Document Management Software

2009-05-25T15:02:00.000-07:00

Electronic Document Management and Surveyors
There are many challenges facing businesses these days and a key issue is managing the vast amounts of information coming in and going out each day. Some of the issues that relate to this are the costs, many new legal requirements, queries to deal with, not to mention the efficiency of your company to consider.
When you think about it, most of us spend an hour per person, per day looking for information. Usually it is only small pieces of information but 100-200 times a day. You may be looking for a number, an address, a telephone number or a measurement. This adds to your overheads. Being organised is an expensive but necessary part of running your business. Paper is a costly resource to manage. It is impossible for multiple people to access unless it is photocopied, which adds costs and security worries. It is also easy to lose or misfile and storage is a never ending problem with paper, often taking up valuable floor space, not to mention the time consuming tasks of managing, filing, refiling and archiving.
With an ever changing environment often the document management system is an afterthought. The business that can easily find, use and build on their documents has a huge competitive advantage. The answer is to unify all your business documents. Make all of your information searchable and usable by all employees, subject to security permissions of course.
Peter Ellyard of Ellyard Enterprises has a solution designed to overcome these obstacles. The software system is called ManagePoint www.managepoint.com.au and has been designed to capture all information quickly and easily and then allowing all staff to find any piece of information instantly.
How it’s captured; Firstly any paper based information can be scanned through existing high speed scanners usually as part of your photocopier or be means of a high speed desktop scanner. Secondly any document or file type can be imported into the system in its normal file format and thirdly ManagePoint has a windows print driver where you can print from any windows application directly into ManagePoint without the need to print to hard copy and then file.
Once the information has been captured it is then indexed into the database. The database is customised for each department within your organisation to meet your individual requirements. Each document is indexed by filling out pre populated fields such as, job number, client name, document type, document date, site address follow up date, job notes, which staff member it is for the attention of, etc. Once indexed, ManagePoint content summarising service will capture all text from the document automatically. Which offers a key word search just like in Google? This allows you to search for any text, in any file format, by content using an internet style search engine.
Documents can also be filed directly into ManagePoint from Outlook, Word or Excel by use of our add-ins.
The input process is typically 20% faster than traditional filing methods because it is not only forwarded to the relevant staff member to action but is also filed in one step.
Finding and using your information is where ManagePoint really comes into its own.
What if you could find anything you wanted within seconds instead of minutes heading towards a filing system or ratting through folders in explorer?
The ManagePoint search function is a cross referenced data base. As an example you can perform a common search by selecting the job number, document date range and document type and find what you want instantly. But what if you can’t remember the job number or who the client is, but you do know that is was a survey plan with the word smith on it. You can simply select documents that are survey plans only, that have the word smith on the document that came in 2 months ago and you will find it within seconds.
No more telephone tag, no more lost or misplaced documents. Instant document retrieval at your finger tips.