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Fast track basics of what, why, how, and who.
Since 1994, our customers (including the Department of Defense with thousands of users) have enjoyed the simplicity and affordability IMS offers. You, too, can experience this simple-to-use database and our top notch support.
When considering a software program for your office, the biggest confusion is seeing the difference between scanning to a PC or server and using a document management software solution.
Many small offices today are not embracing technology, but fighting it every step of the way. 90% of the world is still dependent upon paper. Most offices do not consider a document management system until they have come to their wits end, and demands for change and improvement can wait no longer. The main reason offices’ prolong the inevitable is not as much about the initial expense, but the complete change of how documents are handled. People like how things are, even though they could always be better. Who wants to learn something new?! But most offices that finally make this change NEVER look back. It’s usually an easy adjustment and a minimum learning curve. The benefits are so great and numerous, that an ROI on average is usually realized within the first year. IMS can be delivered, installed, and trained all within a few hours of a purchase order.
The typical office
Scan PDF to server isn't good enough?
A web of folders within sub folders
We offer a multitude of information to help you make a decision, let us know if you can’t find what your looking for.
Illustrate how it works
An ROI (return on investment) can be realized within only a few months in some cases and up to a year in others. Let us help you determine a realistic ROI for your unique office.
Sometimes pictures can illustrate better than words what we are trying to accomplish.
Looking for a more technical explanation of what a Document Management System is?
As a document and a content management system continues to become more popular, they have become a must have in some fields especially those in very litigious environments.
- Controlling & monitoring changes in documents
- Version control
- Find information quickly (never losing information)
- Batch scanning thousands of documents with automated processes using Bar Code & Zone OCR
- Increase search criteria using multiple fields of relative information per document or digital file for quick, precise, and intelligent searches
- Run queries for files or reports, gathering information never before attainable within seconds rather than days.
- Set retention requirements for auto destruction
- Ensure processes are followed through
- Audit Trail for knowing the who did what and when
- Reduce fraud or theft and a document’s integrity
- Workflows can be created, controlled, and monitored
- Multiple levels of security can be placed per record type
- Stamps and annotations can be applied to documents as only overlays, allowing the removal if needed. (not permanent)
Features a server does not offer:
A small office using only PC’s without a server is an easy target for improving document handling and file sharing, whether upgrading to a shared server or using a document management system. It may look somewhat challenging for most people at first glance to see the difference between using a server versus a document management software database, but there are great and unlimited benefits.
Even when information is shared on a server, there is much information still residing on each employees PC, including emails that may be pertinent at different times and are inaccessible due to someone being on vacation or sick, or they were terminated.
An office that shares a common file server, where folder and associated folders within associated folders provide the only structure for managing information, has many limitations and future consequences or inefficiencies. You may be thinking, “I scan documents and have a great system for saving information with a detailed naming convention to quickly find what I’m looking for.” It may not take too much time to retrieve information, but this is the only task a file server is equipped to do. What if you are not sure where to look for a particular file, or it was misplaced to begin with. Using a file server can become a confusing and tangled up web of directories and subdirectories, and looking for documents can be tedious or nearly an impossible task, especially when years of continuous information is being stored. Maybe you need to find a section or just a page of a document within thousands of pages within one file. Many improvements and features with a document management system could greatly enhance an office’s needs when using a file server to manage information.