• Document Management Systems - Contentverse

Contentverse

Document management is all about trying to take modern scanning and filing technology and applying our standard business practices into this model. No matter what your industry or size, gaining control of all documents is critical to every organization.

If your organization is like many others, paper documents, emails, faxes, PDFs, CAD and other office documents are left unmanaged and stored in filing cabinets, on file servers or on desktop PCs around the office. This exposes your organization to compliance risks, service delays, cost overruns and a host of other challenges. However, you don’t have to grapple with old-fashioned paperstorage systems or deal with electronic files scattered all over the place to manage your documents. Today, software solutions are available that combine document and records management capabilities into a single, complete offering. If your organization is like many others, paper documents, emails, faxes, PDFs, CAD and other office documents are left unmanaged and stored in filing cabinets, on file servers or on desktop PCs around the office. This exposes your organization to compliance risks, service delays, cost overruns and a host of other challenges. However, you don’t have to grapple with old-fashioned paperstorage systems or deal with electronic files scattered all over the place to manage your documents. Today, software solutions are available that combine document and records management capabilities into a single, complete offering.

Any worthwhile document management system will have 4 components.
  • Capture - Capture in Document Management is basically how the piece of paper in your hand get converted into an electronic file. Ultimately, there are pieces of paper which are the results of human labor, and you need to make these electronic files accessible to the whole organization.
  • Index - If every file is exactly uniform, then maybe you can use zonal OCR or a barcode system. Most people have pieces of rogue papers coming in from all over and someone has to input some kind of data about the piece of paper they are scanning. Maybe they tie it to an invoice number or a customer number. It needs some kind of tag.
  • Store - Is the document going to be hosted onsite or offsite? Where is the file located? It is similar to the physical location for a filing cabinet. How do we find the files in our document management system?
  • Retrieve - Are you going to look at an image on the screen, print the file, or share the file out? Somehow the users need to be able to find the document that is being scanned into the document management system.
Contentverse is our Content and Document Management Solution (CMS/DMS) for all size organizations. It’s the user friendly solution that is simple to install, use, support, and maintain. Plus, it’s designed to operate in multiple network environments, and to integrate with your existing IT.