Solutions/ Document Management Solutions

Please click on the links below to find out more

• What is Invu?

• What problems does Invu solve?

• What Invu can do for you?

• Why use Invu?

  • Cut Costs & Increase Productivity with our Document Imaging systems

  • Problems of a Paper-Based Filing System

  • Paper vs. Electronic Documents

  • Resolving known issues

What is Invu?

Invu is the UK's leading document management software. There are three main reasons for this:

• Invu is very easy to use

• Invu is inexpensive

• Invu has highly advanced functionality

Invu can be configured to suit you. Whether you plan for example to scan client files, accounts files, manage emails or Word documents, Invu will allow you to store and retrieve in a way that suits you.

Cleverly, the scanning and indexing procedure within Invu can be a two stage process. This effectively means an operator can scan all day long without having to stop and start due to the naming, or indexing of each document or file. Each scanned image will be transferred into an Intray or Workspace waiting to be filed or actioned in some way. If required, multiple users can view specific Intrays applicable to them negating the need to photocopy documents.

Each document, or group of documents if required, can then be filed with basic criteria applicable. Perhaps 'client name' and 'document type' would be suitable, this would be configured to be relevant to each user or department.

Indexing can also be automated, i.e. a document can be scanned and transferred to the file store without the need for a user to manually label with the relevant indexing criteria. Invu can be configured to 'read' a specific area of a document and assign the data it reads to that specific file, perhaps a reference number or invoice number. Invu can also read various types of barcodes and automatically index accordingly. These automatic processes allow extremely rapid transfer of data from paper to electronic format, effectively only governed by the speed of your scanner.

Entering documents other than scanned images into Invu is very easy. Any file can simply be dragged and dropped into Invu. Also, a filing button can be added into the MS Office suite of products. This enables simple, fast filing of Word documents and emails for example into Invu straight from the Office application.

If required, documents can be routed manually or automatically to specific users or departments for review or authorisation. Any document can be tracked instantly showing its status and location within an organisation. No more photocopying and posting and perhaps costly delays waiting for documents to be returned.

When searching for documents, the user has two main options. They can either search by the index criteria i.e. what it was labelled as when filed, or they can search on any of the content or text contained within any of the documents stored in Invu - or a combination of both. They can also search by document type, entry date, or user etc. Searching on the actual content of a file is extremely useful. In a conventional filing system, i.e. filing cabinets, if a document is misfiled it can be tremendously difficult to find, sometimes impossible. With Invu, even if a user misfiles or incorrectly indexes a document, it is virtually impossible to lose because every word on every file can be searched upon. Put simply, no business should be without this facility.

Searching can also be performed from other applications outside of Invu. Whilst working in a core back office system or accounts package for example, all relevant documents stored in Invu are a mouse click away.

From the moment a piece of paper, or electronic document, enters Invu, everything is logged. Every action, even if just viewing a file, is recorded. If a document is altered, such as a Word document, a new version is automatically created ensuring all users are viewing and basing decisions on the most up to date information available. Any change or revision change is also stored in the audit log. This audit log is essential for any business needing to comply with various governing bodies' compliance requirements. A full audit log is an essential part of proving a scanned image is legally admissible.

With all company data centrally stored, backing up or disaster recovery, becomes a simple process. Many organisations implement Invu simply to protect their business in the event of fire or similar potentially business destroying disaster. However, many other businesses and IT departments treat the back up and disaster recovery of electronic data as top priority, but neglect their paper files which are often far more critical to their business. Short of photocopying every single piece of paper and storing it at another location, they're simply left exposed, risking the future of their business.

In summary, any business aiming to be successful, efficient and secure long term will not be able to compete without a comprehensive document management system in place.

Invu quite simply ticks all the boxes.

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What problems does Invu solve?

• Invu addresses all of the following common workplace issues:

• Lack of storage space

• Difficulty achieving compliance

• Time lost searching for information

• The risk of documents being mislaid, misfiled or deleted

• Slow response times to customer queries

• Inability to access files from off-site

• Inadequate or inaccurate audit trails

• Stress caused by the mismanagement of information

• Discrepancies in business processes

• Inconsistent filing methods

• Money lost through low productivity

• Recent changes to the Data Protection Act

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What Invu can do for you?

For less than £1 per day, every member of your staff can benefit from the skills, intuition and attention to detail of their own highly paid PA.

Imagine for a moment every one of your employees having the information they need, at their fingertips exactly when they need it. Imagine every file, document or email that passes through your office being held in a central information pool that's easy to access, instantly traceable and offers total reliability and confidentiality.

With Invu document management software, this is a reality.

Our software suite, which works in conjunction with your existing IT network, creates the perfect document management solution. You will achieve:

• Improved productivity: No more hours lost tracking down missing or hard to find files. Your business should see a 10-30% increase in throughput within 30 to 90 days.

• Better work relations: Staff will become acutely aware of sharing knowledge and documents to the benefit of their colleagues.

• A paper-free office: No costly or bulky hard copies to find space for - all data becomes instantly available at the touch of a button.

• Complete peace of mind: With instantly accessible data, company procedures can be followed to the letter and regulatory checks can be adhered the moment they're needed.

"But we manage ok now - so do we really need the extra costs and upheaval a new system brings?"

Only you can answer that question. But our systems cost from as little as £350 per year - that's £1 a day. And they can be installed and ready to use with the minimum of disruption. When you consider the massive benefits to your company - where every employee effectively has their own personal assistant at their fingertips - you must surely ask: Can we afford not to investigate Invu's management solutions?

Click here to arrange a demonstration of Invu

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Why use Invu?

1. Cut Costs & Increase Productivity with our Document Imaging systems

2. Problems of a Paper-Based Filing System

3. Paper vs. Electronic Documents

4. Resolving known issues

Cut Costs & Increase Productivity with our Document Imaging systems

In a business climate where organizations are looking for ways to cut costs and increase productivity, document imaging systems are providing the most dramatic impact since the copy machine replaced carbon paper. Finding and retrieving a document using our document imaging system is significantly faster than with a paper-based system. The amount of time saved using our electronic retrieval system is enormous because it eliminates the wasted manhours spent filing, searching, retrieving, and refiling paper documents. This “found time” gives a business the option of either re- allocating an employee’s time to more productive tasks, or to reduce the size of its workforce.

When information is freed from the physical limitations of paper and converted into an electronic format, it becomes a more valuable strategic resource. Our document imag- ing system allows you to create electronic documents that can be viewed, searched, and printed from virtually any networked PC, while retaining their original look and feel complete with text, graphics, photos, and color.

Problems of a Paper-Based Filing System

The average document gets copied 19 times

• 7.5% of all documents get lost, 3% of the remainder get misfiled

• Professionals spend 5-15% of their time reading information, but up to 50% looking for it

• There are over 4 trillion paper documents in the U.S. alone growing at a rate of 22% per year

• 90% of corporate memory exists on paper

• Of all the documents that get handled each day in the average office, 90% are merely shuffled

Source: Coopers & Lybrand

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Paper vs. Electronic Documents

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Resolving known issues

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