Software Development Firm Since 1994
Employment history, applications, letters of recommendation, and medical records are just a few areas out of up to a hundred separate pieces of documentation concerning each employee. HIPPA compliance, confidentiality, detail, accuracy, and trust are all important aspects in communicating and managing employees and their information. Some environments require upper management to view particular documents concerning an employee, while confidentiality is still of highest concern. Would it be helpful to allow upper management access to only some employee information with strict guidelines to avoid tampering, duplicating, or sharing information? Would it also be helpful for upper management to be monitored and restricted to information without using your time and energy? Would it also be nice to place document retention rules per document/employee to automatically be destroyed within pre-determined time frames without, again, using your time and energy?
Does your office maintain records for multiple locations all in one central environment, or are there shared documents within multiple locations? Does it allow user permissible rights to upper management to view particular documents, from any computer on the network and/or web?
How often is a confidential document misfiled within non-confidential documents? How often is a document lost or stolen? How much time is spent before giving up an exhausting search for a missing/lost document? Do you have any computer-generated files that are printed only to be filed in a filing cabinet or simply filed within a secure folder on the network? Would it be helpful to have only one image of this file or just the file itself managed within one repository?
Helping us understand your world and your greatest concerns will help us help you
achieve the highest level of security and information access possible. When the
pressure is on to improve costs and staff, even the Human Resources (HR) efficiencies
department comes under scrutiny.
This means a growing number of tasks have to be handled
by fewer employees. In addition, meeting the latest legal requirements is a very
critical aspect that also adds to a department’s work and document pile. Answering
these questions would most certainly lead you to a path to implementing a HIPPA compliant
software based document and file storage/management system.
Communication
Questions from employees, management, and colleagues from Accounting can be immediately answered thanks to IMS. The time previously needed to research and return calls is eliminated.
Improved Productivity
From recruiting to mentoring, promotions to salary calculations -- all of the processes handled by HR become more efficient. Employees feel better supported, and management is aided daily by IMS to make better-informed decisions. Improved job satisfaction is the natural result.
Highest Security
IMS can allow for even the system administrators to have denied access to HR related information. Privacy laws could not be more in compliance when considering paper documents, computer files, and emails that need to be handled with the greatest of care. With the growing number of electronic files and paper documents stored in multiple locations, it is becoming more and more challenging to preserve control.
Administration Support
Personnel files include documents such as resumes, application letters, contracts, transfers, promotions, evaluations, report cards, goals, training certificates and much more. To provide employees with the best support, it is crucial to have access to all this data quickly. Whether it’s for a transfer, promotion, legal dispute, or annual goal setting, this information is critical. In many companies, HR staffers spend much of their time managing paper. Working with paper documents is not only inefficient – it’s a waste of critical time.
- Improved confidentiality
- Centrally access information
- Significantly increase productivity
- Improve response time to internal or external requests
- User permissible access and rights to perform any tasks
- Authorized staff may retrieve any information at any time
- HR is relieved of routine tasks requested, with user permissible access
- Access to most current documents with detailed tracking for earlier documents
- All personnel documents can be electronically filed and secured for the life of the document
- Reduce the increasing expense and time spent on additional storage, while speeding up retrieval time of information
- Provide password-authenticated PDF attachments with encryptions for increased security and response time using email (Potentially requires 3rd Party Integration)
Accounting / Accounts Receivable
In today’s market, competition has driven companies to handle more accounts for less profit. With an increase in communications by email, web, and fax, business is no longer limited to just a small geographical area. Everyone’s workload has increased, including the accounting departments. When trying to meet today’s legal and financial requirements, using a document management system can reduce time spent looking for records stored off-site and can prevent misfiling or losing information all together.
Challenge
- Running out of filing space
- Slow collections of accounts receivable
- Time consumed by searching for documents or information
- Department codes of general ledger numbers must be available at all times
- Provide perfect documentation
- Email and strict documentation rules have to be enforced due to the Sarbanes-Oxley Act of 2002
- Retention requirements can be up to 10 years or longer when considering product liability issues or contractual disputes
- Close or finalize an invoice within a reasonable time frame and potentially receive an early payment from a supplier
- Sometimes many hands are required to approve an invoice; this raises many questions or discrepancies, which only prolongs the process for payment
- Commuting long distances to filing cabinets or offsite storage sites to obtain dated insurance policies, employee reports, inter-company expenses, etc.
