Posted by kashem

Content Central - document management software from Ademero.com

In a world where a cashless society is lauded, going paperless can be a rather daunting task especially for those who are reluctant to fully convert their information into digital format. This is where Content Central comes in to save the day. If you are suffering from the needle-in-the-haystack problem, Ademero’s browser-based Content Central document management system will provide you with a hassle-free way to save important data and store them in digital format.

What makes Content Central unique?

With a host of outstanding document management features, Content Central is your answer to storing and retrieving your documents with a mere click of the mouse. You can access your vital data from virtually anywhere using a typical web browser. Content Central makes it so that you will never lose crucial information ever again! Among Content Central’s core features include:

• Seamless document management in a network of 10 or more employees
• Efficient “Check Out/Check In” features tracks all amendments and revisions for all documents
• All-encompassing Dashboard shows complete activity overview including documents in “Check Out/Check In” queue and documents that require coding
• Increased business workflow with fully integrated browser-based document management software, compatible with any browser
• Increased productivity with fully intuitive Drag-and-Drop feature that enables files to be accessed via any web browser running Content Central
• Unique DirectScan document imaging feature converts your documents into digital format so that they are made viewable online or offline on your web browser and handy image editing tools like Zoom, Rotate, Delete and Move
• State-of-the-art Content Capture system powered by XML-ML capture engine, allowing users to scan images and documents without hassles
• Intelligent retention policy reinforcer removes documents from system upon expiry
• Complete searchable Document History feature for easy maintenance

In a nutshell, with Content Central, there’s no complexity involved! Whether you own a modest enterprise or a growing conglomerate, Content Central lets you access and store your documents easily, safely and affordably for improved efficiency!

Posted by kashem

When you are considering to buy a software to introducing electronic filing system in your organisations , you should know the difference between document Management and document imaging software.

A document management software offers tools to manage files digitally , whereas document imaging software offers to turn  paper records into electronic files.

Document management software works better for capturing email , web content or other electronic documents while for document imaging you need  hardware and software to scan and index paper.

Both system needs archiving,retrival, security, tracking, and searching.

Good news is that most software avaliable now offers both document imaging and document management tools in same system.

Posted by kashem

Browser based document management software offers the opportunity to use document management software from from computers running any software.

Access from Any Machine 

If the software is developed for windows operating system , then installing the server part of the softare on windows based server , the software can be used from computers running any ofterting software through a web browser.

Another benifit of browser based document management or document imaging software is that it offers the scope of expanind the boundaries of traditional office.

Access

Browser based document management system allows  staffs  to access records from wherever they are through a standard web browser.Paper records remain a serious roadblock to distributed organizations .Allowing more than one employee from anywhere to access a document is a significant improvement in business process for an organisations.

Posted by kashem

When you have decided to introduce document management system in your business, the next question may come into your mind is how you should buy it - as software or appliance.

Actually with each there are some benifits and disadvantages associated.

When you already have sufficient harware resource , spare processing power you make the most use of it buying they system as software. If you buy document management system as software , obviously you can save huge cost and enjoy scalabiliy.

On the otherhand if you buy the document management system as  appliance, you will get ready to use professional network infrustucture connected to you.Among other benifits you will get help to install the software, constant support, stablility and better performance.

Posted by kashem

While comparing features of document management software system, many software vendors now offering browser based document management software. What is a browser based document management software ?

All document management software helps managing documents in business. Managing documents means creating, storing, retrieving and securing documents. A browser based documents software provides the scope of managing documents remotely. The software is installed in a server . Once the documents is captured , the user only needs a browser to access documents  from anywhere  through internet.

Now of the boundary of office is expanded beyound limit .

Posted by kashem

Does document management software generate any business benefits? If they do, what are these benefits?

We look at this issue in the following sections, starting first with a look at exactly what document management software does.

What Does Document Management Software Do?

A good document management system captures all kinds of documents with little difficulty. Thus paper documents can be scanned and OCRed and electronic documents can be captured by browsing to its location on the local computer. The documents captured are stored in a central computer so that all the workstation computers connected to it can access them.

The documents can be indexed by different criteria such as document name or date of creation and they can also be indexed by their contents. It’s then possible to retrieve documents by specifying the document name, date, words included in the content, etc. The retrieval takes no more than a few seconds at most.

Security is maintained by restricting document access. Granting different kinds of permissions to authorized persons restricts access. Some might have the ‘read’ permission; others might also have the ‘write’ permission.

After retrieval, documents can be modified, appended with new pages, replaced, or even deleted, provided necessary permissions are granted.

What Business Benefits Can Be Expected?

The ease of access to relevant documents makes it more likely that decision makers would indeed access them and make informed decisions.

For example, before passing a supplier invoice, concerned persons will retrieve the relevant order and verify the price, delivery date and other terms with little delay. In a non-computer system, this involves locating the order stored in an inconveniently-located filing cabinet. It might even happen that a copy of the order has not yet been received by the invoice-passing department. The verification could get unduly delayed (leading to supplier displeasure) or even omitted (probably leading to excess payment) in such cases.

Another immediate benefit is the speed of actions. When needed information can be obtained in minutes, actions also tend to be quicker. Instead of verifying 20 or so invoices a day, it might be possible to verify 200 or more invoices a day.

