Free software downloads and software review

It's the start of term for universities, and with the start of term comes a lot of paper work to be processed, sorted and filed. Many departments, including Human Resources (HR), Income Team and Accounts Payable (AP), will be overloaded with thousands of paper documents to process manually; which is a very time consuming and expensive task. For some education establishments however, this will not be the case, as we are seeing more schools, colleges and universities investing in document management systems, such as an Invoice Management Solution (IMS), to help streamline their paper process as well as saving time and money.

Accounts Payable is considered one of the most paper rich departments within an organisation, but in the run up, and at the beginning of term, the AP team will be inundated with documents to process. Documents such as supplier invoices and purchase orders will need to be individually processed and put onto the finance system for future reference. Processing these documents manually is very time consuming and expensive, but an automated system will help to speed up the process immensely and reduce the number of errors associated with manually keying in data.

AP staff will also be able to handle queries from suppliers and students more effectively, as any invoice and all accompanying documents and details can be instantly retrieved from the finance system. This saves time and removes the cost of calling them back. According to the Aberdeen Group, companies that have standardised their processes report invoice cycle-times up to 46% faster than those of others (6.1 days versus 11.3 days). This statistic shows that investing in an automated invoice processing system will improve the AP process and productivity as a whole in the department.

Before the start of term the HR department may be busy recruiting new staff, which could include new lecturers; this will require the processing of documents such as application forms and references. HR also looks after payroll, holidays and absences, and sometimes travel and expenses too. The business processes and document management with the HR department can be very complex, mainly due to the sheer number of documents that can exist for each employee. Documents often exist in several formats and locations, with different processes being carried out for each document type. Implementing a Human Resource Management solution can help to streamline the process, as all documents relating to every employee can be retrieved from one place; reducing the time spent searching for documents. Another benefit of a HR solution is the ability to guarantee only the right people have access to important and confidential documents, which is virtually impossible with paper documents.

The income department will be very busy at the beginning of term as they will have to process thousands of documents for student course fees. Manually processing such documents will be a very time consuming and costly job. An automated solution can help to process such documents which will help to improve efficiency as well as time and money. Some document management companies can provide an outgoing document management solution to help deal with the creation of correspondences such as statements and student reminders. The income team will also have the ability to reproduce and redistribute outgoing correspondence held within the solution, which will provide significant savings on processing times and costs.

Although the start of term can be considered a busy time for most education establishments, the solutions mentioned above are suitable all year round. In a recent AIIM survey, 52% of respondents reported that administrative staff in their organisation would be a third or more productive if their processes were work-flowed using scanned forms and documents, with automated data capture. This statistic and the benefits mentioned above, shows that a document management solution will allow staff to become more productive whilst also improving the overall business process.

To find out more about Documation's Document Management Solutions and to read how Southampton Solent University successfully implemented our Invoice Management Solution please visit our website http://www.documation.co.uk/ or email info@documation.co.uk

View the original article here

Read Users' Comments (0)

The technology nowadays is in its advance state. It is quite helpful for different companies to manage and organize their documents. The usual problem that an office could encounter is the amount of documents and files that they need to handle every now and then. As the technology becomes modern and the documents continuously pile up, the problems also arise. Now that the technology is modern, there are a lot of solutions being for problems regarding handling files. One of the latest innovations used to resolve this kind of issue is document scanning.

Since almost everything is now computerized, a modern office should now be paperless as well. Everything should now be encoded in the computer. One reason why everything should be encrypted in the computer is to save time, space and trash. The more files an office have, the more paper that they will consume.

Since nowadays, it is a necessity for an office to have a document scanner. The question is how do they find the right Scanning Software suitable for their needs? Whether an office needs to scan just a few documents for email attachments, or they need to scan thousands more for filing purposes, there are different document scanning software available for these types of office work.

Different document scanning software has lots of features that are very helpful for offices or companies. One of the features of the available scanning software in the market is its ability to scan documents both locally and remotely, meaning documents may be scanned straight from the main office computer or via a remote computer located somewhere outside the office. Some features may also include scanning emails just as you read them. Majority of the document scanning software available in the market today are compatible with the different document scanners.

