The ultimate objective of any document imaging system is to scan a paper document and convert it into an electronic document that can be searched, retrieved and shared with other people across a network, the Internet, or an intranet.
Eventually, the documents are removed from the active system and archived. When archived, it is critical that they are in a format that can be searched and retrieved easily. Two categories of documentation directly related to the storage of electronic documents must be addressed when managing a document imaging system: current, or active documents, and archived documents.
Imagine a system which automatically files, updates and tracks any document in your business. With PRESENCE this is exactly what you can have. Take a look at the benefits of an effective document management application:
Access years’ worth of files - in seconds
Less time spent chasing paper results in a boost to cash flow
Routine filing tasks are eliminated so your staff can concentrate on more productive work
Reduced storage will mean you can make better and more cost effective use of your space – and your environment safer and tidier; no more piles of dusty files and binders!
The ability to retrieve documents from your desk means staff don’t have to go hunting for pieces of paper; a much more professional approach to document retrieval!
Creates a watertight audit trail and tracks each document
Easy compliance with both internal and external operating procedures
Clients, suppliers and staff benefit from an improvement in speed and delivery of their documents, resulting in higher levels of service and satisfaction
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.
Such efficient document indexing systems mean 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 works .
In less than a second your file will be displayed upon your screen, now you can 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 solutions.