Better business results follow when quick and correct decisions are taken on a regular basis. In the above case, a supplier who is accustomed to prompt and correct payments from your company is quite likely to oblige you with increased and higher-quality service if necessary.

The above illustration of invoice passing is only a simple example. All key business-result areas can benefit from speedy and convenient access to reliable information. Good document management software makes it easy to capture, review and edit documents, leading to more reliable documentation.

Document Management Software Leads to Better Document Security

It is easy to implement a system of read/write permissions and password-protected access in a computerized document management environment. By making printing possible only on a closely-monitored network printer, even printouts (that can be removed) can be checked.

Paper documents can be stored in more inaccessible places, with greater security. Because copies are available in the computer, these would not be needed as frequently.

Considering that business secrets constitute a competitive advantage, the above kind of increased security could also lead to better business results.

Conclusion

With good document management software, you can make information easily accessible to all persons who need that information for their work. Easy access means that the information will be used to make business decisions. Informed business decisions, when they accumulate, lead to significantly improved business results.

Document security is also easier to implement with good document management software. It’s then possible to minimize the harmful damage from unauthorized access to business secrets and competitive advantage.

Posted by kashem

Importance of Data Recovery ManagementData residing on computers can be lost due to virus attacks, deliberate destruction by outsiders (or insiders) and data corruption. Such losses could affect your business in several ways:·          You could find it impossible to make informed business decisions in the absence of relevant data·          You could face penalties and legal actions for not complying with government regulations, such as maintaining employee data, filing statutory returns and so on·          You might be unable to pursue claims against your debtors or defend claims by your creditors·          The costs and problems of recreating the original data might even drive you out of businessData loss could thus lead to extremely serious and costly results. You protect yourself against this danger through a good data recovery management system. 

A sound data recovery management system would ensure that:·          Chances of data loss are minimized, and·          Lost data are quickly recovered in a usable manner. 

We look at data recovery management issues in this article. 

Conventional Data Recovery Procedures

Backing up the data, in the hope that it could be restored if the original data is lost, was the traditional practice. Data was backed up on to magnetic tapes that were stored safely at another location. It was assumed that this would protect data even in the case of a fire or natural disaster as it could be restored any time. 

Tape was the preferred medium of backup because it was less costly compared to disks. 

However, there are a number of problems with this strategy:·          Both backup and restoration of data were extremely slow with tape compared to disk·          Considerable time would typically be involved in locating the relevant tape, bringing it to the office from its safe store and restoring the data to the main system. The consequent disruption of operations could be intolerably serious.·          Even if the data on tape was not corrupted, the restored data might prove unusable owing to several factors, including a change in the operating environment 

It was soon found that simple backups could not ensure timely and reliable recovery of data when needed. Full mirroring of critical data and applications on redundant servers and such other practices began to be adopted.  

Costs of disk storage have also come down significantly to make disk backup affordable. However, unless you have a carefully worked out policy for data recovery, you could still be incurring unnecessary costs and yet might not be able to restore data when needed.

Elements of Good Data Recovery Management

A sound data recovery management policy would have the following elements as a minimum:·          It would be a carefully worked out policy and not just an ad hoc exercise·          It would assess the value of different kinds of data arising in the business. Not all data have the same importance. Some are critical data. Others are just history·          It would consider the costs and times involved in different alternatives and assess these against the criticality and timely recovery of each type of data·          It would include a clear document and data retention policy. Keeping unnecessary data and documents means wasting space, equipment and money 

In addition to policy, the aspect of implementation would also be carefully developed.·          The technology to be adopted for backup on a continuing and automatic basis·          The practices to be adopted for such needs as recreating the data as from any point of time and under the original environment·          Procedures for regular testing of backups to ensure that they are still recoverable and usable·          Procedures for recovering data to make them available in time to meet operating needs. This might differ from one kind of data to another·          A continuing review of changing needs, and actual data loss and recovery events, to identify changing requirements and take timely actions

Focus Is on Data Recovery

Traditionally, the emphasis was on backup. Backing up is only a means to an end. The end is the ability to recover the data if the original is destroyed. It is on this end that a good data recovery management system turns its focus. 

Backed up data might not be recoverable in a usable form later. So your attention should be on ensuring that satisfactory recovery would be possible when needed. This needs attention to several factors. 

It is this focus that is reflected in the policy and procedures we discussed above.

Changing Environments Could Affect Needed Actions

One key element of data recovery management is attending to the environment. This means two things.  

One, it involves recreating the environment under which the original data was created. The data might not be usable otherwise. 

Two, it means adapting the data recovery management itself to new developments. Existing policies and procedures might be less than optimal under new conditions. 

It is thus necessary to tailor your data recovery management to suit the changing environment as it affects your organization. This is the significance of the continuing review of the policies and procedures we had mentioned earlier.

Get A Good Document Management System

Don’t let your data face the kind of risk indicated at the beginning. Every day, new kinds of viruses are appearing and hackers on the Internet are improving their ability to crack the toughest of security measures. 

A good document management system could be your best bet in such a context. Such a system would include several of the data recovery management tasks. Most systems would typically include continuing data protection features and some might even provide data recovery facilities. 

Get a good document management system.