Document management
Documents, questionnaires, analytics and specialist elaborations constitute the basis of the proper functioning of every company. Classic methods of their storage impose many limitations. The primary problem is the length of time for finding the required document or searching through the entire collection.
Sooner or later, many companies face another problem concerning appropriate storage and cataloguing, which are becoming more and more problematic and require large office areas.
Technologies
It is becoming necessary to apply modern tools for storing documents, such as: MS SharePoint Portal Server or Open Text Document Management – Alchemy cooperating with multifunctional Xerox WorkCentre devices. The solutions used in them enable to create easy access to archives with the possibility of fast searching for required materials. Documents are stored in an electronic form, which automatically becomes a back-up copy of the paper version. Likely failures, moves or events of fate do not cause the misplacement or loss of data. A virtual archive also means easier administration, increased safety of company information and fast access to many users.
Open Text Alchemy document management system
The Open Text Alchemy system has been installed over 90,000 times in 95 countries in companies of various sizes, including companies found on the list Fortune100. Not only these facts give evidence of the quality and technical advancement of the system. It has many features which allow to greatly increase safety of gathered data through centralisation of stored information and elaborated elements of monitoring users.
The most important and key element in choosing a system of archiving is the system of indexing and searching data. Data in the form of documents such as a contract, invoice, fax, technical drawing or e-mail and its attachment are found quickly.
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Co-operating with multifunctional devices Xerox WorkCentre
Thank to the scanning function, multifunctional devices Xerox WorkCentre complement the document system management perfectly. The additional possibilities of using the functions printing and copying documents significantly reduce general costs of the solution.
CentreWare software delivered with the device provides access to all functions from the work place, monitoring sent documents, checking the status of the device. It also provides tools for the administrator e.g. for remote installation and configuration of Xerox WorkCentre devices. Additional Equitrac software provides full control with possibility of estimating costs (copies/prints/faxes/scans) divided into users (over 30 reports with choice of appropriate option).
The easiness in facilitating Xerox multifunctional devices and software minimises costs of training and help-desk. Already in the course of training and at the beginning phase of using the system, new functions of searching documents were highly graded by users. A clear structure of folders and principles of describing documents simplifies trouble-free storage of their large number. What is important and worth emphasising is that increasing the number of documents does not prolong the time of locating them and significantly increases work effectiveness in the entire organisation.
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Security of documents
High security and reliability is one of the strongest points of solutions proposed. The automated process of creating back-up copies secures them against loss of data which transmission if coded in an SSL protocol. All failures and errors of replication are registered, and information on errors is immediately sent to system administrators. Additionally, a back-up server can be activated, which stores an up-to-date copy of the entire repository. It may be located in another building, which increases the safety of data. In case of any failures, users are switched over to the back-up server, thanks to which the company can function efficiently and effectively even at a crisis moment.