TECRES TECHNOLOGIES NIGERIA LIMITED

Tecres Technologies Nigeria Limited is a Document Scanning and Management Company providing paperless solutions to public and private organisations throughout Nigeria and West Africa Region.
Tecres was founded in 2014 to support organisations that face critical document management issues and challenges in their desire to go paperless and become more efficient.

With in-depth technical knowledge, we are building on our strengths as a National provider of quality document scanning, conversion, data capture, document management, enterprise content management, assembling of archive boxes and rack solutions that meet the changing needs of our customers.

We enable our clients to successfully unlock the true value of the information contained in their files, our work results in increased productivity, performance, competitive advantages and in most cases, significant reductions in cost.

WHY SHOULD I SCAN MY RECORDS?

This question is probably the best place to start when considering scanning a collection of records.

Share and track records easily

Scanning your records can help you share the information in those records instantly with a variety of users, such as staff and customers in multiple locations. Scanned records can eliminate the need for costly reproduction and mailing. They are also easier to track electronically.

Prepare for disasters

Scanned records can be an integral part of your agency's Continuity of Operations Plan (COOP) and disaster recovery plan. Scanned documents provide backup copies of your paper vital records in an easily portable digital format.

Respond to audits and discoveries

Digital records are easy to store and search. Rather than digging through mounds of paper for information, auditors and regulatory compliance agencies can quickly access critical business documents in electronic form to avoid censure, fines, and negative publicity.

Protect aging paper originals

If your collection includes fragile paper records, scanning can offer significant benefits. Digitizing fragile records preserves the integrity of the originals by allowing them to be handled less. And often, the scanning process increases legibility of aging or hard-to-read records.

Save money and free up office space

Storing paper records in the office can be extremely costly. If you have paper records that are currently taking up space in your office, digitizing these records can save you both storage space and money.

Julius Macaulay-Agbi is an IT Consultant with more than 10 years of experience in document and content management as well as Enterprise architecture.
Julius is a Principal Consultant at TECRES Consult, an EDMS ECM BPM Company in Lagos Nigeria.

BEYOND SHAREPOINT AS A DOCUMENT MANAGEMENT SOLUTION

As an #ECM Expert, I am continuously faced with the question of using SharePoint as a document management solution compared to the core #EDMS #ECM #BPM solutions i.e. Laserfiche in the market.

Comparing Laserfiche to SharePoint is like comparing an apple to an orange but apparently, people are using SharePoint just like we would want them to use #ECM. They are both fruits but totally different.

SharePoint is well-suited for organizations that need to manage multiple web sites with one tool that takes advantages of templated site design, but you are limited in its design strategies and "box-building" layouts.
SharePoint does not have its own scanning interface and also no PDF. I know the metadata is the same and it is user friendly as SharePoint is an intranet system 'out of the box'. It will do search and retrieval with metadata. That is all.
No Scanning, No Workflow, SharePoint does have audit trail however. All the functionality for SharePoint comes from 3rd party add-ons which have an additional cost to both purchase and to configure. SharePoint implementations double or triple what the system actually cost to purchase.

Laserfiche however with the introduction has most of these things 'out of the box'. Scanning, Workflow, etc. with relatively little configuration, therefore reducing costs. It too has 3rd party add-ons which add additional functionality to match or trump SharePoint.
Basically the main differences is what the 2 products do 'out of the box' which is the key comparison. It's also important to note that the Laserfiche SharePoint integration components also come free.

So if you have already invested a lot of money in SharePoint and would like to use it as an external portal for upload and download of documents, put some metadata in SharePoint and Laserfiche grab the files and their metadata to use them as Laserfiche metadata to do some workflow with them.
"Send to Laserfiche" allows users to manually move a document from SharePoint to Laserfiche, using Laserfiche as a "Records Center". The typical use case for this is that collaboration is done in SharePoint, and when the document is complete you move it to Laserfiche to take advantage of our Records Management functionality. You can leave the document in SharePoint, delete it, or replace it with a link to it in Web Access.
Federated search allows SharePoint to crawl a Laserfiche repository and present Laserfiche documents in the results of a search performed in SharePoint.

