Document Management Software

Document management software lowers the cost for a business to handle and store documents. By implementing this type of software, valuable time is saved because no longer do employees have to waste precious minutes sorting, filing, and retrieving paperwork. This allows employees to accomplish more tasks throughout the workday. Time is saved through the instant access to documents from a number of software applications. Document imaging systems are easy to install, and usually the software is running and accessible within an hour of installation. The software can be used in one department of a business or throughout a whole enterprise.

When using document management software to search for documents, the only thing the user has to do is type in a word or phrase to retrieve the specific document. This word or phrase can come from keywords found in e-mail, Microsoft Office, ERP, or other types of applications. This allows for the retrieval of documents to be quick and easy.

Document management software enables the user to scan, index, search, and protect documents. Documents can also be routed to different departments or individuals. This type of software automatically indexes documents through the optional assignment of different fields. These fields can include the type of document, the date, or the customer name.

With document management software, an individual is allowed to make a workflow program. This program allows documents to be routed into other employee’s in-baskets for process and completion. The user can scan invoices at one branch of the company, and then have the document routed to the manager of another branch for approval. All this can be done through the Internet. This process saves time and unnecessary paperwork.

Document management software is hardware independent, so any choice of scanner or copier can be used. The software is highly compatible with all systems and equipment. Document imaging systems are reasonably priced, in the price range of three hundred dollars. Businesses, with this type of software, can scan over fifteen million pages onto the company’s hard drive. This saves money on paper and leaves a lot more time that can be used for other business tasks.

There are a number of benefits when using document management software in the field of medicine. The software is capable of searching for a patient’s name and instantly displaying the exact page of the Explanation for Benefits (EOB) of that particular patient. The EOB form can be retrieved whether it is in electronic or paper form. This saves medical staff time from sifting and retrieving files either through a databank, folder, or manually sorting through a filing cabinet. Also, the EOB form can instantly be e-mailed, faxed, or printed with just a simple, fast click of the mouse. This allows the document to be instantly retrieved and viewed by the intended recipient. Medical document management software is encrypted with the latest password security features, and the software follows all HIPAA requirements. There is also a HIPAA audit module that creates a searchable database that keeps track of every document that is viewed and searched. It lists the name of the employee who performed the document search. This allows you to keep track of everything that goes on with your company and allows instant access to these files.

When using document management software to perform invoice imaging, a browser can be used to approve and search scanned invoices and other supporting documents. This cuts down on paper handling through the creation of a searchable database of all the stored supporting documents and invoices. Some businesses use this feature as a digital filing cabinet. The user of the software is able to scan invoices and then search particular invoices by the invoice number or vendor name. Plus, to make document retrieval even easier, the program can be designed to search for a document by using a phrase to find and display the scanned image.

Another feature of document management software is the capability of routing invoices to the appropriate person for approval. This saves time on waiting for mail or a service to deliver the important documents. This software also replaces the need for manual, time-consuming data entry. The software allows the user to scan the data of the invoice, and then the data are automatically placed into the company’s A/P system. With this bonus feature, an employee does not have to enter each invoice, by hand, into the A/P system.

Document management software is instrumental in providing proof that customers have received the goods and services they requested. This is accomplished through proof-of-delivery imaging. With just one click of the mouse, a user of the software can view, print, or e-mail a signed receipt that the goods were in fact delivered; this in essence is called proof-of-delivery. A company can give their customers valuable access to search and view their own proof-of-delivery receipts over the Internet. This improves reliability and customer service triple-fold. Document management software allows the user to scan and search the proof-of-delivery receipts, without having to type the document information into the system manually. The receipts can be scanned and then routed to different departments such as Accounts Payable, or the receipts can be automatically placed into the A/P system. This allows for easy storage, approval, and searching of all required documents.

Companies that revolve around the legal field can take advantage of many benefits provided by document management software. The software is designed to scan, to select an appropriate Bates stamp, OCR, index, search, and protect all documents. Documents can also be routed to specific individuals or to a whole department. Legal professionals can use key index fields when typing in data or while a document is scanning into the software application. This allows the document to be indexed into a particular field. If indexing occurs before the document is scanned, this is called Distributed Data Entry. An employee can easily perform a search from court, home, or a hotel by using the Internet and their chosen Internet browser. This allows for twenty-four hour access to all important files. Also, if a document needs to be taken into court, the file can quickly be placed onto a CD-ROM. The file or database can be placed on several different CD-ROMS, allowing each member of co-counsel to have a copy of the vital information.