Benefits
- Better cash flow
- Improved accuracy
- Simultaneous access to information
- Qualify for early payment discounts
- Compliance with legal requirements
- Resolve matters quickly and efficiently
- Drastically simplify preparation for audits
- Conserve time and increase accuracy and accountability within a department
- Considerable motivation and job satisfaction growth
- Shorten time between invoices arriving and finally getting paid
- Better organization of internal processes, which improves security and efficiency
- Access information within seconds, while abolishing objections or disputes during the first phone call with a customer/vender
- Control all documents and documentation within one repository software management system
- Minimize calls, faxes, and emails from other departments or clients who are requesting information by giving access, with user permission rights, to view records/information
Type of Documents to File
- Detailed reports, customer purchase orders, internal contract review forms, original drawings & sketches, and material lists
- Revised orders and reports
- Corresponding accounting department records found in the closed order files----invoices, packing slips, bills of lading, freight bills, and financial reports
Time is money; therefore document efficiency can lead to more productivity/sales/money. From providing quick and accurate information for customers to retrieving contracts, statements, invoices, bills of lading, and many other documents, companies will increase opportunities to retain customer satisfaction and win new business. Keeping track of these important documents and files can be difficult. Waiting on other departments to retrieve this information can waste time that could be spent preparing quotes or moving onto the next step in a sales process. The average sales representative makes over $20/hour, so spending any amount of time looking for documents and information or spending too much time doing basic clerical work, can be an absolute waste of time and money.
Benefits
- More competitive edge
- Better customer service
- Quicker processing times
- Increased time for additional sales
- Limit dependency upon other departments/co-workers from which information is needed
- Limit interruptions from billing/accounting departments, sales managers, and co-workers, all requesting information from your files
- No more time-consuming experiences, fumbling through files and accessing inaccurate/out-dated information
Shipping/Receiving for Warehouse and Distribution Centers
Employees spend a great amount of time searching through multiple sources in filing cabinets, stacks of paper, or digital files, and even walk long distances across the building or to off-site storage sites. These employees are looking for paper-based shipping records, usually consisting of invoices, packing lists, shipping manifests, bills of lading, and other related documents.
Purchase orders, invoices, payables, receivables, and shipping records can all be scanned in to be digitally managed with IMS for intelligent search capabilities. Eliminate time-consuming manual searches through paper files and waiting on a file to finish a previous process to view it. Verbal communication of changes or additions can be noted on a document within IMS; electronic documents, such as those created in Microsoft WORD, received faxes, and received emails, can all be managed and quickly retrieved for print-email-fax-view within one secure repository. This information can be retrieved within seconds so that an immediate response can be made to a customer’s or supplier’s inquiry; also, email or fax simultaneously while on the phone delivering professionalism and confidence of it’s accuracy!
IMS offers automated features that allow for the prevention of printing information on line printers or other print devices. This reduces print costs applied to equipment, service, and employees actually handling the paper. The information can be converted to a form or image and can then be sent to multiple locations, including IMS, email, or fax. This reduces printing costs and redundancies of scanning this document back into IMS. Once this image is deposited into IMS, it can also be automatically indexed to reduce manual input by employees. Other cost/time-saving automated processes may be possible in this type of environment. When scanning documents with barcodes or scanning standardized forms using zone OCR technology, index fields can be automatically filled with text; this prevents manual input. These newly generated forms can be automatically and simultaneously faxed, printed (duplex-staple-specific drawers & multiple sets), and emailed. There are endless scenarios and opportunities to automate any environment to cut costs and employee time.
IMS may compliment a current filing structure or allow for changes/enhancements to create a more efficient method of filing. IMS can be integrated with any of your existing software to allow for search capabilities. Any information needed from this existing software can be placed directly into IMS in order to view related documents. This creates a unified repository linking all other proprietary or non-proprietary software with IMS.
