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Are your
Paper Files
and electronic files limiting your
productivity?
GET THE FACTS ON WHY
MORE BUSINESSES ARE MIGRATING TO
DOCIT
It's true. Increasingly more businesses are making
their move to Docit Document Management. For
increasingly more reasons. As our global marketplace
becomes smaller and more competitive, organizations are
seeking for ways to increase efficiencies and decrease
costs.
The information age has evolved to the point where it
has become commonplace for organizations to create and
receive most of their data in various format's.
What's more, given the influx of cost-effective
easy-to-use Docit Information Management Solutions,
companies are taking closer looks at how they manage
traditional paper-based documents and electronic files.
Just look at the facts:
FACT:
Companies spend about 10% of their revenue handling
paper documents.*
FACT:
It costs
€15,000
to fill a four-drawer file cabinet and
€1,600
a year to maintain it.**
FACT:
The average office loses one out of 20 documents and
spends about €150 for each lost document re€created.+
FACT:
The Document and Information market is
growing by 65% per year.++.
FACT:
The
average gain in productivity after implementing a
document imaging system is 30%.+++
Consider, too, issues like security, accessibility
and peace of mind.
- For instance, when you leave the office each
day, just how safe are your paper-based documents?
- Or, what would you do if a key member of your
organization suddenly left without advising anyone
where important active files were stored?
With Docit, your worries are a thing of the past.
Specifically designed for multiple users in
organizations, Docit enables users to quickly and
efficiently manage a wide range of documents, including
scanned images, electronically created files, reports,
audio and video.
Many different technologies are involved in
electronically managing documents: scanners; printers;
servers and workstations; storage devices; and more. Yet
while the majority of organizations use these
technologies individually, most of them are not
integrating them to effectively access mission-critical
information and maximize their efficiencies.
Enjoy instant accessibility to all documents on your
network.
With Docit, you can quickly scan, publish, locate,
retrieve, view, print and distribute documents - in any
format - in or out of the office. Your files can be
safely duplicated and managed offsite on the Web for
disaster recovery. Best of all, Docit offers real
cost-saving advantages over a paper-based system.
What's involved with
implementing Docit?
 I t's
time you knew.
To successfully migrate to Docit, a document must go
through the four fundamental stages, commonly known in
the industry as Capturing; Indexing; Storing; and
Retrieving. Here's how they work:
CAPTURING
 Paper-based
documents
Capturing a document is the first step of the Docit
solution. Paper-based (i.e. invoices, purchase orders)
are captured via the ColorNet Capture application,
using our high speed document capture system. Then
they're converted into a digital format (much like a fax
machine does) and entered into the electronic document
management system.
Computer-based documents
Documents that are already in an electronic format, such
as CAD drawings and word processing or spreadsheet
files, can be exported directly to Docit system with
ease using Docit Export.
INDEXING
Once a document has been captured and entered into
your electronic document management system, it is
critical to organize it for efficient archival and
retrieval purposes. Using special indexing (cataloguing)
software, documents are classified and filed according
to keywords - document type, author, part number, date,
designer, P.O. number, etc.
 Keep
in mind that the number of keywords you use is totally
contingent upon your organization's specific
requirements. When assigning documents keywords,
consider how many documents you handle on the average
day, as well as the nature of each document.
Methods of Indexing
There are various ways to index your new document
management system. Select the option that best meets
your requirements and work environment. They include:
- manually entering keywords;
- choosing keywords from a select list;
- utilizing a fully automated bar code
identification system. This method is very easy to
implement because all documents (regardless of
format) can be indexed instantly and automatically,
simply by printing /affixing bar code labels.
Storing
Once your documents have been indexed, they are ready
to be stored in a secure digital file cabinet - in
exactly the same format in which there were created.
Keywords are automatically added to the index for quick
access by multiple users in future.
Older or inactive documents should typically be moved
(or "migrated") to another storage media format, such
the CD-ROM or DVD. While it is slower to access these
files, the CD-ROM is more cost-efficient and therefore a
more practical storage vehicle for these types of
documents.
RETRIEVING
This last stage is, without question, the most
importance to everyone working within your organization.
After all, employees rely on ColorNet to retrieve a
document safely, quickly and easily. And organizations
rely on ColorNet to help achieve new levels of
productivity.
Accessing documents is quick and painless - providing
that they have been properly captured, indexed and
stored. Authorized users can conveniently retrieve
documents by inputting keywords, such as the storage
date and name of the person who stored the document.
What's more, documents can be retrieved instantly and
simultaneously by many users within the organization -
no matter whether they're based in the same city or
halfway around the world. Additionally Docit Document
management works with desktop search utilities such as
Microsoft Desktop Search, Vista, Microsoft SharePoint,
Google Desktop Search.
Imagine what
ColorNet can do for you!
ENJOY ENHANCED
WORKFLOW
As Docit continues to evolve at a rapid rate and
enhanced workflow (processing and routing of work)
becomes more important to organizations,
 new
emerging document workflow solutions are being
introduced to help the business world reach an all-time
high in productivity. While standard document imaging
solutions tend to only manage static image documents,
these workflow solutions are also equipped to manipulate
electronic documents and their component formats.
In essence, Docit workflow solutions can:
- help reduce the amount of time a document spends
travelling amongst users;
- highlight specific areas of a document;
- notify users when a new version of a document is
available; and
convert documents of one format into another
format for distribution over the Internet.
Backup
your Documents over the Internet.
There's no question that getting your documents into
an electronic document management system is critical.
However, backing up those documents is just as
important.
So, where should you start? You can publish your
documents on many media: paper, CD-ROMs are among the
more traditional formats. But it should come as no
surprise that the Web has become regarded as the
publishing medium of choice.
 It
is being used to distribute documents to growing
audiences via the Internet or private enterprise-wide
Intranets. In these environments, documents can be
conveniently retrieved by anyone in the world with Web
access and a Web browser.
Telephone us now on 1850 923 823 to find out how
you can save money while increasing productivity.
*
Geoffrey Rowan. "Documents Drain Corporate Resources,"
The Globe and Mail
** Orfal, Robert, Don Harkey and Jeri Edwards. The
Essential Client/Server Survival Guide, Wiley Computer
Books .
+ Third party sources in Coopers and Lybrand studies.
++ Delphi Group
+++ Rifkin, Glenn. "The Future of the Document," Forbes
ASAP .
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Telephone us on 1
850 923 823 to arrange a demonstration
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Our Document and File Management system
works in 3 easy steps |
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Capture
Simply scan your documents at a touch of a button on our
high speed network scanners or export them directly from any application. |
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INDEX
Index through key stroke entry or automatic index using barcode
or OCR technology. |
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RETRIEVE
No more lost files. Retrieval is simple and instant, Store up
to 3 Million Documents on a 100gb. |
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Telephone 1850 923 823 or
Email |
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