Document Management Services :

Full Lifecycle Document & Information Management


Document Imaging : is a combination of software and hardware that allows users to capture information from a number of sources: paper, fax, e-mail, the Internet, even handwritten notes. The captured documents are then stored digitally on a computer system, and can be retrieved in seconds with a few keystrokes. Users can store, copy, and retrieve documents, and integrate them into their business applications, whether for a single desktop or a multi-user environment. Document imaging is an invaluable tool for controlling, managing, and sharing critical information.

The term “Document Management System” signifies a broad collection of roughly related systems that perform one or more of several functions. It’s a relatively new, and as yet undefined, class of information technology, one that is used to coordinate electronic document management, storage, and retrieval. Typical functions that document management systems perform, though no system performs them all, include:


Descriptive File Naming : allowing long, more descriptive filenames thus overcoming the problems of short filenames.

Indexing : creating lists of keywords for easy retrieval.


Multi-file Document Control : A key feature of document management systems is the treating of various files and data associated with one document as a single object during archival and retrieval transactions.


Storage and Retrieval : assists in managing, storage and retrieval functions.



Why use Document Management Systems ?

For businesses, such as engineering, insurance, banks, and pharmaceutical firms, the goal of automating document management is to control and increase the efficiency of the flow of documents that support their business — producing aircraft or automobiles, processing insurance claims, creating and obtaining approval for new drugs. The benefits of document management for businesses include:

 creating leverage of intellectual capital such that knowledge is created once, then reused many times
  managing workflow, that is, controlling the flow of information through all phases of a process
  fostering more effective teamwork to accelerate business-critical applications
  delivering products faster with better customer service (reduce cycle times)
  allowing rapid response to events.



Benefits of DMS Solution

  instantaneous retrieval of documents from anywhere
  sharing of documents between multiple users
  ability to move document electronically in workflow and status tracking
  multiple backups with very small storage requirement
  added utilization of the existing IT investment
  leverage the benefits of the massive data for more useful analysis & study in a few clicks, which    otherwise would have taken several hours.
  huge savings in overheads in the long run.



Comparison

	Document ManagementsSystem	Conventional Method
Storage	Files in electronic format consume less space, stored on disks, which have more storage capacity and are easy to maintain as compared to huge piles of papers.	Huge piles of papers are stored in files which occupy more space.
Retrieval	Documents are arranged in the respective folders that are categorised according to the company policy.Users are instantly aided in narrowing down their search by choosing from available subcategories.	Retrieval becomes difficult as a person has to flip through piles of papers before he actually gets what he is looking for.
Time	Consumes less time as everything is computerized	More time consuming because work is done manually
Maintenance	Maintenance is easy because data is stored in disks which is easy to maintain and there are zero chances of perish ability.	Maintenance of huge piles of papers is difficult. There is increased risk of perish ability in this case.
Mobility	Data is stored in disks which is portable without any difficulty.	Difficult, as porting huge piles of papers is a tedious job.
Manpower	Requires less manpower	Requires more manpower

	Customised ERP Solutions.
	ERP Software covers the following modules: Product Designing, Inventory Management, Production Resource Planning, Purchases, Sales & related documentation, Accounts, Payroll, Various MIS Reports etc.
	Customised Laboratory Software
	Option to customise Laboratory Management Software to cover individual company specific testing & commercial requirements, Customised Analysis Certificates, Manpower planning, Multi Location Operations etc.
	Online & Offline Data Processing
	Includes support for data entry, cleaning & categorization of entered / available data, Mapping exercises, Customised application development for generating specific MIS reports.
	Bulk Data Entry Jobs
	We undertake any data entry job involving 20,000+ records to be delivered as a ready to use database. Mail merge option provided as an add-on service.
	Enquiry Management Software
	Customised Software to keep track of enquiries being generated in your business. Modules include follow up action planners, reminders, tracking the successful and unsuccessful conversion of enquiries with reasons etc.
	Website Designing and Development.
	We have a strong team of associates to deliver static as well as dynamic websites. Our website designing partner is Shivaami Corporation - www.shivaami.com. Some of the websites designed / developed by us are : www.tanclean.com, www.fpai.in, www.orgims.com, www.hdfire.com etc.