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Manage
Your Documents and Unlock Their Potential
There is a goldmine of information sitting
in your filing cabinets and warehouses going
to waste. Realise the value of your vital
corporate information by putting it to work
in a way that gives your company a real
competitive advantage.
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Typically, up to 20,000
A4 sheets of paper can be scanned
and stored on just one 650Mb CD ROM
- that’s the equivalent in information
to that held in a standard four-drawer
filing cabinet. |
Document scanning is the preferred method
of companies wishing to reduce paper archives,
save office space and share information
electronically - especially for those organisations
not yet wanting or having the funds available
to take on a full document management project.
Converting your company data such as printed
matter, handwritten pages, images or mixed
documents into a digital format and then
organising that information so it is simple
to manage and easy to retrieve instantly
gives you a whole range of competitive advantages.
Even if it is just historic documents you
wish to save - for financial or legal reasons
- having immediate access to those documents
from your desktop can save you potential
expense (critical loss, irreparable damage)
and immediately save valuable time searching
through archives or requesting files stored
in offsite premises.
Organizations using document scanning become
more efficient and responsive to customers
because they can access the relevant information
and achieve a faster query response time.
Think about it - how much could a lost critical
document cost your company?
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Why scan
historic documents?
Strategies vary between organisations but
often it is not necessary to scan every
sheet of paper within the office. Assessing
the documents that are mission- critical,
or require viewing by a number of people
across different departments/locations,
is the first stage in implementing a successful
scanning project. Typical document types
include: delivery notes, purchase invoices,
production records, etc
Space Saving
Just 10 CD's can hold nearly a quarter of
a million documents - that could equate
to as many as 30 filing cabinets!
Data Backup
Disaster recovery, cost justification of
losing critical information, whether the
threat is fire, water, mis-filed or general
degradation.
Degradation of Quality
Information held on paper is constantly
degrading. Documents and drawings become
torn, faded and possibly brittle. Scanning
this information will permanently capture
the image.
Increase Accessibility & Staff
Efficiency
Make information available to people at
their desks. Remove the need for staff to
physically search for documents. Scanned
information can be made available over your
network so that the information can be searched,
viewed and printed in a fraction of the
time. More to the point, you will not have
to re-file anything! This also removes the
possibility of mis- filing a piece of information.
Distribution
Information can be easily distributed, not
just internally but externally via email
etc, saving time, effort and postage costs.
Information Availability
Documents in an instant. A recent feasibility
study by PriceWaterhouseCoopers of an electronic
document management system found that manually
looking for 20 documents, selected randomly
from a sample of 20,000 took 67 hours -
and they only found 15. The computer found
all 20 of them... in 20 milliseconds!
In addition, companies working in shifts
traditionally have restricted access to
required information. Scanned information
can be made available 24 hours
a day for employees. You can also restrict
the documents users can view.
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Start
as you mean to go on...
By scanning and committing to electronic
media early, the issues of wasted time,
space and critical loss can be eliminated.
A clear desk may give the impetous you need
to progress to a full document management
solution and the many more benefits it brings
- we can help you there too. Scanning is
the first step on the ladder to a ‘less
paper’ office.
At Enterprise IT Ltd, our dedicated scanning
suite has the capacity to convert large
backlogs of paper, or provide a rapid response
to smaller volumes. With business critical
documentation, we can ensure that electronic
images are made available within your organisation
as quickly as possible.
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What
do we do with your documents?
Once we have established your specific
requirements, our scanning procedure is
as follows:
YOUR ORGANISATION
Document Delivery
Boxes are delivered to us
Document Preparation
Before processing, all paper is prepared
into a scanner- ready format. This means
repairing damaged pages plus removal of
staples, clips or erroneous items and prepared
in a way that supports a meaningful index.
This operation is charged at an hourly rate.
Document Scanning
Enterprise IT Ltd uses production scanners
to digitise all paper types and sizes, from
small receipts to computer printout reports.
Technology within our document management
automatically deskews and straightens the
images, reducing the need for re- scanning.
Document Capture
Scanned images are captured on-screen and
validated before being transferred for indexing.
Operators can view, rotate and re-scan images
“on-the-fly" before proceeding
to the next document
Indexing
Most documents are indexed to pre-defined
fields within the scanning suite. For example,
purchase invoices may be indexed by number
and supplier code. Any poor quality images
are flagged for key verification.
Presentation Format
Upon completion, images can be returned
to you in one of three ways:
1. CD ROM
The images are loaded onto a CD ROM and
presented with our retrieval software,
allowing the end-user to search, retrieve
and view direct from the disc.
2. CD to EDM
As above, but images can be uploaded and
incorporated into a larger Electronic
Document Management (EDM) software application.
3. Secure Web View
Enterprise IT Ltd can create a secure
password-protected website to enable you
to view and manage your documents.
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Document
Retrieval
Scanning documents is just the first part
of a process. The ability to store and access
the information provides the benefit.
We will provide a master CD ROM and a
copy if required for back-up.
Secure Storage of Disks
For complete piece of mind and as a disaster
recovery measure we offer to store a copy
of our clients’ archive discs off-site.
A copy of any disc stored can be produced
and supplied immediately upon request.
View Documents Online
For those organisations not wishing to
use their own network for storage of scanned
documents, Enterprise IT Ltd offers web-
enabled online access. Hosted on our own
in-house systems for extra security, access
is available over the web 24/7 from anywhere
in the world.
The functionality of an electronic document
management solution can be enjoyed by anyone
(with permission) on any PC (with internet
access). It is password protected with controlled
access to documents and you can have specific
places or drawers for certain documents
(i.e. Personnel)
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Securely login to your
online document management archive
from anywhere in the world
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Search using index fields
such as Document Type
(e.g. invoice, drawing, purchase order,
etc)
Select your required document/s
from the search results of documents
you have permission to view
View your document/s and
use the online management facility
to print or forward them electronically
internally and/or externally of your
organisation |
For extra security, you may wish to allow
users to view only part of a document according
to their permissions. This may be useful
for documents containing part sensitive
information. Using the online facility,
the non-viewable part will be shaded or
completely blank. This is a standard facility
of our online service.
Benefit - Clients with remote sites,
for example building sites or satellite
offices controlled by a central head office,
can have access to the data using an internet
connection. Again,this removes the need
to transport data using fragile media such
as CD ROM which, in some environments may
be unsuitable.
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