FILEStream Document Management
Document Management
Consider this question: if you entered your office tomorrow to find it flooded or gutted by fire, how well, and how quickly, could you recover the information contained in the paper records around you?
You may wish to consider implementing an Electronic Document Management Solution (EDMS)!
What is Document Management and more importantly what is Electronic Filing?
An Electronic Document Management Systems (EDMS) is a computerised document organising system for both electronic and paper files.
Conventional computer documents and paper filing can be replaced with responsive, interactive, electronic virtual filing cabinets that performs with far greater efficiency.
Five easy steps are all it takes to streamline and control all your electronic and paper documents:
1. Capture
Scanning and File Import. Accessible scanning & imaging technology now makes the transfer of paper documents into a computer, fast, efficient and easy. A scanner can be linked direct to a PC, or installed on a network, allowing several workstations to make good use of more powerful equipment. The better Document Management systems will also facilitate the import of other electronic files, allowing consistent indexing of all records.
2. Index
File Classification. Indexing using customised cabinets creates an organised, well structured filing system and makes future retrieval simple. A well thought out indexing structure within a good Document Management system will be significantly more effective and versatile than existing manual procedures and systems.
3. Store
Intelligent Archiving. Long-term and reliable document storage is one of the first benefits of implementing a paperless Document Management system. As a limitless archive, it accommodates growth and advancing technology. Proper back-up procedures will ensure that documentation is far safer than it ever was in paper format.
4. Retrieve
Speedy Retieval. Find documents quickly by searching for files using allotted index names or text within the document. One of the important features that helps to distinguish a good Document Management system is a powerful and flexible search function to aid retrieval for individual or groups of documents.
5. Manage
Administration and Security. Which documents, can be read and what actions performed on them is dependent on the user permissions granted by the system administrator. Document storing, indexing and viewing should be readily available to authorised individuals or groups of people. However, flexibility to control access to the system is essential to safeguard the files within it.
Features
Users have personal in-trays which can be shared with selected colleagues.
Paper or electronic documents enter the in-trays via a number of routes - scanning, importing or being sent direct from third party applications.
Documents (or selected pages) can be conveniently sent from FILEstream via fax, e-mail, print or document export.
Reminders (timed) can be set and linked to documents alerting users to look at or action them in the future.
FILEstream has a versatile annotations tool which allows users to perform a variety of actions on image documents including creating their own system stamps, writing a ‘post it’ type note or electronic signature image.
FILEstream has its own sophisticated scanning interface. Documents can be autocorrected, separated by OCR or barcode, blank pages removed, profiles set for different documents etc.
Export index information to CSV / XML files allowing import into other software packages.
FILEstream has powerful but easy to use administrative functions making the system quick to set up and versatile in operation.
API tool available for integration with other products.
Additional Modules
WORKFLOW (DOCUMENT ROUTING)
Documents can be automatically routed to users via a pre-determined workflow. Workflows are managed allowing documents to be tracked and their status monitored, according to the time allocated.This is ideal for invoice approvals, drawings, project management etc.
BARCODE
FILEstream can read Barcodes and automatically populate index fields with the values.
ADVANCED OCR
Advanced OCR profiles for individual documents specifying criteria which improves the OCR capture and includes an easy to use checking feature.Handwriting and forms set up licences also available.
WEB
The web version of FILEstream Document Management has been developed to provide users with access to core functionality whilst working away from their usual office location.
CSV / XML IMPORT PLUS IMAGE CREATION
(CUSTOMISED MODULE)
Allows data from other applications to be automatically imported, filed and indexed in FILEstream cabinets.
Customised document images can be created to display the data.
Benefits
Some of the benefits of electronic document management are listed below:
Electronic document management frees your staff from the drudgery of bulk paper filing.
Powerful filing flexibility - the same document can be filed under several references, not possible with paper documents or computer files unless copies are made. This lays the foundation for a very effective retrieval tool.
Integrating the filing of other electronic files enables you to achieve one consistent and logical filing structure for ALL your documents.
Paper and PC-generated files received from any source can be incorporated into one system. They can then be viewed or actioned by any user or users simultaneously across a network. The ability to share documents has several advantages:
• Inter-departmental queries are resolved more effectively by reducing the time and physical effort required to communicate and move between departments.
• When talking to customers, questions can be answered instantly, as information such as specifications, price lists & delivery notes are available from the screen without leaving one’s desk.
• The need to print or copy documents reduces dramatically, saving time and money.
• No more lost or mislaid files.
