4 Creative Ways You Can Archive your Documents for Enhanced Productivity

Document management software comes in different types. There are the web-based document management system, Client Server based, Database and the most recent one which is the Cloud-based document management system.

How do you decide which of this software is the right approach for you? This might be one of the toughest decisions to make because each document management vendor will give you their personal reasons as to why you should buy the software they are offering you. However, your final decision should be based on how you want to use your document management system and how your It infrastructure is designed.

Here are some of the key features of each document Management System that can help you in your decision-making process.

1. Web Based Document Management System: One of the strengths of this platform is that it doesn’t need the deployment of a client software package. The internet browser on each workstation is the access point for the document management. Most Web-based packages lend themselves to supporting multiple branch operations right out of the box.

2. Client Server Based Document Management System: This type of DM is based upon a system where a server-based software package is linked to a client software package which resides on each user's workstation.  The principal behind this type of system is that the server software does the heavy lifting like database searches, managing capture systems, file conversions from scanned paper and security management.  The client software handles the user interface, document viewing and some of the data processes.  These types of systems are often found in legacy document management packages since the computing horsepower to deal with large document sizes was not generally available a few years ago.

3. Database Document Management System:These types of packages are usually integrated with the underlying data based structure like Oracle or SQL (Structured Query Language). By storing all of the information of the document management in the same database, they have the opportunity to have a more robust and sophisticated linkage between image and date. The downside is often in licensing model of the date and the additional horsepower they may require.

4.  Cloud Based Document Management System: This type of document management was originally called “Hosted Document Management”. Cloud-based packages make use of software that is run on the host’s system and permits the users to operate using a link over the internet. They are similar to the Web-based packages except that  in the cloud scenario, the user date is stored on the host’s server rather than on a server located in the user’s office. The benefit, is that there is no software to acquire but a monthly subscription is used to pay for the services.

Every one of these types of document management system has their uses, benefits, attractions and their challenges. In most scenarios, it is not the platform decision that will dictate a choice of software but the key features that each platform provides. These features include;

• Level of document security
• Ability to easily integrate other devices
• Need for remote or local access
• Types of files being stored
• The amount of data to be handled
• Price
• Licensing provision
• Support plan
• Software operating system etc.

For free analysis of your Document Management System and a look at our ECM solution, you can contact us via our website at www.tecres.com.ng or send an email to enquiries@tecres.com.ng or call on (+234) 013427176, 08020619478

What is Enterprise Content Management (ECM)?

Enterprise content management (ECM) is a set of defined processes that allow a corporation, agency or organisation to obtain, organise, store and deliver information crucial to its operation in the most effective manner possible.

A primary goal of ECM is to eliminate ad hoc processes that can expose an organisation to regulatory compliance risks and other potential problems. Full-function ECM systems include features such as document and records management, content taxonomies, auditing capabilities, check-in/check-out and other workflow controls and security mechanisms.

An effective ECM can streamline access, eliminate bottlenecks, optimise security, maintain corporate integrity and minimise overhead. The first step is to document all the types of content that the organisation deals with, the business processes it's part of and who handles it. ECM software tools can be used to identify duplicate and near-duplicate content, allowing the organisation to keep a few copies of a particular piece of content instead of hundreds.

ECM has become increasingly important and complex in recent years for a number of reasons. Financial fraud and data breaches, and regulations designed to prevent them have made effective information governance essential not only for compliance reasons but also to help protect the organisation's reputation. Enterprises also need to manage content effectively for integration with business intelligence/business analytics applications that help them to use the available information to guide business decisions.


For free analysis of your Document Management System and a look at our ECM solution, you can contact us via our website at www.tecres.com.ng or send an email to enquiries@tecres.com.ng or call on (+234) 013427176, 08020619478

Increase Productivity with Paperless Approval and Payment Processing

Movies and comic strips have often used an image of a frazzled boss piling papers onto an employee’s desk, demanding that he “have those reports back on my desk by the next day morning.” In reality, as business demands increase, work becomes more efficient if a number of paperwork decreases.

