Document Management Solutions

Document management definition:

An 'Electronic Document Management System' (EDMS) is used to electronically capture, index, manage and distribute corporate documents held on a CD-R, hard drive or central server. Document management systems enable the fast and efficient process of retrieving, sharing, tracking, revising and distributing electronic documents and the information they contain once they have been scanned in.

Document management From the End User’s Perspective

Whether your concern is streamlining operations for a more robust bottom line or serving your customers more effectively our approach to paperflow problems is tackled from the executive, records manager, IT and end-user perspectives. Our document management solutions are individually tailored to seamlessly integrate with existing workplace rhythms and applications.

Document Management Problems We Solve

With document management systems in place it can solve time consuming document searches, records security Storage space costs, safeguarding of documents against disaster accidents, Work efficiency and increased productivity, Justifying Investment.

Most companies in this current economic climate are under immense pressure to cut costs wherever they can as well as maximise the productivity of existing resources. Before committing to any type of investment a company must undertake a thorough analysis in order to obtain an accurate picture of the financial returns. To make the process easier, we have devised the following table which illustrates exactly how a document management system along with document scanning is a guaranteed return on investment.

Our Proven Approach to a Successful Document Management Software Solution

Pearl Scan's core approach to document management focuses on 'providing the right solution set for you'. We use the following process to achieve successful outcomes which can guarantee your organisations growth, cost savings, streamlined operations and most importantly return on investment. The principal steps are:

Appraisal / Business Analysis:

An initial meeting is arranged at your office to understand and discuss current business operations and how a document management system can fit in. The outcome of this meeting will enable us to analyse your requirements, the staff involved, types of documents and approximate volumes.

Presentation of Proposal:

You are presented with a custom made proposal, which specifies how the implementation of a document management solution and the technology involved will beneficially address the underlying business processes. It is important that representatives from the relevant departments are present at this meeting so that everyone involved or affected is conversant with the whole process. Discussions and question and answer sessions will broaden and intensify your understanding of our technology and in turn extend our understanding of your business.

Detail Specification:

Obtaining the necessary information from all relevant parties by either short meetings or questionnaires helps us create a detailed business specification. This document contains all the appropriate project information including documents, volumes, costs and infrastructure.

Implementation of Agreed Project Plan:

A project manager is assigned to ensure that all aspects of the document management project are completed satisfactorily and procedures such as quality control are adhered to.

Training and On-Going Technical Support:

Even after completion of the project we continue to provide our support – free of charge. Our document management specialists are available at any time to offer friendly advice, training and assist with technical queries.