The Laserfiche-SharePoint integration perfectly illustrates how ECM software provides more key features to make business process management—and workers—more efficient. For example, as the deployment of SharePoint sites has accelerated, so has the unstructured content created by these sites. SharePoint users are now able to look into Laserfiche through links in SharePoint, and can retrieve Laserfiche and SharePoint content simultaneously from the SharePoint interface. (Organizations that create large amounts of content through SharePoint will find this integrated search capability especially appealing as it capitalizes on Laserfiche's ability to efficiently store voluminous content collections, helping users to keep the size of their SharePoint site within limits.)

Also, prior to this integration, SharePoint offered no simple way to handle scanned paper. However, now integrating scanned paper documents into collaborative functions is easily and quickly managed with Laserfiche's intuitive document capture and imaging functionality. Paper documents can be scanned directly from SharePoint into Laserfiche.

Julius Macaulay-Agbi is an #EDMS #ECM #BPM Consultant with more than 10 years of experience. A specialist in document and content management as well as Enterprise architecture.

PRESERVING PAPER TRAILS: Advisors & Fintech

[This article appears in the February 2016 issue of ETF Report].

Running an advisory service means a lot of paperwork—whether it’s client communication, trades, emails, research, social media—the list is nearly endless. And considering that regulatory requirements mandate pristine paper trails, proper archiving is critical.
For email, Mike Forker, chief compliance officer for CLS Investments, part of NorthStar Financial Services Group, says his firm uses Global Relay, which offers compliance archiving and monitoring, and integrates with Microsoft’s Outlook email system.
“From my perspective, the best part about it is the search capability,” he said. “It has a pretty robust archiving system that allows us to search in a number of different ways, so it makes it easy to find emails even if you don’t know exactly what to look for.”

No Need For Scanning Dept
Document storage can take up huge amounts of file space, and keeping the integrity of these documents is important. Forker said Laserfiche is a “WORM” [write once, read many] compliance system for data storage, meaning documents cannot be edited once entered. Using Laserfiche helped CLS Investments save money and time by eliminating the need for a scanning department, he notes.
Prior to using Laserfiche, CLS Investments managed documents by using FileNet. Similar to Laserfiche, FileNet combines enterprise content, security and storage with workflow and process management capabilities. Forker says they switched to Laserfiche because it integrates with their back-office systems.
Dave Huffman, president and founder of the Huffman Financial Group, says he exclusively uses Advisors Assistant for his customer relationship management software, but also likes its archiving capability.

All In One Place For Compliance
“It helps me keep really good notes, and it has helped me become a lot more compliant because everything is in the clients’ files. When my compliance department comes in to do my audit … I always get a perfect inspection. They ask for a file, I’ve got it within 30 seconds,” he said.
David Garff, chief executive officer and chief investment officer for California-based Accuvest Global Advisors, says Datto is the hardware and cloud-based system they use as a backup server. Datto backs up all work several times daily, and if the firm has a problem, whether a server issue or power loss, they can spin up a virtual server with all of the information on it in 15 minutes, letting work proceed as normal, he notes.
For social media compliance, Forker said CLS Investments uses Social Assurance, which integrates with the company’s social media sites including its Facebook and LinkedIn pages, and the firm’s Twitter account.

Archiving Social Media
Social Assurance has a workflow built in, so whenever someone at CLS wants to post to social media, all of those posts are immediately routed to compliance for approval. Those posts are also archived, and it records any changes to social media posts.
And if by some chance a social media post gets around compliance, it will send an alert, Forker adds. In addition to monitoring and holding internal postings for compliance approval, the software can monitor what is said about CLS Investments.
“So if someone mentions us on Twitter, we get a notification; or if someone writes a Facebook post about us, we get a mention,” he said.

Article Originally written By Debbie Carlson for February 2016 issue of ETF Report

GO DIGITAL?

Document Management trends for 2015.
Organizations are moving away from paper documents and are "going digital."