An A4 drawer filing cabinet typically contains 8-10,000 pieces of paper, occupies 0.7 square metres (7.5 square feet) of precious office space, and takes around 100 valuable staff hours to fill. By the time it is full, many documents will not have been retrieved since they were first filed: as many as 1 in 10 will be missing or in the wrong place: and once full, it is a costly and inefficient chore to weed out old files – either for archiving, or for destruction. A a misfiled piece of paper is as bad as a lost piece of paper: in both cases, the information is not available.
Freeing up expensive floor space can result in large cost savings as space becomes available. More desks or new equipment can be added without having to consider larger premises.
Existing paper files can be archived into the system and then disposed of, eliminating the need for off-site storage facilities, which are expensive and impractical.
Electronic records are easier to protect from fire, flood, loss, & theft. ....See Why Back Up?
Why Backup?
The importance of backing up your documents.
Fire, flood and other disasters remain threats to businesses. You can insure your premises, your contents, your office equipment, and even your people: but how do you insure that most irreplaceable asset – your business data and records?
“There’s no insurance policy that could ever bring back the names and numbers you need” - Thomas Finks, CEO Sundance Computers, after a major theft.
Consider this question: if you entered your office tomorrow to find it flooded or gutted by fire, how well, and how quickly, could you recover the information contained in the paper records around you?
An Electronic Document Management system can play a vital role in protecting your priceless business records. Disaster recovery becomes a routine restore from backup rather than a painstaking forensic reconstruction exercise. Crucially, the ability to claim effectively against your business insurance policy is influenced by the availability of key company records: the fixed asset register, the invoices as evidence of major purchases, the sales records to evidence lost turnover, the vehicle registration records, etc, etc. If the filing cabinets that contain these records have burned, an insurance claim becomes a major problem.
All such records can easily be captured and archived in a good document management system: so that if disaster strikes, a business manager has vital time to concentrate on restoring the business, rather than reconstructing it’s records.
Some key facts:
More than 32,000 UK business premises suffered fires in 2002, according to the Office of the Deputy Prime Minister.
The DTI’s statistics say that amongst businesses that suffer major loss of records, more than 2/3rds will close.
The LCCI rates this grim risk even higher: it says that “…80% of businesses without a well structured recovery plan are forced to shut within 12 months of a flood or fire”: and “…90% of businesses that lose their data in a disaster are forced to shut within 2 years…” (London Chamber of Commerce and Industry: “Disaster Recovery: Business Tips for Survival” 2003.)
The US educational organisation, Vital Records Protection has established its website (http://www.vitalrecordsprotection.org) to provide educational information about the protection of vital records from fire, disaster and other dangers. The following extract is taken by kind permission from their website:
“To state it as simply as possible, the first step in disaster planning is records protection. The safeguarding of vital and irreplaceable company records and documentation is absolutely crucial to corporate survival. If vital records that fall into certain categories, such as financial documentation records or sales orders - are lost, and can not be replaced quickly enough, a company could lose serious business as competitors move in to grab market share.
In fact, all businesses that have something to lose need a vital records protection strategy plan, and one that especially incorporates measures to protect against fire. To lend some perspective to the question of how much are your vital records worth, according to statistics from the National Fire Protection Association, 47 percent of all businesses that suffer a catastrophic fire cease operations inside of one year. Ninety percent of those firms whose records are destroyed are no longer in business a year later.”
To constitute a disaster, fire or flood doesn’t necessarily have to destroy your entire premises. A small fire in your principal office or computer room can be devastating if your records aren’t adequately backed up. Many medium sized businesses are well insured, but badly prepared for such occurrences.
Legal Implications
Legal, Regulatory & Practical issues relating to electronic filing.
There are many issues to consider when moving from paper to electronic record keeping. Unfortunately there is no single prescriptive position: the various legal, regulatory and professional influences on different businesses mean that business managers must be alert to any required standards within their particular industry.
In most situations, electronic filing will not, in itself, be a major legal issue: the more important challenge for the business manager is to judge what to keep, for how long, and how to ensure that documents remain easily accessible. A good electronic filing system will almost certainly serve this purpose better than the paper originals.
A more detailed paper is available for download below in pdf format. This describes the approach adopted by a number of influential bodies, including in the UK, HM Revenue and Customs, and auditors.
Details of Legal, Regulatory & Practical issues relating to electronic filing.pdf
Although this note provides general guidance, it cannot substitute for detailed legal advice tailored to the needs of the specific business and industry.
