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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.

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.

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