What Is It?
Information is what keeps your business moving. It is the culmination of all of your employees’ experience, and the source by which you operate. But in today’s world of information overload, how can you maximize the benefits of managing your collective information? How can every last detail be stored and retrieved with the click of a mouse?
At Unisource Document Products, we define document management as a technology solution that manages the “unstructured content” within an organization. In a nutshell, document management streamlines the flow of paper through a business so that you can worry about more important things than hunting down misfiled documents. No more stacks of papers. No more filing rooms. Just a comprehensive document management system.
How does it work?
INPUT
A scanning device (freestanding or MFP) converts the paper documents into digital files formats such as PDF or TIFF.
Once the document is in a digital format (scanned, email, faxed, or otherwise electronic) the document is categorized through the capture process.
CAPTURE
Depending on the document management solution, software can read and tag the documents using Optical Character Recognition (OCR). Tags may also be manually keyed in by the end user. Using that information, the documents are categorized and indexed into a database for later retrieval at any time from any computer.
STORE/PRESERVE
Files are archived and preserved in a digital format. This facilitates easy, secure and immediate retrieval of files by authorized users. Data may also be backed up off-site to prevent information loss in the event of a disaster, which means that your files will never be lost. Digital files do not deteriorate, thus preventing document wear and tear. Once scanned and archived, a document’s lifecycle is limitless.
RETRIEVE
With an electronic archive of your digital documents, authorized users can immediately and securely access them anytime, anywhere. In fact, document management solutions are allowing businesses to expand beyond their geographical footprint. Enabling expanded access to documents means that “in the field” users can be more productive while away from the office.
To further increase document security within an organization, administrators can control who has access to what information, and what they can do with it. Printing, e-mailing and saving documents is a breeze. Meanwhile, document tracking software can produce an audit trail for documents and users – thus informing you who accessed documents and when.
CONTACT US today for more information!
