fast retrieval
Our software lets users find documents quickly without leaving their desk. Paper and microfiche are slower because users must go to files and search manually.
A particularly impressive feature of our system is the ability to enter a specific word or words into the search field, and our Navigator™ software will electronically read every page of every document. The list of documents with the specified words in is then listed, and you are offered choices of further searches to reduce the list again, or the option to scroll through the documents that match the original search criteria.
flexible indexing
We can index documents in several different ways simultaneously. Indexing paper and microfilm in more than one way is awkward, costly and time-consuming.
full word search
Using our system you can retrieve files by any word or phrase in the document, a capability that is impossible with paper or microfiche. Our system will electronically read every word of every document, and retrieve all documents with that word (or words) in.
save space
With our solution you will not need to handle documents that are currently in storage because every document will be viewable on your PC. The outcome is that all of the office space that would be occupied by filing cabinets can be reclaimed, and the paper documents can be moved off-site, or destroyed if applicable.
security, disaster recovery, no lost files
The cost saving element of this system might not be evident until the worst happens. If you were required to replace every document after a fire, the costs would run into the hundreds of thousands of pounds. If you had all the documents stored electronically there would still be costs incurred of course, but the time, worry and expense would be reduced significantly. Documents stored electronically do not go missing, regardless of which electronic storage option you choose. CD-ROMs can be stored in multiple sites, networks and Internet solutions are backed-up regularly.
It is not just protection against the worst-case scenario, however. By storing the document electronically you negate the risk of a careless employee removing a document from a file and not replacing it correctly. You are protecting yourself from inconvenience as well as expense.
document sharing
It is easy to share documents electronically with colleagues and clients over a network, on CD or via the Internet. Paper documents usually require photocopying to be shared, and microfilm requires conversion to paper. Postage or couriers are expensive and often unreliable.
save costs with employee's time
It would be somewhat subjective to analyse the cost of an employee’s wasted time retrieving documents. However, there can be no doubt that walking corridors collecting documents, returning to the office, sorting through documents, finding the document required and repeating this process to return the document, could add up to an annual costs in the thousands.
In conclusion, by converting from paper to electronic format you will save money, be more efficient, and can be absolutely secure in the knowledge that the documents are protected and safe. All this, with the added benefit that you will be able to clear the office to create more space.
summary of business benefits
Immediate economies in space
Immediate economies in administration
Security of data
Flexibility of access to data
A long-term business partner
Improved mobility for the workforce and access to data on the move
Experienced team with a proven track record
A broad range of proven technology applications
A flexible approach designed to meet current and ongoing requirements;
A flexible and competitive approach to fees
Minimal disruption and 'invasion' to the business
key benefits