Gone are the days of paper files shoved into cabinets lined up end to end in a basement. Instead, successful business owners are saving time and improving productivity by shifting internal processes in the direction of paperless enterprise content management and digital document management.

Though there are costs associated with switching to a paperless business, the benefits include: saving money, better-utilizing space, boosting productivity, keeping confidential information more secure, making documentation and information sharing easier and helping the environment. Here are some benefit of switching your accounting process to paperless process.

Accelerate AP and AR processing- Enable more timely payments and lower collection costs.

• Scan and capture information from multiple invoices at once.
• Automatically route invoices to multiple employees for review, approval and cheque processing.
• Audit activity throughout the A/P process to maximise productivity.
• Securely store invoices and related financial documentation for easy retrieval.

Demonstrate regulatory compliance-  Manage information access through a web-based administrative console.

• Limit access by user, role, folder, document and/or data field.
• Maintain round-the-clock visibility of who is accessing, printing or emailing financial records.
• Grant contractors and others read-only access to content, minimising the need for A/P staff to pull files and provide status updates.
• Help ensure compliance with DoD 5015.2-certified records management tools.

Integrate with ERP Systems- Facilitate information transfer between Laserfiche and existing accounting software.

• Reduce data entry with automatic lookups for vendor or invoice numbers.
• Access documents stored in Laserfiche directly from accounting applications.
• Transfer files from network directories, fax servers and more.
• Trigger invoicing review and approval from actions taken in PeopleSoft®, Microsoft® SharePoint® and other popular back-office systems.

Content from Laserfiche Solution with additional content from Tecres technologies

For free analysis of your Document Management System and a look at our DMS solution, you can contact us via our website at www.tecres.com.ng or send an email to enquiries@tecres.com.ng or call on (+234) 013427176, 08020619478

[Infographic] 10 Things to Know About Document Management in the Public Sector

Are paper-driven tasks taking longer than they should? If yes, it may be time to modernise your business processes with document management. In the following infographic, the Center for Digital Government (CDG) compiled survey responses from 203 US state officials regarding their use of document management solutions. Over 80 percent of respondents agree that document management is a priority. Get informed about the 10 things you need to know about document management in the public sector and how Nigeria Government at the various level can work more efficiently.

infographic

Content from Laserfiche Solution with additional content from Tecres technologies

For free analysis of your Document Management System and a look at our DMS solution, you can contact us via our website at www.tecres.com.ng or send an email to enquiries@tecres.com.ng or call on (+234) 013427176, 08020619478

[Infographic] 10 Things to Know About Document Management in the Public Sector

Are paper-driven tasks taking longer than they should? If yes, it may be time to modernise your business processes with document management. In the following infographic, the Center for Digital Government (CDG) compiled survey responses from 203 US state officials regarding their use of document management solutions. Over 80 percent of respondents agree that document management is a priority. Get informed about the 10 things you need to know about document management in the public sector and how Nigeria Government at the various level can work more efficiently.

infographic

Content from Laserfiche Solution with additional content from Tecres technologies

For free analysis of your Document Management System and a look at our DMS solution, you can contact us via our website at www.tecres.com.ng or send an email to enquiries@tecres.com.ng or call on (+234) 013427176, 08020619478

8 Must-haves Features for Every Document Management System

A document management system (DMS) is a system (based on computer programs in the case of the management of digital documents) used to track, manage and store documents. This system should be capable of keeping a record of the various versions of the documents created and modified by different users (history tracking).

Document management software makes it easy for businesses to combine paper and digital files and store them; physical documents or paper files are scanned and digital formats are imported. File formats supported can range from Word documents, Excel spreadsheets, PowerPoint presentations, PDF files, etc.

Document Management processes are essential to ensure statutory or regulatory compliance, such as tax declarations, conformation to various standards, such as ISO, FDA, etc. Such requirements demand easy traceability of documents and audit trail of document creation, access, modification, approval and submission.

Document management is essential in all sectors: Commercial Businesses, Banking, Non-Banking Finance & Insurance, Government & Non-Government, Education, Healthcare, Research & Development, Construction and many more.

