. DbAuthorise is a powerful tool for any business, facilitating further time and cost savings.

Find out more about DbAuthorise.

Annotation

Authorised users can add annotations to documents and send them electronically either internally or externally. For example, a purchase invoice could be annotated with a query and the document link emailed to the originator of the purchase order for clarification.

Secure and Flexible

The system is highly secure, giving everyone authorised within the enterprise the ability to organise, store, access, comment on and distribute appropiate corporate information. DbArchive is a highly flexible archiving solution, with easy to use search criteria, and eliminates the risk of document loss due to documents being mislaid or incorrectly filed. As the documents are stored electronically, copies can be kept at different locations for total security - something not achievable with a traditional paper archiving system.

Environmental Benefits

In addition to numerous business benefits, electronic archiving contributes substantially to the environment by dramatically reducing the paper consumption of any organisation. With the decline in world forestry resources, now every company can do their bit to save the planet, whilst saving money at the same time.

Fast Payback

The dramatic savings in stationery, labour and storage costs mean that DbArchive pays for itself extremely quickly. DbArchive is tightly integrated into Version One's suite of e-business software modules - DbFax and DbMail. These complementary products enable users to fax or email retrieved documents with just a couple of mouse-clicks, providing even greater savings.

Dramatic savings of time and money are achieved by eliminating the printing and filing of outgoing and incoming documents. As these archived documents can now be accessed in seconds, productivity is greatly improved. By totally removing the need for traditional paper-based document archiving, this space can be much better utilised.

Tightly integrated into all major Accounting and ERP systems, DbArchive offers the following features:

• Available on UNIX, Microsoft Windows 2000, Windows XP and Server 2003 platforms
• The system can reside on any server or servers on the network and on any storage media
• Options for centralised and/or decentralised scanning and retrieving operations
• Scanning system supports barcode reading, OCR and even handwriting recognition for automated indexing
• Supports a wide variety of scanning hardware - from low-cost TWAIN compatible flatbed scanners to automatic high-speed hopper fed scanners capable of scanning hundreds of images per minute
• Automatic contrast adjustment, de-skewing, black border removal, de-speckling, crease removal, etc
• Automatically scans reverse side of duplex documents
• Can accept images from any external source - supports TIFF, JPEG, PCX, PCL and BMP images
• Windows print driver to enable automatic capture and archiving of, for example, Word documents
• Extensive API interface, as well as support for all major databases
• Notes can be easily attached to any document, just like Post-it Notes®
• Ability to zoom in and highlight portions of the document - e.g. signatures
• Simplified management of bulky text prints e.g. invoice audit trail including text seaching and simple calculations
• Tightly integrated to other Version One modules to give a truly automated office environment

• 
  "Our customer satisfaction levels have more than doubled as a result of using Version One's systems."
  Martin Bate, Financial Director of Attwater Group
• "Version One's systems have totally transformed H+H UK Ltd's business processes. Paper is no longer dominating everything we do and as a result, we have significantly improved efficiency, freed up storage space and cut costs."
  Brian Collins, IT Manager of H+H UK Ltd
• 
  "Implementing DbArchive has revolutionised our accounting practices and assisted in making savings of over £500K per year."
  Mark Knight, Financial Controller of Johnston Press
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  "There is a no doubt that Version One's DbArchive should help us achieve our PSPP target of 95%."
  David Hay, Head of Financial Services of Leeds Teaching Hospitals NHS Trust
• 
  "Without document imaging, a serious fire at Action for Children's headquarters could prove devastating."
  Paul Addington, Finance Change Programme Manager of Action for Children
• 
  "Across the business, we are saving over £100,000 per annum."
  Allan Doyle, IT Manager of Nichols Plc
• "Since implementation, they have revolutionised our business procedures and thankfully, paper no longer dominates our working lives."
  Mandy Smith, Credit Control Manager of PTM UK Ltd
• 
  "As well as improving payment processing efficiency, Version One's systems will free-up space that is currently used to store hundreds of boxes full of paper documents."
  Amanda Sleight, Financial Systems Manager of East Riding of Yorkshire Council

• 
  DbArchive Brochure
  Enterprise-wide document archiving solution

 

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