Benefits
- Simple user interface
- Email integration and email archival capability
- Increased customer satisfaction and response time
- Access documents any time, any where, within seconds
- Greatly increase productivity, especially with automated processes
Assurance that your organization is running as efficiently as possible requires an open mind to focus on, not only the big picture, but also on the intricate details when necessary. Imaging Made Simple (IMS) is a robust and versatile (unified) solution that manages all your organizations’ records, documents, and limitless digital files. IMS provides peace of mind in knowing its accessibility to information is protected with the highest levels of security, detailed user permit-able access, and audit tracking. Engineered to install and train in half a day rather than in days or weeks, IMS delivers a fast return on investment without over-exhausting IT resources.
While maintaining strict guidelines imposed by state and federal laws, IT, and upper management, life for a records management department can be quite overwhelming due to securing procedures. How do you keep control of proliferating paper and electronic files/records to enable consistent application of policies?
IMS enables organization-wide implementation of standardized record procedures. Providing life-cycle management, from creation to final disposition, IMS helps your record program achieve higher and more capable procedures and become an integral asset to your organization.
Document Workflow Efficiency Efficiently manage all document files, paper or electronic, for faster retrieval. With IMS Flow, maintain the pace of business processes and alert managers to action and inaction. IMS puts the right tools--and the right information--in the hands of the right people.
Electronic and Paper Documents Manage electronic documents of any type to be viewed and manipulated at any time within its native format. Scan hardcopy documents as Tiff or PDF with annotation capabilities without compromising the document’s integrity. Use one technology system that increases search capability and sharing within work groups or company wide.
Security Protect information from the past, present, and future. User permit-able rights ensure that an organization’s information is secure, not only from outside predators, but from within internal walls and by using audit trails to track any unauthorized use of power.
Cost Reduction in Paper Handling and Storage Space Time is money--retrieve time-sensitive documents within seconds versus hours/days. Reduce paper handling with printing processes by transforming paper to digital images within IMS; capture data streams and images, or automatically create newly designed layout images within IMS. Reduce wasted time looking for misfiled or lost documents, and avoid possibly recreating these irretrievable documents. Reduce unnecessary floor space and overhead for document storage on and off site.
Disaster Recovery IMS provides a new insurance for the most valuable asset never before covered by insurance companies across the globe: your paper. Your digital and paper documents can now be unified and backed up using conventional methods including tape, CD, DVD, and off-site digital storage. If your organization experienced a fire, flood, hurricane, earthquake, or terrorist attack, you can access any information within IMS immediately, by accessing backup files.
Integration IMS is a complete source--one software application for managing physical and digital records as well as capturing paper documents, email, data stream, and other files created and maintained in electronic form. From Microsoft Office products to other Windows based applications, IMS allows for extracting/importing information, images, and digital files, and allows for the export of the same information into email or proprietary software. Many barriers have been reduced by allowing proprietary software to communicate with printers, and either extracting data or converting data/print jobs to an image for importing into IMS.
Filing Procedures IMS helps implement new and more powerful procedures through mandatory metadata acquisition, automated extraction of e-mail metadata, and records freezing to avoid spoliation. IMS enforces record rules while making it both easy and efficient for diverse users to follow your existing policies.
Simplistic Design Simplicity is key in helping your most computer-illiterate individual to understand and work around the complete document management store and retrieve process. No fancy bells and whistles, limited options/functionality, and windows-based interface for familiarity helps users utilize the core basics of what document management software has to offer.
INCREASED Productivity and Response Time REDUCE Misfiling and Lost Documents Increase retrieval time for time-sensitive documents/information and reduce distractions from others who would have typically requested information that your department manages. Greatly reduce lost documents and time spent recreating lost documents using vast search capabilities and ultimate OCR Total Text Search for extreme cases. Re-creation of a lost document is one of the most typical and time/cost consuming problem end users face.
Manual Data Entry Using Bar Code, Zone OCR, and data extraction, data entry time may be cut in half. Using IMS import module for large quantities of digital documents and files can have instantaneously indexed fields if a few elements are in place.
