Electronic Document Management Systems (EDMS) From Pearl Scan Solutions
Document management refers to the management of documents at all stages, from their initial creation right through to storage, archiving, distribution or shredding.
Having a good document management system in place can significantly help your business with efficient organisation, storage and retrieval of important documents such as invoices, large format drawings/plans, spreadsheets, client documents and offer a healthy return on investment.
Electronic Document Management Systems
Our Pearl Scan professionals can offer guidance and solutions to help you to set up a new system for your digitised documents. We have also developed our own document management software, Halogen which enables intelligent storage and retrieval of scanned or electronically produced documents. This software is usually provided for free when our clients have a large amount of scanned documents to deal with.
Documents can be indexed by various field types, for instance by reference number, name, title or date. Pearl Scan's OCR technology can also be applied to your electronic documents which can automatically index the files for you. This process saves the users 95% of their time which is normally taken to manually index the files one by one therefore reducing overall costs by saving data entry time.
Efficient Document Retrieval
Such efficient indexing means that documents can easily be found and retrieved on-screen instantly. All of your scanned documents can be searched for in one easy step; you simply enter the required search number or address and press 'Find' or 'Enter' just as a normal search engine would work.
In less than a second your file will be displayed upon your screen, letting you view, print or e-mail the files as required. Documents and files can also be retrieved by using an in-depth text based keyword search with our OCR document scanning.
Document Management Efficiency
A digital document management system means that documents can be accessed, referred to and viewed by your employees whenever they require them, even if they are working remotely out of the office. A digital document management system will ensure that information management is far more efficient and staff productivity is maximised.
Pearl Scan can either come and collect documents direct from your office or scan and index them at your office, using our bespoke on-site scanning services in case you have a strict policy on these documents for security reasons.
Once scanned, documents can be easily viewed on a CD-ROM or transferred to a web server with secure password protection. Once you have a document management system in place, you can easily destroy the original documents if you wish, as digitising them makes them safe from loss, fire, flood and damage while keeping to the Data Protection Act, not to mention freeing up useful office space.
For further information on Pearl Scan's document management solutions, please contact us:
Tel: 0161 832 7991