Products & Services
Digital Document Filing provides document imaging and all of the necessary software to scan, store and retrieve your documents. We can provide a document management system for in-house use or a hosted document management system or any combination of the two. Our solution also includes workflow (intelligent routing) capabilities to increase your business efficiency. We also can provide professional services which range from document indexing and document preparation to full document management system design and implementation.
Document Imaging
Security,Security,Security - Your documents and files are your business knowledge base and they should be secure from eyes that don't have a need to know. With your files and documents in digital form, they are more secure and in a controlled environment. Digital Document Filing can set up a management system that allows you to control who sees what and can give you a full audit trail of every document viewed.
Workflow - with our workflow module you now can create workflow process for your documents. For example, a bill is received by your company. You could scan this bill and assign it to a preset workflow process. This process might take the digital copy of the bill and route it to receiving to insure the goods have been received. Once receiving has signed off then the digital bill automatically goes to the contracts administrator to make sure the charges are in line with the agreed upon contract. From there the digital bill might go to a manager because all bills over $x require a managers approval. Finally the bill is routed to AP where a check is processed. This is all done with full reporting back to the originator. Anytime a step takes longer that the assigned time, an email is sent to the process originator notifying them of the delay. All actions are documented, so when a person receives the bill and sends it on are all captured - full audit trail.
E-forms - online forms that can be auto populated so the same information is not added repeatedly to different forms.
Fast Recall - no more hunting around filing cabinets trying to locate your documents. With Digital Document Filing's retrieval system, you will find your files in seconds. Your documents are available 24 hours/day, 7days/week. Local and remote access is available.
Text Search - you can locate any document via key word search. This allows you to locate all documents with the desired key words.
Disaster Recovery - With your documents in digital format, you will always have copies. There is no longer a concern for loosing your business documents in the event of a disaster. If you have requirements to keep documents for prescribed amounts of time, you will always have them and access to them with Digital Document Filing's management system.
No Misfiled Documents - With Digital Document Filing's scanning and retrieval system, your files are always in the same place with no chance of them being misfiled. This save many hours of unproductive time looking for important documents that have been misfiled.
Electronic Sharing - Your documents can be shared electronically which assures higher security and allows you to control who has access to your information. Electronic sharing reduces the time and money spent on copying documents.
Space Savings - With your documents in digital format the need for bulky filing cabinets is gone and you can now put that space to a more productive use. The old filing cabinet space is now one less area to keep clean within your office.
Cost Savings - You will save operating expenses by improved offices productivity, more responsive customer service, additional floor space and the reduction or elimination of off site storage.
Professional Services & Software
Document Preparation - In order for documents to be scanned into a digital image they must be prepared properly. Staples and clips must be removed and all sheets should face the same direction. A small amount of pre scanning effort in document preparation can save many hours of frustration later.
Indexing & Validation - How do you want to retrieve your documents? This important question will allow Digital Document Filing to set up an indexing and validation plan that gives you quick and accurate results. We can provide simple field indexing all the way to exact word searches.
OCR Services - By using OCR (optical character recognition) we can allow you to recall any and all documents that contain the desired word search. OCR will give you the best and most complete word search. While it may cost a bit more than conventional search indexing, the broad search capabilities can be worth the cost.
Quality Control Checks - Because we are talking about your documents and intellectual property, we feel that QC checks should be done to insure that the documents are scanned correctly and meet your specifications.
Database Management - The use of a fully relational database is a powerful tool for businesses. To be able to slice and dice your data as your needs for information dictate can be a significant tool for your firm. We will be happy to make recommendations on database management in order to assure that you achieve your objective and have the best results from your document management system.
Hosting & Data Warehousing - Need backup and disaster recovery? Want to access your documents from any location in a secured manner? Digital Document Filing can host your data storage and your data management system in our state of the art data center. By having us do the management and hosting, you are no longer in fear of loosing your data should a disaster occur.