Legal document management software is equipped to print a document in batches. This allows thousands of pages to be printed at once from the location of several different printers. This saves time that is wasted while an employee waits for a document to print. This feature is used when thousands of documents need to be printed and distributed to the opposing counsel.

There are three different types of document searching that can be used to retrieve legal documents. An employee can perform a fuzzy search that will retrieve the complete text of a document. If an employee uses concept searching, this allows the search to retrieve only the documents that are in close proximity to the search phrase used. With Booleen searching, an employee can search for a legal document either by a specific date or sequence of numbers. This allows the users of document management software to avoid the hassle of manually searching for what they need to complete the task at hand.

Document management software is equipped with several unique and helpful Bates stamp features. Bates stamps can be automatically incremented by either their prefix or number. The specific size, font, and color can be chosen when creating each Bates stamp. The Bates stamp can be put at either the top or bottom of the document. Also, a Bates stamp can be affixed to the left, center, or right heading of a document. The software offers the re-sequencing of Bates stamps in multiple document productions. A manager is able to control and monitor who makes changes or additions to the documents stored. This is a great security feature that allows a manager to be in control and responsible for all the stored documents.

With document management software, entrepreneurs can easily start their own web-based business. An individual can offer to host documents for clients either for free, as an added bonus to services already provided, or for a small fee. Clients would be capable of searching and accessing their documents over the Internet. The web can be used as your business’ platform to provide clients with the option to scan and search their documents from the convenience of their desktops and even retrieve the documents by using their own personalized starter pages. As a service bureau, you will be able to provide clients with twenty-four hour access to their information. Also, the documents can be placed onto a CD-ROM or DVD. The files can be written into either PDF or TIFF format. On each disc can be a free copy of your search engine. This allows for an expanded client base. The nice thing about having this type of business is that your clients are provided with password security, and you do not have to pay per-page scanning fees. This allows you to work from home and to become your own boss. Many individuals have taken advantage of this business resource, allotted through the use of document management software.

Software or hardware developers can use document managing software to instrument full-text searching applications into their hardware or software. Full-text searching is useful in the set-up boxes of cell phones, personal video recorders, cameras, and other devices that are digitally formatted. Documents that are searched can be retrieved in the order of relevance that they are needed. Searches can be restricted to just dates, numeric sequences, or key phrases. This allows only certain people to be able to retrieve classified documents. A concept search can be preformed by using document management software. Information or documents can be retrieved based on specific concepts such as “GPS.” Another feature is that the search engine will retrieve documents, even if a word is misspelled in the key phrase or search. Users of the program can easily search for documents or television programs that have been recorded or for audio files.

With document capture, when using management software, a document can be scanned either by a scanner or digital copier, then indexed by category, and lastly routed to the desired sites and folders. Documents can be routed by certain content similarities. For example, if a user is scanning a 401K document, the document will be indexed and then routed to the specific 401K file. This is just like a digital filing cabinet. A document can be scanned over an individual’s local area network to the Internet and then stored in PDF or TIFF format. This allows the document to be used in several different software applications.

Document management software has access to several different audit modules. There is a module for HIPAA, the IRS, NASD, and Sarbanes-Oxley. This allows a company to have a database of every document that has been searched and viewed. Through the use of this type of software, documents can be scanned at high speeds allowing for better office efficiency. Missing documents can be identified, and documents can easily be retrieved by using user-defined index cards. The software will automatically set up an index card for each document scanned into the program. Documents can be searched for by using a highlighted word or image of the document. This allows the information of interest to be viewed quickly. Managers can implement a feature that requires all documents to be checked in and checked out. Documents can be searched from any computer, via the Internet, any time of day. Business can literally be conducted twenty-four hours a day. When searching a document, certain annotations can be attached that allow employees to collaborate with each other. Through the use of document management software, time is saved. Employees no longer have to spend time copying and organizing their paperwork. Run your business more effectively through the use of document management software.