With LogicalDOC electronic document management it's possible to transform paper sheets in electronic documents organized in filing cabinets, gaining a competitive advantage derived from a more efficiently managed business, more effective protection of data, enhanced collaboration, and rationalization of operations.
Document management systems, also known as content management systems, commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities.
Our solution is highly effective for any type of business and can help your company to reduce paper and required physical space in a wide variety ways:
Increased data security. The DMS can ascertain that control access and privileged access to your company’s data stays under control. The system logs every instance of user login and document access. Stored files, scanned documents and e-mails can also be encrypted to boost data security. Both money and space are saved as there is no need for capital to set up a warehouse or a small office to physically store records.
Access levels can be regulated, and data can be limited to specific groups of users who can exchange files digitally.
Costs are reduced from the filing to the distribution levels. Sharing files digitally or accessing them through the system is far cheaper than paper. While faxing a printed document is more expensive, e-mailing is a cheaper alternative.
Paperless systems enforce employees to follow company policies in regard to document construction and can be set up as strict or as flexible as needed. This ensures that the business operates consistently.
The SoX (Sarbanes Oxley) and HIPPA (Health Insurance Portability and Accountability) regulations will be adhered to with the help of a DMS.
Selecting the Right DMS
There are many document management systems currently on the market that can help you in eliminating paper and each one has its own characteristics and peculiarities. Some systems are complex and expensive, while others are just filing systems more suitable for small businesses that want to save money. When choosing, you have to pay attention to performance as well as hardware and software requirements. While a program may be aesthetically pleasing, it could fall short in terms of performance, or end up requiring hardware upgrades, which raises the overall cost of the solution.
Data Recovery and Document Protection
Document management systems can help safeguard your data by providing multiple layers of protection. Data recovery features are available on a variety of levels, depending on the selected package, and enabled options. Some of the security policies available include encryption, audit trails, and password protection.
Opting for a Hosted, SaaS or Cloud Based Document Management
With this option, your documents are readily available on the go. These applications can usually be accessed through the Web using a standard browser. In most cases buyers are charged a monthly license fee and a pay per-user fee for renting the software.
Viewing Options for Documents
With LogicalDOC, you can easily gain access to your documents, folders, and other rich media content through an improved user interface. Some of the new features include previews, properties and toggle actions.
Additionally, any type of document is fully supported (e.g. video and audio preview) which can be used for presentations or product training. The interactive user interface makes it easier for users to understand how to use the software, even when utilizing mobile devices to access documents and content. With LogicalDOC you can really implement a paper free work environment.
Marketing materials and new products from suppliers can be updated from a centralized point, and fully available to all company members allowing them to access information or be informed of emerging issues based on their privileges and security levels. Easily locate, search and view documents alongside their metadata.
Apart from the paper documents that are usually in mail or fax format, there are other ways in which paper documents can be stored into LogicalDOC. People can drag and drop their files and scans onto folders located in LogicalDOC, and modify them with 3rd party applications like Microsoft Office.
One of the most important features to users is the added ability to secure documents that have been created within a specific user group. In addition, folder security is not limited only to groups. Individual users can now be granted timed access to folders and the documents contained therein. Security can also be enforced by using electronic signature.