|
 Often, companies unfamiliar with document management feel that they don’t know enough to make an informed decision, or fear a complicated evaluation process, with technical jargon they don’t understand and document management features they’re not sure they want or need.
At Digiscribe, we know that the best document management system can be easy to choose, quick to learn, and painless to implement.
But before we recommend a document management solution, a Digiscribe Account Manager will meet with you one-on-one to understand your current business processes and ascertain your needs in areas such as:
Accessibility |
| • |
How many people need access to your documents? |
| • |
Are they in one location or dispersed? |
| • |
Do they need to access files simultaneously? |
| • |
Do they need 24X7 accessibility? |
| • |
Do you need to limit access to certain files or projects? |
| • |
Do you need audit trails and utilization reports? |
| • |
Do external groups—vendors, clients or auditors—need access to your documents? |
|
|
Document Capture |
| • |
At what stage of the business process do the documents need to be captured? |
| • |
How many and what types of documents? |
| • |
What is the frequency and turnaround time? |
| • |
Are there documents that cannot leave your premises? |
| • |
Are you using workflow to streamline your business processes? |
| • |
What information has to be indexed? |
| • |
Can information be imported from external databases? |
|
|
Personnel |
| • |
Can you allocate sufficient personnel to meet your scanning and indexing needs? |
| • |
Will it be more cost-effective for staff to focus on their primary tasks? |
| • |
Do you have enough staff to handle volume increases? |
|
|
IT Infrastructure |
| • |
Do you have the IT infrastructure to support an effective document management system? |
| • |
Can you allocate sufficient IT staff to provide the support you need? |
| • |
Do you want to incur the costs as a capital expense or a monthly operating expense? |
|
|
Customized Document Management Solutions
At Digiscribe, we take the time to understand your business processes, your budget, your challenges and your needs, so we can recommend a document management solution that is customized to your specific needs. And with Digiscribe, a “customized” solution doesn’t mean expensive or complicated. It means that we offer a choice of leading electronic document management services, software, hardware and Web-based solutions, so you’re not confined to the limitations of a single “one-size-fits-all” system. We invite you to visit our facility in Westchester County, NY (just outside New York City) to see our infrastructure and get a look at our processes in action before making your decision. Just drop us an e-mail or call us at 800-686-7577 and we’ll be happy to arrange a tour at your convenience.
A Phased Approach to Document Management
Our customers not only ask us WHICH document management solution to choose, but WHERE and HOW to get started.
We recommend a phased approach, starting first with a core department that processes a high volume of documents, where paper document bottlenecks can significantly affect the flow of information throughout your organization—and where an effective document management system can make the most difference.
For example, many customers start with a document management system for their Accounting Department. By scanning all A/P and A/R documents and invoices for immediate retrieval by computer, you can:
- Take advantage of early payment discounts.
- Answer billing questions faster.
- Shorten the payment cycle.
- Improve cash flow.
- Increase employee efficiency.
- Meet compliance regulations.
Whether you want to start with one department and eventually expand, or prefer a company-wide implementation from the get-go, all our customized document management systems are easily scalable and can be integrated seamlessly with your current business processes and application software.
One of Our Newer Products, Docuvation
Docuvation is designed for small and midsized businesses. For a low monthly fee it offers a quick, easy and affordable online document management solution The program offers a highly secure, redundant, on-demand repository that provides instant, unlimited access to any document a user has the rights to from any Internet- connected computer. Docuvation also offers enhanced structure, compliance and security features, such as the ability to restrict access to specific documents.
|
