Virtual Business Solutions - Hosted Document Imaging

In the broadest sense, document management systems can range from a shoebox all the way to an enterprise content management system. There are several common issues that are involved in managing documents, whether the system is an informal, ad-hoc, paper-based method for one person or if it is a formal, structured, computer enhanced system for many people across multiple offices. Most methods for managing documents address the following areas:

Location	Where will documents be stored? Where will people need to go to access documents? Physical journeys to filing cabinets and file rooms are analogous to the onscreen navigation required to use a document management system.

Filing	How will documents be filed? What methods will be used to organize or index the documents to assist in later retrieval? Document management systems will typically use a database to store filing information.

Retrieval	How will documents be found? Typically, retrieval encompasses both browsing through documents and searching for specific information.

Security	How will documents be kept secure? How will unauthorized personnel be prevented from reading, modifying or destroying documents?

Disaster Recovery	How can documents be recovered in case of destruction from fires, floods or natural disasters?

Retention Period	How long should documents be kept, i.e. retained? As organizations grow and regulations increase, informal guidelines for keeping various types of documents give way to more formal records management practices.

Archiving	How can documents be preserved for future readability?

Distribution	How can documents be available to the people that need them?

Workflow	If documents need to pass from one person to another, what are the rules for how their work should flow?

Creation	How are documents created? This question becomes important when multiple people need to collaborate, and the logistics of version control and authoring arise.

Authentication	Is there a way to vouch for the authenticity of a document?

Traceability	When, where and by whom are documents created, modified, published and stored? (from Wikipedia)

Document Image Management through the Cloud

Cloud or SaaS (software as service) solutions can seamlessly address all of these issues at a level of convenience, flexibility, and cost that only a true cloud solution can provide. Our DocServer 3.0 Virtual Office Imaging product allows you to image your documents on site, retain them locally and offsite, and all without the capital and maintenance costs of an in-house system since the docs virtual office server is maintained off site. And of course, like a utility, you can try it before you buy it, and discontinue the service at any time while never losing control of your document images.

Docs Virtual Office Imaging Benefits

Improve document retrieval time
Improve customer service and response time
Provide business continuity
Reduce paper, storage, handling, and distribution costs
Automated audit trail for HIPAA, SOX and other compliance
Keep ownership of document images locally within own network
Maintain document security
Easily share critical document information
Very little of no IT resources required

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