Strict Regulations & Retention Policy The core design of IMS complements your organization’s processes by keeping regulatory compliance initiatives. IMS protects your documents and the records’ integrity and supports detailed audit trails for tracking any changes. It has never been easier to set rules and procedures for secure destruction of digital records with document retention.
Assurance that your organization is running as efficiently as possible requires an open mind to focus on, not only the big picture, but also the intricate details when necessary. Imaging Made Simple (IMS) is a robust and versatile (unified) solution that manages all your organizations’ records, documents, and limitless digital files. IMS provides peace of mind in knowing its accessibility to information is protected with the highest levels of security, detailed user permit-able access, and audit tracking. Engineered to install and train in half a day rather than in days or weeks, IMS delivers a fast return on investment without over-exhausting IT resources.
Does being expected to do more, faster, and with less sound familiar? As an end user your job may require pulling records or documents from multiple locations or even off-site locations. Much time can be spent with co-workers in other offices or locations requesting to fax or mail documents, and waiting hours or days for information that was needed YESTERDAY. A lot of communication with co-workers is required to find where a particular document is located, possibly hidden underneath a stack of papers on someone’s desk or simply misplaced. Who said what, when, where, why, and how, may all be questions necessary to have answered when working with clients and vendors shared with other co-workers.
IMS allows for a universal and one source application for resolving these and many other issues your office battles on a daily basis. Reducing lost or misplaced files, accessing information within seconds, and annotating information shared among multiple users can drastically resolve most office frustrations. Simplicity has you in mind as the end user. The design and application are user friendly. In most cases your most computer-illiterate user can be fully trained within 1-HOUR.
Document Workflow Efficiency Efficiently manage all document files, paper or electronic, for faster retrieval. With IMS Flow, maintain the pace of business processes and alert managers to action and inaction. IMS puts the right tools--and the right information--in the hands of the right people.
Electronic and Paper Documents Manage electronic documents of any type to be viewed and manipulated at any time within its native format. Scan hardcopy documents as Tiff or PDF with annotation capabilities without compromising the document’s integrity. Use one technology system that increases search capability and sharing within work groups or company wide.
Security Protect information from the past, present, and future. User permit-able rights ensure that an organization’s information is secure, not only from outside predators, but from within internal walls and by using audit trails to track any unauthorized use of power.
Cost Reduction in Paper Handling and Storage Space Time is money--retrieve time-sensitive documents within seconds versus hours/days. Reduce paper handling with printing processes by transforming paper to digital images within IMS; capture data streams and images, or automatically create newly designed layout images within IMS. Reduce wasted time looking for misfiled or lost documents, and avoid possibly recreating these irretrievable documents. Reduce unnecessary floor space and overhead for document storage on and off site.
Disaster Recovery IMS provides a new insurance for the most valuable asset never before covered by insurance companies across the globe: your paper. Your digital and paper documents can now be unified and backed up using conventional methods including tape, CD, DVD, and off-site digital storage. If your organization experienced a fire, flood, hurricane, earthquake, or terrorist attack, you can access any information within IMS immediately, by accessing backup files.
Integration IMS is a complete source--one software application for managing physical and digital records as well as capturing paper documents, email, data stream, and other files created and maintained in electronic form. From Microsoft Office products to other Windows based applications, IMS allows for extracting/importing information, images, and digital files, and allows for the export of the same information into email or proprietary software. Many barriers have been reduced by allowing proprietary software to communicate with printers, and either extracting data or converting data/print jobs to an image for importing into IMS.
Filing Procedures IMS helps implement new and more powerful procedures through mandatory metadata acquisition, automated extraction of e-mail metadata, and records freezing to avoid spoliation. IMS enforces record rules while making it both easy and efficient for diverse users to follow your existing policies.
Simplistic Design Simplicity is key in allowing your most non-computer savvy individual in understanding and working around the complete document management store and retrieve process. No fancy bells and whistles, limited options/functionality, and windows based interface for familiarity helps users utilize the core basics of what document management software has to offer.
INCREASED Productivity and Response Time REDUCE Misfiling and Lost Documents Increase retrieval time for time-sensitive documents/information and reduce distractions from others who would have typically requested information your department manages. Greatly reduce lost documents and reproduction time due to vast search capabilities and ultimate OCR Total Text Search for extreme cases. Recreation of a lost document is one of the most typical and time/cost consuming problem end users face.
