What is a document management system?
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 control 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.
Document management is one of the precursor technologies to content management. It provides some of the most basic functionality to content management, imposing controls and management capabilities. Some key features in a document management system:
Check in/check out and locking, to coordinate the simultaneous editing of a document so one persons changes don’t overwrite another’s
Version control, so tabs can be kept on how the current document came to be, and how it differs from the versions that came before
Roll-back, to ‘activate’ a prior version in case of an error or premature release
Audit trail, to permit the reconstruction of who did what to a document during the course of its life in the system
Annotation and stamps
Storage location
Security and access control
We offer a variety of document management systems. These include:
FileDirector
FileDirectorCloud
ScanFile
Dokmee
FileDirector:
FileDirector is the future for the administration, and distribution of information, because it decreases considerably the time taken to manage and access all of the information within an organisation, allowing you to become more efficient and productive, whilst reducing costs. The definitive in Enterprise Document Management.
Security in any document management solution is vital, therefore FileDirector lets you have complete control over document access, activity auditing, revision control, retention control, and automatic storage of documents and emails.
Capturing information is easy in FileDirector. With support for thousands of scanning and digital input devices, and with predefined Scan Profiles, scanning has never been simpler. FileDirector’s Microsoft Office Integration takes just a click of the mouse to capture documents, spreadsheets and emails.
Classifying documents can be done manually, or taken from the documents themselves by zoned OCR, full text OCR or barcode reading. Index data can be imported from other databases or files, or values can be automatically applied when importing or capturing documents.
Features:
Built-in control of ISIS & Twain scanners
Windows client or web browser access
Integration with the windows desktop & MS office apps
Audit train, version control, and document control, and document history“print” documents in from any application like sage
Create custom document exception reports
Retrieving documents is a simple task. Type in what you are looking for into the index fields and you’ll get a list of documents back, which you can then view. Or use the full text search option to find documents that contain the word or phrase you want to look for. Viewing documents cannot be more straightforward. Just double-click on the document record and it will be opened. FileDirector supports over 200 different file formats. You can easily page through, view thumbnails of it, and look at any previous versions of it, if it has been revised. You can also open and look at several documents at once.
Process management allows you to send documents to users via a set of predefined steps, where each user or users must perform specific tasks, such as commenting or approving a document. An ideal tool for applications such as invoice processing.
FileDirector supports up to 128 servers working in unison and can cater for thousands of users, whether in the same office, town, country, or spread worldwide. It’s unlikely you will outgrow FileDirector. Storage is not a problem with FileDirector. Working with Microsoft SQL or Oracle, it supports multiple document storage schemes, and can easily handle millions of records and documents.
Benefits:
Centralise important business information
Secure your documents and share only with approved users
Capture information from scanned documents
Create custom approval workflows
Make documents accessible to customers
Easy storage
Automatic audit trail
Time savings
Accessibility and security
Improved customer service
FileDirector Cloud:
FileDirector Cloud offers a powerful, cost effective and easy to use document storage solution for enterprise clients, small business or workgroups where there are business critical processes; such as invoices, POD’s and general documentation. Unlike traditional software which is conventionally sold as a perpetual license with an up-front cost (and an optional ongoing support free), FileDirector Cloud is an offsite service which means your business does not have to worry about the upkeep of servers or systems.
Features:
Scalable
Full text-OCR
Business process management
Licences are concurrent or named licences. The minimum purchase is one scan license. This is required to enable the cabinet to be configured
Each installation comes with 10GB of document storage included. Additional document storage can be purchases in 10 GB units
Each installation will have their own internal domain, and will have a cabinet created for them to which one account will have administrative permissions.
Zonal OCR and Business Process Management will be available
FileDirector Cloud helps to reduce IT operational costs by the outsourcing and maintenance of hardware and software whilst still providing you with the software you need. This will allow your business to reduce costs and be more efficient. Another advantage is that all updates to FileDirector Cloud can be easily done through remote maintenance further decreasing your costs as you do not need onsite maintenance. Upgrades to the server are easily done and can be processes almost instantly if your business is expanding or need storage space.
