A document management system is the use of a computer system and software to store, manage and track electronic images of paper based information captured through the use of a document scanner. It is how your organisation stores, manages and tracks its electronic documents. Document management is the software that controls and organises documents throughout an organisation. It incorporates documents and content capture, workflow and document repositories, COLD/ERM, and output systems, and information retrieval systems. Also the processes used to track, store and control documents.
We offer a variety of document management systems, below are a variety that we offer!
FileDirector
FileDirector Cloud
ScanFile
Dokmee
Dokmee Capture
FileDirector:
FileDirector brings the future of company management and data distribution into today’s world. This electronic content management solution shortens the time required to organise and handle documents within an enterprise, enormously. This noticeably more productive and more efficient way of working, reduces costs significantly.
Scan and upload – capturing information is a very quick process using FileDirector. Scanning was never easier, using pre-definable scan profiles. FileDirector records electronic documents as flexibly and quickly as paper documents. The particular format and source are not an issue and thanks to the included integration with Microsoft Office, you and your staff can archive documents, tables and emails with a simple mouse-click
Sort & index – Indexing and sorting documents is handled manually or via OCR (Optical Character Recognition) zones in the document, via full text or barcodes. Index data can be imported via ODBC from other databases or files, or transferred automatically when importing or recording.
Search & Retrieve – FileDirector leaves you free to decide how to conduct your keyword search. You can use the defined index fields to search for information you need, either within an entire filing cabinet or within a given document type. You can also use full text search to locate the documents you need via their content.
Simple document management:
Thanks to its extensive range of functions, FileDirector meets all of your documents management requirements – today and tomorrow. Ease of use, scalability and a wealth of expandable components make FileDirector the perfect partner for businesses of all sizes.
The benefits of an intelligent document management system are self-evident, for example documents are located, stored and distributed more quickly. What’s more, staff do not waste time or money on duplicating or distributing documents. Digitising avoids all these unnecessary steps and gives your staff more time to concentrate on the essentials. On top of this, document storage costs are reduced because a considerably smaller amount of storage is required.
Return on Investment (ROI):
In today’s fast changing and complex business environment paperwork can restrict your ability to operate efficiently. Needless filing and searching costs business’ valuable time and money. FileDirector means documents are stored, distributed and located faster. FileDirector removes the burden of paperwork and enables staff to utilise the extra time gained to focus on more essential work
A further reason for investing in a FileDirector document management system is compliance with statutory requirements, since we help your organisation to minimise the financial or legal risks which can be caused by lost, damaged or improperly used information.
With the increase of paper in our day to day working lives and the mounting constraints and costs of storage space, many business choose to pay for offsite storage. Costs upwards of tens of thousands of pounds per year for this kind of inflexible, poorly secure storage solution are not uncommon. FileDirector will take away the burden of spiralling storage costs and in some cases create a return on investment (ROI) in less than a year.
To find out more about FileDirector, click here.
FileDirector Cloud:
Scan, index & organise – scanning, indexing and sorting documents is handled manually or via OCR (Optical Character Recognition) zones in the document, via full text or barcodes. Index data can be imported via ODBC from other databases or files, or transferred automatically when importing or recording.
Upload to Cloud – whether you scan paper documents, attach any type of electronic document or simply use the camera on a smart phone using the FileDirector Cloud’s mobile app, uploading your documents and storing them in the Cloud, gives you the flexibility of not having to maintain the application or computer hardware and you are safe in the knowledge that your documents are backed up and secure.
Retrieve from Cloud – FileDirector leaves you free to decide how to conduct your keyword search. You can use the defined index fields to search for information you need, either within an entire filing cabinet or within a given document type. You can also use full text search to locate the documents you need based on their content. It’s then easy to print or email documents direct from the desktop app or your mobile device.
Simple Document Management:
Use FileDirector Cloud for all your off-premise document management needs. The FileDirector installation is fully features and allows you to benefit from all the FileDirector modules including Full Text OCR and Business Process Management
FileDirector Cloud Solution makes budgeting for your system costs straight forward, simple and without any overhead for the purchase and maintenance of a server and the associated.
Features:
FileDirector Cloud is a document management system for organising all your documents, paper and electronic. Combing all documents into one place and going paperless increases efficiency and security whilst reducing costs. Intelligent document management solution. With features such as workflows, approvals, audit trails, OCR and sophisticated searching you’ll be amazed how much easier day to day operations become.
FileDirector Cloud can be customised by us to suit your exact needs. This way, you only need to pay for what you need. If you need to add or remove features in the future we can simply adjust your software. FileDirector is future proof, so there will be no need to implement replacement systems into your business further down the line. As your business grows FileDirector can grow too, meaning your document management system will never be holding you back. One constant solution for you and your documents.
Click here, to find out more about FileDirector Cloud.
ScanFile:
ScanFile V10 redefines one of the most popular and easy-to-use document management solutions with a raft of new functions. ScanFile V10 is a flexible, robust and proven platform for archiving, indexing and searching your documents.
Activity report
Intuitive security concept
Full text & zonal OCR
Barcode and form recognition
MS Office integration
Based on .NET 4.5
ScanFile V10 updates one of the most popular and easy to use document management solutions with a raft of new functions. ScanFile V10 is a flexible, robust and proven platform for archiving, indexing and searching your documents.
