THE BENEFITS

Because documents are essential to the daily functioning of any organization, implementing a document management solution in your office can produce extraordinary benefits:

  • Cost reduction associated with filing and re-locating
  • Less space devoted to paper storage and filing
  • Reduce staff time devoted to paper handling.
  • Ease of use: file single documents under several different references
  • Improve customer service with instant access to files
  • Immediate, secure access to information – even remotely.
  • Allow simultaneous access to files by users
  • Streamline document processes
  • Improve control over documents and workflow processes
  • Improve document security
  • Track and monitor user access to files and folders
  • Reduce risk: use document management to create a fail-safe disaster recovery plan

Use Enterprise Content Management to adhere to federal regulations and compliances.
Document management systems make it easier for organizations to adhere to complex, and ever-changing regulations in their industries. Document management solutions are designed to be both systematic and logical, thus enabling organizations to manage their documents in way that is flexible enough to adapt to changes in regulations or business practices. Below are some examples of compliance laws and regulations pertinent to record keeping:

  • FACTA
  • HIPAA
  • GLBA
  • Basel II
  • Paperwork Reduction Act of 1995
  • SOX


Key features of Fortis document management software:

Capturing

  • Users have the ability to scan, fax or import documents.
  • Built-in Microsoft Office integration allows users to automatically capture Office documents from the original files, eliminating the need to switch applications.
  • Fortis offers image quality features such as Image Enhance, Optical Character Recognition and Bar Code Recognition.

Indexing

  • Fortis databases allow users to index documents manually or automatically.
  • Users can index files individually or in large groups to save time.

Retrieving

  • Users may search index data, search the text contents of a file or perform combined searches.
  • Advanced search allows users to search different types of documents and narrow search results with the click of a mouse.
  • Fortis QuickFind allows users to search for documents right from their desktop.

Viewing/Editing

  • The Fortis Document Viewer includes an intuitive user interface that allows users to view, annotate, edit and index documents easily.
  • Users may cut, copy, paste, delete, enhance, insert, rotate and reorder pages.
  • Fortis’ versioning features lets users maintain multiple versions of a single document.
  • Users may attach notes, freehand drawings, lines and stamps to a page as well as highlight or redact sections of pages.
  • Security features include an Always Visible function, which means that users cannot hide, edit or delete annotations without consent.

Sharing/Collaborating

  • Fortis PowerWeb allows users to share documents with coworkers and clients securely.
  • Documents can be shared via network, e-mail, printing, faxing, or embedding.
  • Users can export documents (with index data) as a PDF or TIFF file.
  • Fortis Inflo allows users to route, manage and collaborate on information within a file
  • Fortis EnableIt lets users integrate information from line-of-business applications.
  • EnableIt can also fuse unrelated desktop applications into a single system, automate tasks, increase workflow, decrease data integrity errors and allow data to be re-purposed.

Securing Content

  • Fortis software includes multi-level permissions to ensure that data is safe and secure.
  • AuditTrail enables administrators to monitor all user activity.
  • Fortis includes options for Electronic Report Management and CD/DVD publishing.

Why should you adopt an electronic document management system?
Simply put, electronic document management is a more efficient way to handle information in your office. It provides all of the perks of hard copies (editing, annotating, storing and viewing) without the hassle of misplaced documents. Advanced search functions will ensure that you have all of the information you need without ever having to leave your desk. Your content will be more secure than ever and soon, you’ll wonder how you ran your office without Fortis’ seamless system integration.
CONTACT US today for more information!