Multiple
(Capture) Choice
Electronic
Document Management from Every Office
Angle
By Tim
Nissen
You’ve placed an MFP in
your client’s office, and now they could use additional capacity for
electronic document management capture points for departments
throughout their organization. What do you do?
Good news: in our
networked world, virtually any device equipped with a document
scanner provides an easy addition to suit the need. Desktop document
scanners and facsimile/desktop MFPs are
both popular, affordable options that provide additional points to
upload documents to the company’s server from any location in their
offices.
Network-enabled document
management software facilitates multi-capture locations. The capture
component connects these scanning units to the server. These
automated, easy to use, walk-up and scan programs provide simplified
paper and electronic file capture and indexing from all angles. This
enables streamlined capturing of electronic files and emails
directly from MS-Office applications (including Outlook email), in
addition to utilizing a send-to feature from the familiar Windows
Explorer. Once captured, documents are managed throughout
their life cycle with the accessing retrieval function of the
electronic document management system.
To access stored
documents, users access the Web 2.0-based document management
program developed for use throughout a business’s operations.
Secure, ‘Instant Document Access’ is available from any location,
with a convenience of use that is similar to an Internet search
engine. Searches may be performed using document specific Meta data
descriptions or full text content. As well as date ranges, search
history, search lists and saved searches. They have now become
workflow enablers, providing users the ability to share and amend
native format documents, while organizing and tracking each amended
version.
Documents of any file
type may be uploaded directly to the server-based access component,
and indexed (with additional document identifying
meta data added remotely if necessary)
for native format storage and ease of access. SQL or SQL Express
database support handles substantial file data storage, providing
users with Microsoft’s off-the-shelf database power. Active
Directory integration enables heightened security and user
permission access and tracking. These programs manage multiple
levels of security, to include organization, community, group and
users, as well as individual files. Document and user activity
tracking logs are always available to assist in the compliance of
such privacy laws as HIPAA and Sarbanes-Oxley.
Some programs also serve
as a document hosting facilitator, with advanced public-key
infrastructure (PKI). This enables the program to provide encryption
and digital signature security for outsourcing daily-use information
access to the electronic file storage.
Electronic document
management from every office angle provides a practical means to
your clients’ goals of adding capability and convenience.
u
Tim
Nissen is a representative of
DocuLex, Inc. Contact him at (863)
619-2638 or email: nissen@doculex.com
