Relying on the old filing cabinet filled with paper documents is becoming more and more of burden. Your competition knows that electronic document management brings cost down and streamlines their operations. Are you ready to break away from the paper and get your document management solution in place? Great! That’s our specialty.
The phrase “document management” is rather broad and can apply to a variety of scenarios depending on the needs (and size) of the business. In some instances we are talking about a system that merely gives us an efficient way to scan paper and save it out in an orderly, intuitive structure. Other times, we need to bring in search and viewing capabilities that are all handled inside a single piece of software. Likewise we may be working with more than just digital versions of paper files, such as MS Office documents, CAD drawings and graphics files. We can even run into the need for advanced features like document lifecycle management and workflow. These features are especially important when regulations such as HIPAA and Sarbanes-Oxley apply, to keep prying eyes away from critical information, and to limit liability by removing old docs once they’ve passed their business or regulatory prime.
More information and side-by-side feature comparisons are available on the Document Management Comparison page.
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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.
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. Additionally, they provide security, advanced capabilities and ease of use above that of the ad-hoc methods
And let’s not forget cloud-based options that alleviate the need to maintain storage servers or keep software up to date.
Within a large company or enterprise, there is a need for more robust Document Management applications that have enhanced features including security and scalability.
Such enhancements as:
Document lifecycle management
Advanced keyword searching & full-text indexing
Audit trails (HIPAA, Sarbanes compliance)
Enterprise Report Processing (ERP)
Document access control
Taking a Document Management system off the local system and to a networked solution can comprise either a solution hosted on internal servers or outsourced entirely to a cloud-based platform.
Accessing a Document Management system from the web browser means that it can be accessed from any workstation and from any location without the need for client software. Hosted cloud solutions take convenience a step further by removing the need to keep hardware systems and software up to date.
One of our most popular solutions at many levels of the Document Management game is SimpleIndex. Spanning the categories of both document capture and management, SimpleIndex has a simple feature set that can be used for basic office filing AND searching right out of the box, but can also be used as then scanning front-end to capture images and index data for the more sophisticated solutions featured on this page.
Whether you’re needing to setup a few easy fields to store a name, date and document type; or looking to capture an identifying number via OCR or Barcode and then auto-populate customer information from a database, SimpleIndex can tackle those jobs. And Scanstore can guide you through the whole process.
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.
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?
Many software developers whose products are carried by ScanStore now include digital signature capabilities.