Relying on the old filing cabinet filled with paper documents is becoming more and more of burden. Your competition knows that electronic document management brings cost down and streamlines their operations. Are you ready to break away from the paper and get your document management solution in place? Great! That's our specialty.
The phrase "document management" is rather broad and can apply to a variety of scenarios depending on the needs (and size) of the business. In some instances we are talking about a system that merely gives us an efficient way to scan paper and save it out in an orderly, intuitive structure. Other times, we need to bring in search and viewing capabilities that are all handled inside a single piece of software. Likewise we may be working with more than just digital versions of paper files, such as MS Office documents, CAD drawings and graphics files. We can even run into the need for advanced features like document lifecycle management and workflow. These features are especially important when regulations such as HIPAA and Sarbanes-Oxley apply, to keep prying eyes away from critical information, and to limit liability by removing old docs once they've passed their business or regulatory prime.
More information and side-by-side feature comparisons are available on our
Document Archiving Comparison page.
Users within a single department, working from home or who have a small business can simply scan their documents to a folder that is shared to everyone. In this "ad-hoc" scenario you only need some basic document scanning software
to simplify and bring consistency to your filing system.
If you want to move to the next level, there are Desktop Document Management options that provide an all-in-one means for capture, storage, search and retrieval of documents. Additionally, they provide security, advanced capabilities and ease of use above that of the ad-hoc methods
And let's not forget cloud-based options that alleviate the need to maintain storage servers or keep software up to date.
SimpleSearch Digitech PaperVision
Within a large company or enterprise, there is a need for more robust Document Management applications that have enhanced features including security and scalability.
Such enhancements as:
* Digital signatures
* Document lifecycle management
* Version control
* Advanced keyword searching & full-text indexing
* Audit trails (HIPAA, Sarbanes compliance)
* Email archiving
* Workflow routing
* Enterprise Report Processing (ERP)
* Document access control
Digitech PaperVision Enterprise
Taking a Document Management system off the local system and to a networked solution can comprise either a solution hosted on internal servers or outsourced entirely to a cloud-based platform.
Accessing a Document Management system from the web browser means that it can be accessed from any workstation and from any location without the need for client software. Hosted cloud solutions take convenience a step further by removing the need to keep hardware systems and software up to date.
Digitech PaperVision Enterprise
One of our most popular solutions at many levels of the Document Management game is SimpleIndex.
Spanning the categories of both document capture and management, SimpleIndex has a simple feature set that can be used for basic office filing AND searching right out of the box, but can also be used as then scanning front-end to capture images and index data for the more sophisticated solutions featured on this page.
Whether you're needing to setup a few easy fields to store a name, date and document type; or looking to capture an identifying number via OCR or Barcode and then auto-populate customer information from a database, SimpleIndex can tackle those jobs. And Scanstore can guide you through the whole process.
Modern document management and ECM systems use electronic routing to simplify and speed up many aspects of the typical workflow. Unfortunately, one relic from the slow and impractical days of paper use has continued to bottleneck this otherwise efficient process - the need for signatures. Unique, legally binding signatures are still required on many documents, and this used to entail printing out and manually signing an electronically filled document somewhere in the workflow before it could be scanned back in and sent to the next step.
You don't have to struggle with this outdated process anymore!
In 2000 the ESIGN Act (Electronic Signatures in Global and National Commerce Act) was enacted. This act states that a contract or signature "may not be denied legal effect, validity, or enforceability solely because it is in electronic form."
Electronic signatures allow you to sign your documents using a quick, simple, and secure method, right from your computer. You will save money, time, and trees by removing the need to print and scan documents in the workflow just to get a signature. Simply press a single button, and your document is signed! Security is also improved by ensuring your document and signature have not been tampered with after signing. This is the new, modern way of validating documents.
How can you incorporate Electronic Signatures into your workflow?
Many software developers whose products are carried by ScanStore now include digital signature capabilities. Among these software are the following:
Digitech Systems PaperVision Enterprise allows users to include a validated electronic form or signature with a document as part of a review or approval process, with built-in security measures.
CompuThink Contentverse includes an "electronic signature capture" module, which enables users across the system to enter their signature into a secure data bank (featuring a unique username and password for each user) within the program, and can pull it up (once their identity is validated) to apply to documents as needed.
Find out more by reading our full Electronic Signature Guide at the link above.
ScanStore carries document management solutions from several vendors to suit
the needs of our diverse clients.
Simple Software's Document Management Suite provides tools for scanning, indexing, searching and viewing
documents using your existing shared drives and databases as the platform. SimpleSearch
lets you use a database to perform keyword searches to find specific files. SimpleView
turns your shared folders into a document management system by adding fast file searching, multi-document viewing and annotation capabilities.
Digitech Systems PaperVision is one of the most popular document management solutions available
because it is easy to install, manage and use, while also providing rich features and high scalability for demanding enterprise
implementations. ImageSilo provides
the PaperVision experience in a cloud-based implementation.
CompuThink ContentVerse is an enterprise solution that offers several unique features that set it apart. These include
a server-side full text search engine that lets you search the contents of any file you add to the system, and
integration with digital signing pads. It also has a unified browsing, searching and viewing interface that
makes it easy to find and work with large sets of documents.
DiVA is a simple, affordable,
cloud-based application that gives you a secure platform for storing and viewing documents without
the added expense and complexity of advanced features.
More information and side-by-side feature comparisons are available on our
Document Archiving Software Comparison page.
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On-Site Support Available for much of the
Online support available worldwide!
We will perform on-site installation and
training services at any location within a 3 hour drive of one of our offices
without charging extra for airfare. However, our extensive online support
options make on-site visits unnecessary for many applications.
From our headquarters in Knoxville, TN we
are able to provide on-site service and support for East Tennessee (Knoxville,
Oak Ridge, Maryville,
Alcoa, Chattanooga, Nashville, Tri-Cities, Kingsport, TN), Western North
Carolina (Asheville, Charlotte, Winston-Salem, Raleigh, Durham, NC), North
Georgia (Atlanta, Athens, Augusta, GA), Western South Carolina (Greenville,
Spartanburg, Columbia), North Alabama (Birmingham, Huntsville, AL), Eastern
Kentucky (Louisville, Lexington, Georgetown, KY) Southern Ohio (Cincinnati, OH),
and Southern Virginia (Bristol, Roanoke, Richmond, VA).
From our branch office in Boston we are able
to provide on-site service and support for Massachusetts (Boston, Worcester,
Springfield, MA), Rhode Island (Providence, Newport, RI), Connecticut (Hartford,
New Haven, Bridgeport, Danbury, CT), Southern New Hampshire (Nashua, Manchester,
NH), Eastern New York (New York City (NYC), Yonkers, Long Island, Albany, NY),
New Jersey (Newark, Trenton, NJ) and Eastern Pennsylvania (Philadelphia,
Allentown, Scranton, Wilkes-Barre, PA).
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