Manual Data Entry Using Bar Code, Zone OCR, and data extraction; data entry time may be cut in half. Using IMS Import module for large quantities of digital documents and files can have instantaneous indexed fields if a few elements are in place.
Assurance that your organization is running as efficiently as possible requires an open mind to focus on, not only the big picture, but also the intricate details when necessary. Imaging Made Simple (IMS) is a robust and versatile (unified) solution that manages all your organizations’ records, documents, and limitless digital files. IMS provides peace of mind in knowing its accessibility to information is protected with the highest levels of security, detailed user permit-able access, and audit tracking. Engineered to install and train in half a day rather than in days or weeks, IMS delivers a fast return on investment without over-exhausting IT resources.
Alliance with the IT department is the key to implementing a document management solution in your organization. Although document management provides great control, search capabilities, and limitless information for the end user; if not implemented and configured properly, it could put a lot of strain on IT manpower, equipment, and budget constraints. Simplistic in design, IMS does not require multiple servers and a lot of hardware. Most organizations do not need to make any new purchases or upgrades. A document management solution must not create problems by disrupting existing infrastructure or by experiencing downtime. It must adhere to open standards and adapt smoothly to your changing environment.
IMS is built upon an open architecture that integrates easily with other mission-critical applications. With demonstrated scalability from single-office to enterprise level implementations, IMS accommodates both an increasing number of users and a high-volume repository growth. Customization “on the fly” allows for in-house changes and additions to be made within minutes. Simplicity is the key in every aspect.
Document Workflow Efficiency Efficiently manage all document files, paper or electronic, for faster retrieval. With IMS Flow, maintain the pace of business processes and alert managers to action and inaction. IMS puts the right tools--and the right information--in the hands of the right people.
Electronic and Paper Documents Manage electronic documents of any type to be viewed and manipulated at any time within its native format. Scan hardcopy documents as Tiff or PDF with annotation capabilities without compromising the document’s integrity. Use one technology system that increases search capability and sharing within work groups or company wide.
Security Protect information from the past, present, and future. User permit-able rights ensure that an organization’s information is secure, not only from outside predators, but from within internal walls and by using audit trails to track any unauthorized use of power.
Cost Reduction in Paper Handling and Storage Space Time is money--retrieve time-sensitive documents within seconds versus hours/days. Reduce paper handling with printing processes by transforming paper to digital images within IMS; capture data streams and images, or automatically create newly designed layout images within IMS. Reduce wasted time looking for misfiled or lost documents, and avoid possibly recreating these irretrievable documents. Reduce unnecessary floor space and overhead for document storage on and off site.
Disaster Recovery IMS provides a new insurance for the most valuable asset never before covered by insurance companies across the globe: your paper. Your digital and paper documents can now be unified and backed up using conventional methods including tape, CD, DVD, and off-site digital storage. If your organization experienced a fire, flood, hurricane, earthquake, or terrorist attack, you can access any information within IMS immediately, by accessing backup files.
Integration IMS is a complete source--one software application for managing physical and digital records as well as capturing paper documents, email, data stream, and other files created and maintained in electronic form. From Microsoft Office products to other Windows based applications, IMS allows for extracting/importing information, images, and digital files, and allows for the export of the same information into email or proprietary software. Many barriers have been reduced by allowing proprietary software to communicate with printers, and either extracting data or converting data/print jobs to an image for importing into IMS.
Filing Procedures IMS helps implement new and more powerful procedures through mandatory metadata acquisition, automated extraction of e-mail metadata, and records freezing to avoid spoliation. IMS enforces record rules while making it both easy and efficient for diverse users to follow your existing policies.
Acceptable Database Integration IMS supports Microsoft and Oracle database platforms.
Non-Proprietary Storage Formats IMS stores images and text in standard TIFF Group IV and ASCII formats to ensure accessibility and also to ensure an easy transition when transferring media to other databases at a later date.
Simplified Software Maintenance & Implementation IMS 3.0 offers web access as a true, thin-client solution for implementing a large amount of users, including customer user access.
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