ScanFile V10 supports practically all commercially-available b/w and colour scanners by providing a TWAIN interface and additionally, offers a wide range of document scanner drivers, out of the box. There are wide-raging functions for handling electronic documents such as Word or Excel files. Moreover, thanks to its Microsoft Office integration, you can initiate this directly from ScanFile.
A clever feature is that ScanFile V10 was developed as a modular product, so you only need to purchase the modules you will actually use. But this modular design involves no sacrifice in terms of ergonomics: you can perform all tasks from the same application.
ScanFile V10 is your solution for scanning and displaying documents. All functions are integrated into a single application. After just a few minute, you will be familiar with the basic functions in ScanFile.
Even setting up document archives can be done in no time at all. You can create as many archives as you need, and have these stored on various storage locations (workstations or network drives)
ScanFile V10 can display a wide range of different file types, including the most familiar formats such as TIFF, JPG, PDF and Microsoft Office files. It also offers navigation aids, so that you can quickly scroll through documents and enlarge or re-orient documents at the click of a mouse.
Dokmee:
Dokmee is a secure, easy to use document management system designed for a variety of purposes including document capture and storage, search and retrieval, and file sharing. Dokmee adapts to any business model by maximising accessibility and functionality in repositories of all sizes, while increasing collaboration and communication between users. With a very user friendly interface available in 19 languages, Dokmee is the smart and flexible choice.
Ease of use meets functionality
Enjoy connecting with Mac, PC, smartphones and tablets
Successfully share files from one centralised location
Peace of mind that your files are secure
Access your files on the go
Organisation & retention:
With an easy to use Windows like folder structure, manually and automatically sort files into an unlimited number folders and levels. Already have files and folders organised in Windows? Simply drag the entire folder structure into Dokmee and it will be recreated with the files automatically OCR’d and searchable based on the content. Automatically purge, export, and delete files based on a specific retention period.
Security:
With the built in audit log, all system and file activity is tracked and recorded for easy report generation. Secure files with user restrictions at the file cabinet, folder, and file level along with Active Directory integration. All files imported and created with Dokmee are encrypted on the server to ensure that accessibility is restricted to authorised Dokmee users only.
File Sharing & Collaboration:
Share files across your organisation with peace of mind. Store and mange any file type in Dokmee, with built in viewing capabilities for PDF, TIFF, JPG, PNG, BMP, GIF, DWG, DXF, MSG, EML, and much more. Add annotations, mark-ups, and notes to files. With a collaborative Microsoft Office viewer, open and edit Word, Excel, PowerPoint, and Visio files. Multiple users can view files at the same time, along with version control for editing and revisions.
Workflow:
With an in depth rules based workflow, customise and manage document flow and business processes for multi-user approval requirements. The Workflow inbox is also accessible from the Dokmee Web and Dokmee Mobile products.
Individual user inboxes
Email notifications and reminders
Automatic document stamping
Index field updates based on approval or rejection
Document flow history tracking
To view Dokmee in greater detail, click here.
Dokmee Capture:
Dokmee Capture is a Document Capture Software. Improving business processes with no per click charges or limitations sounds almost too good to be true, but with Dokmee Capture it is a reality! Offering unlimited scanning, automated data capture options, and un-matched reporting and auditing tools, Dokmee Capture is the ideal Document Capture Software for scanning service bureaus, centralised scanning departments within large corporations or companies looking to convert a large backlog of files. This is a state of the art solution for streamlining the conversion from paper to searchable electronic files in a manner that saves both time and money.
Dokmee Capture Standalone Edition provides users with the ability to create an independent single station production environment for scanning, quality control, indexing and exporting processes. You can certainly have multiple licenses on the same network but each station will run independently and there will be no sharing of batches and workload. This solution is great for quick scanning projects at offsite locations or projects where a smaller team is involved.
Dokmee Capture Network edition provides users with the ability to separate the scanning, quality control, indexing, and exporting processes into independent tasks that can be performed simultaneously by different users, yet allowing batch sharing across multiple stations and centralised management of the entire process. It effectively transforms the scanning process into an assembly line that can be tailored to specific needs and carefully manage to maximise efficiency and minimise costs.
Automated Data Capture:
Dokmee Capture provides the tools for efficient and accurate automated data extraction, which in turn leads to easy to find and retrieve electronic files.
Barcode – 1D & 2D
QR Code & Data Matrix
OCR – Typed Text
ICR – Handwriting
MICR – Banking Font
OMR – Check Boxes and Fill in Bubbles
Smart Zone OCR for Variable Location Text and Line Items
Database Look up & Matching – SQL, CSV, Excel, TXT
Magic Indexing:
Magic index is a module that radically simplifies indexing. It gives users the ability to automatically index unstructured data while being accurate and cost efficient.
Benefits of Magic Indexing:
Productivity (Scan it and forget it)
Accuracy (up to 99%)
Automation
Low cost
No learning curve
No software training
Reduction or no need for an indexing staff
Process low or high volume batches
Typed and hand writing indexing
Logo Recognition
Available 24/7
Magic Indexing is available in English, French and Spanish
Click here, to view Dokmee Capture in greater detail.
Please contact us or call us on 01785 785 650 to chat to one of our experts and find out more.
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