Today, implementing a quality document management system is critical for a business to succeed. Therefore, when searching for a reputable document management system, have in mind that an ideal DMS should contain the following 8 groups of features:

• Document Input
• Document Indexing
• Document Search
• Document Processing
• Workflow Automation
• Document Security
• User Dashboard
• Customization
• Special Features

Document Input

When it comes to document input, most of the businesses combine paper and digital files. The ideal Document Management System should allow inputting files trough the following sources:

1. Scanner
2. Email
3. Manual Upload
4. Bulk Upload
5. Automated Process for Mass Uploading
6. Mobile Applications
7. Web Services

Document Indexing

Document indexing is the process of associating or tagging documents with different “search” terms. Indexing is a path to the documents. That path is based upon your business processes and your staff.

There are different types of indices. If your documents are text documents, you might have indexed the documents for full text search where you can find a phrase contained in the documents. All document management systems have some level of system indexing too. Default system indexing might be the date or document type or some other identifier that describes the document. An ideal Document Management System should provide:

1. Indexing of all documents
2. Custom Automatic Document Numbering
3. Content recognition and indexing
4. Indexing Meta Data
5. Indexing all revisions
6. OCR in different languages (Vienna Advantage DMS currently covers 27 languages)
7. Supports innumerable formats
8. Extendable meta data fields

Document Search

No matter what indices we use, the power of document indexing is revealed when we do a search later on. The document search engine should provide:

1. Safe and Powerful search
2. Document content and meta data search
3. Advanced search on all documents attributes
4. Scalable Document Search Engine

Document Processing

Document Processing involves the conversion of typed and handwritten text on paper-based & electronic documents (e.g., scanned image of a document) into electronic information utilizing one of, or a combination of, Intelligent Character Recognition (ICR), Optical Character Recognition (OCR) and experienced Data Entry Clerks. An ideal document management system should provide the following features:

1. Create Documents using Templates
2. Link Document to records in System
3. Link to ERP/ CRM system
4. Forward, Move, Share Documents
5. Email Documents
6. Revise Documents
7. Inbuilt Document Editors for various file types
8. Check-In and Check-out documents

Workflow Automation

A good document management system, should have inbuilt an enterprise level Business Process Management and Workflow Automation that automatically routes the documents to their destination. The workflow automation should provide:

1. Rule based processing on incoming documents
2. Setup individual rules and document actions
3. Automatic and Manual workflow
4. Document Routing
5. Business Process Modeling with Customized Windows, Reports
6. Configure multi-level approvals
7. Automatic creation of records based on documents
8. Update records based on documents

Document Security

Security is one of the most critical aspects of a document management system. The ideal software will provide a high level of documents encryption and role based access, as well as:

1. Audit Trail
2. User and Roles
3. Advanced Access rights
4. Encrypted Documents on file system
5. Indexing all revisions
6. Supports SSL
7. Modify Ownership

User Dashboard

An ideal DMS interface should be simple and easy to navigate. Not everyone is technologically inclined, so the simpler the software, the better. But the main dashboard should also include:

1. Workflow Inbox
2. Document inbox
3. Alerts and Notifications
4. Reporting Dashboard
5. Follow-ups and Chat
6. Inbuilt Calendar, Email, SMS

Customization

As previously mentioned, different business have different needs of a DMS. Every business has its own specifics requirements that need to be take in consideration. For that reason an ideal Document Management System should provide a certain level of customization allowing users to:

1. Create customized Windows and Records
2. Generate Custom Fields and Reports
3. Add custom Document Attributes
4. Describe custom workflow
5. Create Custom Dashboard Reports

Special Features

Industry leading document management system providers, always go beyond the basic features and provide to their customers innovative features and solutions that will improve their overall business productivity. Tecres ensure it deploys a DMS that includes special features such as:

1. Inbuilt Word Processor
2. Supports multiple languages
3. Multi Tenants
4. Collaboration Portal
5. Deploy on premises or on cloud
6. OCR in 27 languages
7. Supports SSL
8. Modify Ownership

If you want free analysis of your Document Management System and a look at our DMS solution, you can contact us via our website at www.tecres.com.ng or send an email to enquiries@tecres.com.ng or call on (+234) 013427176, 08020619478

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.