Scanning locally and remotely of documents mean you can scan documents at a certain location and have them transmitted to your other document editing applications. Some software used for document scanning ensures quality images that are easy to read and understand. The documents that are being scanned may be saved into different file types. These file types include PDF, JPG or TIFF. Colored or plain black and white may also be an option when doing document scanning from other software. Batch scanning is also possible in other software being sold in the market.

There are plenty of these programs made for document scanning that are compatible with your office scanner. You just need to find out which one you really need. Make sure that you read different reviews of each product that you opted to choose and make sure you list down all the features that you want your program to have. This list will be your guideline as to which software to avail. Once you have broken down the list of the best scanner software for your office, it would not be that hard anymore to choose which one is appropriate for your office needs. Almost every scanning program available today are the same, it is now our part to make sure that we get the perfect ones that our office needs. Having this software will lead to a paperless office that would give us fully organized files and documents.

If you are looking for information on document scanning, click on the link. Or you can go to http://www.tallega.com/products/capsys/!

View the original article here

Read Users' Comments (0)

Information, your business depends on it. But can your employees easily locate information they need when they need it? In most companies, documents are stored in a variety of places like -File cabinet store room, on networks, on Individual PC hard drives, CDs and Desk drawers. The people who need to access these documents are often situated in different locations as well.

The answer for an increasing number of businesses - large and small - is a document management system. The best Document management system will help your office go paperless which frees up valuable office space that can be put to better use as workspace for your employees. In addition, document management software makes your office much more environmentally friendly.

What is Document Management System (DMS)?

Document management is an organizational method. More specifically, it is a technology-based means of storing documents. Documents (and sometimes images) are held in a single storage area (repository) that simplifies managing and retrieving the files when necessary. Since organizations have varied needs, systems are often custom designed.

How does it work?

Document management typically begins with the electronic document usually we use a scanner to convert paper (physical) documents into digitized images. Once all files are electronic, it is easier to organize the information. In addition, where possible, all new documents are prepared and saved in a permanent digitized format.

When you need to retrieve a document from the system, you perform a search by entering the document's name. The request is processed and the information is retrieved. Document management systems include security measures to ensure that only authorized users have access. These measures determine which documents certain people can read, and what actions or modifications they can make.

Benefits of using Document Management System (DMS)

An effective document management system helps by making it easier to file, organize, share, retrieve, and secure information. Employees can also be more productive since they save time searching for business critical information. A good document management system also facilitates collaboration, decision, and the ability to build upon the work of others.

Digital files have functionality which is not possible with paper files. With a document management system in place, multiple people, even those working from home offices or the field, can access and work on files simultaneously. Query reconciliation and resolution is easier, Customer Application Forms or CAF documents can be stored for a long period of time without any damages, and Documents cannot get misplaced or duplicated. A few examples of Customer application forms are-

a. Surveys- Survey data is collected for many purposes, census happens every few years. The data obtained can be digitized easily

b. Questionnaires- Tabulation of data which is obtained through questionnaires is easy now; OMR technology is used, so we can get numerical values

c. Email Forms- Customer royalty cards are given many brand across the country, while feeling up these forms, a box is specified for each letter

d. Registration Applications- Applying to get a service or product is easier now, for each area such as name of the person or his/her address there are boxes specified where individuals need to write in uppercase letters. A bar code is assigned for each application now so it easier to recall data when it is required.

Improved customer service is another significant intangible benefit. Files are at the fingertips of all employees so that customer inquiries can be answered more quickly and effectively. Document digitization helps companies and governmental organisations to process data easily, manual data entry is slow and errors can occur while entering data. Duplication is avoided and data can be verified easily. Customer application form management is a service that document management companies provide. Companies can save money in printing and copying expenses and also there is a reduced need for onsite and offsite file storage space.