1. It's All About the Cloud
2. Social Integration Is Essential
3. Mobile-Friendly Development Is a Requirement
4. Client Portals Are Being Requested
5. Collaboration Is Increasing
6. Workflow and Project Management Are Becoming Part of the Picture
7. Scalability is a Must
8. Services Are Becoming More Affordable

These eight trends give us an idea as to what the future holds for document management software. If you are considering deploying document management solution, talk to us (enquiries@tecres.com.ng)and we will help you stay ahead of the competition!

ARE YOU CONSIDERING DOCUMENT MANAGEMENT OR DOCUMENT STORAGE?

People often wonder what, if any, the difference is between document management and document storage. There are several differences, but I will limit it to these basic difference.

• Document storage is simply storing documents, you can do this on your computer, online (cloud)
• Document Management is typically a program that has several features that assist in inputting, storing, finding and sharing documents. This can be software you put on your computer or access online.
• Every business needs a way to manage and to store their documents; document management provides both solutions whereas document storage does not.
• Document storage usually offers a folder structure for storing documents and sometimes very basic search abilities.
• Document management solutions usually offer features such as audit logs, versioning, OCR (Optical Character Recognition), multi-user permissions, and various ways to import paper and digital documents such scanning, importing, and folder monitoring to just name a few.
• Document management systems give you a framework for organizing all organization papers. These systems work in tandem with scanners, which convert your paper documents into digital versions.

Online storage simply provides a place for you to store a variety of documents, However Document management systems do much more. They're essentially electronic libraries that can be easily searched, shared and managed. Some of the specific functions you can use document management systems for include:

• Storing various document types, including word-processing files, emails, PDFs and spreadsheets
• Creating new files directly within the system that can be edited and shared with others
• Searching an entire library of files by individual keyword
• Sharing documents with co-workers, departments and clients
• Restricting access to certain documents
• Monitoring who is viewing documents and when
• Tracking edits being made to documents
• Retrieving previous versions of edited documents
• Controlling and regulating when out-of-date documents can be deleted
• Accessing, editing and sharing documents via mobile devices

When looking into document management, you will encounter several types of tools: document management systems, document management software and document management solutions. In reality, however, they all accomplish the same tasks.

Tecres Consult www.tecres.com.ng is a leading document management company in Nigeria specialized in mass document scanning (bulk digitization), archive reorganization, document needs analysis and EDMS implementation.
Contact us today

• Twitter: @TECRES_CONSULT
• Facebook: facebook.com/tecresconsult
• Email: enquiry@tecres.com.ng
• Website: www.tecres.com.ng

Reference: - http://www.businessnewsdaily.com/8026-choosing-a-document-management-system.html#sthash.1fKKItP3.dpuf

TECRES CONSULT IS 1 YEAR

We say a big thank you for doing business with us in the last 1 year. We started small, and we are growing by the day, Thank You!

HOW MUCH PAPER DO YOU NEED IN 2015?

We all know that going paperless will help the environment and save trees. We have all seen the “Going Green” advertisements and social push to protect the planet. But do you know exactly how much paper we really waste?
The average office worker uses approximately 10,000 sheets of paper per year according to the US EPA. That’s 20 reams of paper per office worker in the US.

So, what steps can we take to reduce our paper use?

1. Use email instead of fax – This one seems simple, but many of us are culprits. Instead of faxing, create it electronically and electronically send it. If you must fax, use an electronic fax provider – This will save you time and money.
2. Organize and store your documents in a central Electronic Content Management System – Documents will be organized and easy to retrieve and use. You can send documents directly from the system and allow users to retrieve documents. This eliminates the need to print and send documents internally and even externally.
3. Create E-Forms – Most companies, whether you’re a financial institution, Academic, medical provider, insurance company, etc., require some form of physical documentation to be filled out from your customers. By making these forms electronic, you will reduce the use of thousands of sheets of paper.
Source: http://www.tronitech.com

Whether you’re interested in reducing paper waste or just want to save money in the 2015, TECRES Consult can help with effective and efficient document imaging solutions in Nigeria Give us a call or visit our website to learn more