Benefits:
Maximum benefit, minimum effort
Security, out of the box
Reliable Microsoft Azure Platform
Use FileDirector Cloud for all of your off premise document management needs. The FileDirector installation is fully featured and allows the user to benefit from all of the modules, including Full Text OCR and Business Process Management. FileDirector Cloud solution makes budgeting for your system costs straight forward, simple and without an overhead for the purchase and maintenance of a server and associated hardware and software.
ScanFile:
ScanFile is a fresh new look at document management. Bringing together a host of new features to one of the most popular and easy to use document management solutions available. ScanFile offers a flexible and easy to use platform for the storage, referencing and retrieval of your organisations documents.
ScanFile supports a vast range of black and white and colour document scanners, and includes several features to make the storage of electronic format documents, such as word processing and spreadsheet format files a straightforward task, including integration with Microsoft Office applications.
ScanFile has a host of standard features that allow you to design and create document storage folders, and then to scan, send and import documents to them. Search and document viewing tools are comprehensive, but easy to use and you can control who accesses them. ScanFile has been designed to be modular, so that you only have to purchase the features you require, with those features then integrating seamlessly into the core application.
Activity report
Intuitive security concept
Full text and zonal OCR
Barcode and form recognition
MS Office integration
Document Viewer
ScanFile peps up one the most popular and easy-to-use document management solutions with a raft of new functions. ScanFile is a flexible and robust platform for archiving, indexing and searching your documents. Supporting practically all commercially available black and white and colour scanners by providing a TWAIN interface. There are wide-ranging 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 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 is your solution for scanning and displaying documents. All functions are integrated into a single application. After just a few minutes, 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 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 reorient documents at the click of a mouse.
Features:
Integration in Microsoft Office
Works with TWAIN-compatible scanners
Numerous options for document display
Compatible with a wide range of document formats
Document revisions mastered
Fully-ergonomic user interface
ScanFile offers you a range of search functions and display tools which are easy to access and easy to use. Microsoft Office integration and handling document revisions are provided even in using the basic version of ScanFile. Access to each function or option can be granted or denied on an individual basis for each user of ScanFile or WebServer, or for each group.
Using the comprehensive display tools, you can arrange document display to suit your requirements: the user-configurable display window allows documents to be displayed in a reduced, enlarged or rotated format/way. In addition to rapid scrolling from page to page or document to document, ScanFile also offers a thumbnails view of al pages in a document. One particularly smart feature is that the combination of ScanFile Wallet and the free Wallet Viewer allows users to view documents archived in ScanFile, even if they have no access to the archive or ScanFile.
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 maximizing 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.
Features:
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
Dokmee Desktop:
Dokmee Desktop is a standalone document management solution designed for the small office or home office user. This fully functional system allows for storing and retrieving of electronic files and much more with a strong Microsoft SQL back-end included for free. Priced aggressively for the single user, Dokmee Desktop is an excellent alternative to storing your information in folders on your PC.
Dokmee Professional:
Dokmee Professional is a networkable document management solution designed for the small to medium size business with multiple users who need access to a centralised file repository. With a concurrent user license system and a browser based access portal, this fully functional system allows for storing and retrieving of electronic files and much with a Microsoft SQL back-end.
Dokmee Enterprise:
Dokmee Enterprise incorporates all of the award-winning features of Dokmee Professional plus the added benefits of business process optimisation tools such as folder and file level user restrictions, version control, Active Directory integration, and much more.
Read Only:
Add the Dokmee Read Portal onto any Dokmee Professional or Dokmee Enterprise system to give access to a large number of users without the higher price tag of the full licenses.
Integration:
With an included SDK as well as several built in integration tools, Dokmee is ready to integrate into any business process or enterprise management system such as SAP, PeopleSoft, Workday, SalesForce, QuickBooks, Allscripts, NextGen, Oracle, and more. Integrations between Dokmee and other programs, both Windows based and Web based, may be done for search and retrieval, indexing, importing, and viewing of files. The easy access Microsoft Office toolbar allows you to send files directly from Word, Excel, and Outlook directly into Dokmee. With the Dokmee Virtual Printer, send PDF files into Dokmee from any application using the print button.
Organisation and 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 specified 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 and Collaboration:
Share files across your organisation with peace of mind. Store and manage 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
Please contact us or call us on 01785 785 650 to chat to one of our experts and find out more