Praxeva offers document management systems and paperless office solutions. It includes end-to-end solution from customer application form management to secure management of data. They are based in Bangalore, India and more information can be obtained on http://www.praxeva.com/

View the original article here

Read Users' Comments (0)

In our present time, technology has proven itself to be something we are to be dependent on in terms of data gathering as well as data management. It is very obvious that today, we use the World Wide Web to gain access to a vast world of information. Also, we use the World Wide Web to organize or manage information that we put out there. Since this is the case, there is a need for us to have the technology or the system in order to get and provide information. Here is where electronic document scanning comes in - a procedure that is imperative in data gathering as well as in data management.

Electronic document scanning is very important nowadays because it is accurate and time saving. Individuals, companies and business owners will find using this technology very helpful and beneficial to them because of the following reasons.

• It only requires a scanner

When this type of data gathering and management procedure is applied, it only requires a reliable scanner to begin the process. Once an individual or a company has a reliable scanner, he will have to scan the documents he needs to in order to lift the information from the scanner to the computer.

• It can help manage different types of files

Electronic document scanning is able to manage and support different types of files so there is no need to worry about compatibility or having to change the file type just to have it scanned. When this kind of data gathering procedure is used, files in the form of doc, ppt, pdf as well xls files are uploaded and managed.

• Data it scans may be uploaded in the world wide web

What's very interesting to know is that electronic document scanning may make use of the World Wide Web to organize and manage data that you scan. As long as you have internet connection, information lifted from documents and files are transferred or uploaded to the internet. Once it is there, it is organized and managed until someone accesses it.

• Data it scans is archived

This procedure is also essential in archiving or storing data on the World Wide Web because without the initial scanning of information, there will be no data to keep or to be archived. Electronic scanning is involved in the management of data which is very important because not only does it store data; it makes sure that the data is accessible and is ready for use when one needs it.

• Retrieving data it scans requires approval or confirmation

When data that is electronically scanned is retrieved, an approval or confirmation is asked from the originator of the data to make sure that information is used by only those who are supposed to. This protects information that is uploaded on the net so that it is not abused by people who are not supposed to access it.

• Retrieval of data it scans is easy and fast

Data that uses electronic document scanning is easily retrieved and accessed. It is always ready for users since it sits and waits in the archives until someone gains access to it.

View the original article here

Read Users' Comments (0)

It is a simple fact of business life that you are going to have to deal with documents, and at times, it can be a rather daunting task. That is why it is so important for you to consider the document management that is being used by your company. For a certainty, there are many solutions that are available and many of them allow you to control the documents effectively. This type of document control does cost, however, but if you choose the right software, the price and learning curve are going to be minimized. Here are some reasons why choosing software for managing your documents is so important.

One of the things that may be available when you use the right type of software is the ability to go paperless. This can not only help you to save a lot of time and hassle, it can also save you money in the long run. Of course, you would want to ensure that anytime you are using electronic versions of documents regularly, you were using the latest version available. This is possible when you operate in a cloud that has the software available which will ensure that the version is up to date. It may even allow multiple instances of that document to be open at the same time.

Something else that must be considered is the regulations that may be in place for your type of business. For example, the FDA monitors many different types of businesses that work with food or with prescription medications. You need to ensure that you are in compliance with all of the regulations in order to stay in business. For some, it is a matter of ensuring that they are up-to-date with the latest and 21 CFR part 11 compliance, which helps you to know how documents are to be handled if you are to be in compliance with the FDA.

There are also tools one that must be established for creating documents, as these rules may change, depending upon the type of document you are creating. For example, coming up with balance sheets or reports for your business' financial needs is obviously going to have a different set of standards than if you were creating brochures or sales letters. Of course, they all need to be given attention, but some are going to contain sensitive information. The right type of software is going to assist you in maintaining your compliance and ensuring that everything runs as smoothly as possible.

One other thing that needs to be considered is how you're going to be storing the documents. You want to make sure that if all possible, you are operating a paperless office. Either back up the information that you have on a routine basis or send it off to the cloud server, and allow them to back it up. Of course, working remotely is possible when you are working in the cloud and have access to the documents that you need, regardless of where you happen to be. That is something that many find convenient.

The author of this article earned an information system degree and offers documentation control and 21 CFR Part 11 compliance consultations for over 10 years. During his free time he likes to attend conference to expand his knowledge.

View the original article here

Read Users' Comments (0)