LASERFICHE

Businesses face many legal requirements on retaining documents a certain length of time. Retention of documents can range from months to years to even indefinite periods. If they should fail to retain the document, a business could face stiff fines or legal penalties. That makes document management solutions critical in many businesses. Most jurisdictions allow electronic document imaging in place of retaining the originals. Using document management software, a company can pull up the required documents when needed. That makes document management a much easier than going through hundreds of filing cabinets.

Document management software is not a single solution. There must be a comprehensive document management plan in place as well. The company must identify the document in some way. Many times, it is by customer number or invoice number. That ties the document back to something the company would understand. Once the company no longer needs the original, the company uses document imaging to save the file. For example, if they were looking for particular invoice associated with the customer, they can look up the document by either the customer number or a known invoice number. Document management solutions are growing part of the business world.

Are you investigating document management solutions? Look at your company as a whole. Create a plan before committing to document management software. Purchasing software without a plan is like contracting to have a house built without architectural plans. Don’t put the cart before the horse. Another factor to consider is the additional costs involved. Document imaging will probably put be part of that plan. That will require some hardware as well as software. You can drastically reduce the amount of paper required in your business with a little bit of thinking. You should do document management with a bit of planning and lots of thinking.

If there is one place where document management is important, it is in schools. The administration has so much to keep track of for every student. Transcripts, contact details, personal details, and course and billing details all have to be meticulously recorded and readily available. In addition, if any changes are made in one department, they must be noted in all departments to accurately keep track of the students. For this purpose, an inter-departmental system is vital! Data can be entered in one computer and shared throughout the administration. Password protection is also important in that only authorized people can see the information that they are supposed to have access to. Today, many schools, especially colleges, have campus-wide systems where students can access their records, class schedules, and other information from any computer. In addition, parents can access the information as well to track their child’s progress. Paper documents and physical files have become a thing of the past as most administrations are turning to online document management solutions.

Financial management is another reason why schools turn to document management software. It is very important to have an accurate financial management system. Using an inter-departmental system, everyone in the company can keep track of the budget, what has been ordered and what needs to be ordered. This can help save time and costs. Student billing is one thing which document management has made very easy. The school must keep track of who has paid tuition, or who owes money for other things. The system can automatically generate e-mails to send to students and parents who owe money to the school. With the reduced amount of funding and donations, schools have to keep their budget under tight control. An organized system is imperative to keeping costs as low as possible.

Document imaging is the process of scanning paper documents and converting them to digital images that are then stored in a database. Once the document is scanned, the entire department can easily work with it without making copies. Not only is document imaging efficient but it helps conserve paper. Many schools have already converted to document imaging to store all their important documents, and in the future more and more will also convert. It will probably be a long time before paper becomes obsolete, however, because many people still like to receive paper statements in the mail and send bills in the mail as well. However, the less paper that is used the better for the environment. Companies such as Laserfiche offer simple and elegant solutions to the organizational problems schools often have.

According to New Delhi news, Canon India on Tuesday entered the document management system business primarily aimed at the enterprise market. Initially, the company would be partnering its customers to optimize their print management, which would be followed by digitization of hard copies, archival, indexing, retrieval and workflow to provide end to end document imaging solutions.

Addressing a press conference here, Canon India President and CEO Kensaku Konishi said: “The enterprise segment is one of the crucial engagement areas for Canon and we realized that in the slowdown phase, each enterprise would look at saving costs by bringing in operational excellence. One of the major areas to look at it is the print infrastructure. This is the area where Canon is the technology leader and continues to innovate and deliver what it promises to its customers.” Canon India Senior Vice-President Alok Bharadwaj said that through their new division — Document Management Consulting Services — the company would provide corporate houses and enterprises consultancy and solutions ranging from installing printing devices to managing the entire process of printing more effectively.

“We aim to achieve Rs. 50-crore worth of revenue from the division by next year. Our goal is to handle 500 million documents under the service and expects to garner a share of 25 per cent of the estimated Rs. 150 management printing services in India by 2010. Our services will enable corporate houses to save up to 30 per cent of their costs. We will be working on a contractual basis, provide them with printing devices and consultancy services and we shall earn on per print,” he added.

If you would like more information about document imaging, contact a document software specialist today and get more information.

Today, more than ever before, document management software is a must for most organizations. The Ontario law enforcement agencies are using a document management process that simplifies e-disclosure and converts homicide case documents into digital format.

The Ontario Homicide Investigators Association (OHIA), which is comprised of a couple dozen local police services and government law enforcement agencies across the province, have standardized on document imaging format to manage and distribute case information to prosecutors, defense attorneys, and other applicable court staff. “The average case can be anywhere from 30,000 to 50,000 pages,” Ian Grant, detective inspector with the Ontario Provincial Police’s (O.P.P.) organized crime enforcement bureau, said. Hard copy documents can be difficult to cart into court and also take a lot of staff time, effort, and money to compile. Document imaging helps a great deal in moving toward a completely electronic system where no paper is required. Anything seized in paper format are scanned to allow officers to tag photographs, attach had written notes, black out sensitive, privacy-protected information in the document imaging.

While many cases are still using paper documents, document management is growing at a rapid pace. The courts have made it an acceptable method to carry out case management as long as it’s organized, contained in one spot, easy to use for the officers and legal professionals involved and, most importantly, readily searchable. Law enforcement agencies, have found that document management creates a much more efficient and effective work environment.

Disclaimer: This blog or article is for information purpose only, and should not be treated a professional advise or price protection guarantee. This blog is mainly used for search engine optimization and other commercial purposes and it is advised that readers seek professional consultation in the field of interest for more information.

The theme of the 2009 Laserfiche Institute Conference was devoted to, as CEO Nien-Ling Wacker said, “extending your success from your department to your whole organization.”

The Conference’s 153 labs, demos and presentations empowered the Laserfiche community to do just that. Whether by adding additional functionality, new departments or upgrading to new Laserfiche document management products Rio or Avante, nearly one thousand attendees learned strategies to make 2009 even more successful than ever.

In addition to a line-up of classes that covered everything from project planning to systems integration, the conference featured numerous user presentations, where Laserfiche customers explained how their organization uses Laserfiche to optimize workflow, eliminate redundancy and cut costs. Each of these sessions was followed by a lively Q and A session, as audience members joined the presenter in discussing how other organizations could realize the same success.

Communicating and inspiring solutions to shared problems was central to the success of the Conference, so much so that questions not directly answered in classes could be brought to the Office Hours Room, where Development, Support, User Education, and Presales staff could address specific areas of concern with attendees one-on-one.

For more information, please visit

http://www.laserfiche.com/events/conferences/uc2009/recap/2009-recap.html

Disclaimer: This blog or article is for information purpose only, and should not be treated a professional advise or price protection guarantee. This blog is mainly used for search engine optimization and other commercial purposes and it is advised that readers seek professional consultation in the field of interest for more information.

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