The phrase “document management” is rather broad and can apply to a variety of scenarios depending on the needs (and size) of the business.
Small businesses and departments may only need a system that provides an efficient way to scan paper and save it in an orderly, intuitive structure.
Most projects also require the ability to search and view documents in an integrated viewer or website, and provide ways to annotate images, making notes and markup that other users can see.
Likewise we may be working with more than just digitized paper files. Native born electronic documents such as MS Office docs, PDFs, CAD drawings and graphics files.
There can also advanced records management requirements like access audit trails, document retention, lifecycle and workflow. These features are especially important when dealing with regulatory compliance such as HIPAA and Sarbanes-Oxley.
Our document management solutions can fit any budget or support any project requirements. It's not always possible to do both at once, but we will try our best!
Contact Us for a free evaluation of your document management project and online demo of our software recommendations.
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Personal & Small Business
Users within a single department, working from home or who have a small business can simply scan their documents to a folder that is shared to everyone. In this “ad-hoc” scenario you only need some basic document scanning software to simplify and bring consistency to your filing system. Our SimpleIndex software is a perfect all-in-one scanning and document management tool for this purpose.
If you want to move to the next level, there are Desktop Document Management options that provide an all-in-one means for capture, storage, search and retrieval of documents. These solutions are affordable and focused on automating process of organizing and filing documents rather than advanced security and workflow features found in enterprise solutions.
And let's not forget cloud-based options that alleviate the need to maintain storage servers or keep software up to date.
Cloud-Based Document Management
Accessing a document management system via the web means that it can be accessed from any workstation and from any location without the need for client software. Hosted cloud-based solutions take convenience a step further by removing the need to keep hardware systems and software up to date.
Both on-premise and cloud-based versions are available for these Enterprise Document Management platforms.
Records Management Systems
Within any businesses that is larger than a few people, there is a need for more robust document management systems that have enhanced records management features.
Such enhancements as:
- Digital signatures
- Document lifecycle management
- Version control
- Advanced keyword searching & full-text indexing
- Audit trails (HIPAA, Sarbanes compliance)
- Email archiving
- Workflow routing
- Enterprise Report Processing (ERP)
- Document access control
Our recommended Enterprise Document Management platforms are:
We have chosen these systems because they offer robust records management features for a reasonable price point. PaperVision is especially easy to configure out-of-the-box while being scalable to support 1000s of users.
We prefer these to cloud storage platforms like SharePoint, Google Drive or Box because they are purpose built for records management and make these key features easy to configure. While cloud storage platforms can perform many of these functions, they often require a high degree of customization to implement them.
Using Digital Signatures in Document Management Workflows
Modern document management and ECM systems use electronic routing to simplify and speed up many aspects of the typical workflow. Unfortunately, one relic from the slow and impractical days of paper use has continued to bottleneck this otherwise efficient process – the need for signatures.
Unique, legally binding signatures are still required on many documents, and this used to entail printing out and manually signing an electronically filled document somewhere in the workflow before it could be scanned back in and sent to the next step.
You don't have to struggle with this outdated process anymore!
In 2000 the ESIGN Act (Electronic Signatures in Global and National Commerce Act) was enacted. This act states that a contract or signature “may not be denied legal effect, validity, or enforceability solely because it is in electronic form.”
Electronic signatures allow you to sign your documents using a quick, simple, and secure method, right from your computer. You will save money, time, and trees by removing the need to print and scan documents in the workflow just to get a signature. Simply press a single button, and your document is signed! Security is also improved by ensuring your document and signature have not been tampered with after signing. This is the new, modern way of validating documents.
How can you incorporate Electronic Signatures into your workflow?
Our document management platforms offer both on-premise and cloud-based solutions for your digital signature workflows.
PaperVision Enterprise allows users to include a validated electronic form or signature with a document as part of a review or approval process, with built-in security measures.
Contentverse includes an “electronic signature capture” module, which enables users across the system to enter their signature into a secure data bank (featuring a unique username and password for each user) within the program, and can pull it up (once their identity is validated) to apply to documents as needed.
Find out more by reading the full ScanStore Electronic Signature Guide.