Presentation on theme: "4 OFFICE WEEKLY MEETING Why 4 Office DMS?. Challenge Companies today are overwhelmed with information that comes to them on many formats: e-mail, electronic."— Presentation transcript:
Challenge Companies today are overwhelmed with information that comes to them on many formats: e-mail, electronic documents and forms. However, paper-based documents still exist and need to be dealt with Dealing with documents and information can be one of the most challenging aspects of your business Our DMS will improve how you process this information Simplify your office by routing paper documents, e-mails and other files directly into a central information system Eliminate wasted time searching for paper and replacing lost documents Access your information the moment you need it, wherever you need it and manage it all from the convenience of a Web browser
Action Manage your documents: Scan Documents and reduce paperwork Store, share and organize documents to fit in with the way you work Powerful indexing and intuitive search options ensure that you quickly find the information you’re looking for Cover all the bases with full text search on numerous document types
Action Improve your business: Cut the cost of doing business by improving your business processes and reducing human processing Eliminate uncertainty – standardize working methods to get what you want from your workforce Improve customer service – consistent processes lead to greater predictability in customer response level
“OUT OF THE BOX SOLUTION” Why should you have to pay extra for everything? 4 Office DMS solution delivers essential modules to make the road to the “paperless office” easy!
“OUT OF THE BOX SOLUTION” Document tagging which provides a friendly indexing schema established based on user preferences: Recognition Barcode Recognition Sheet Folder Browser
“OUT OF THE BOX SOLUTION” Powerful full text search capabilities which allow users to take control of electronic and paper-based documents. Searchable PDF 4 Office Windows Search Engine
“OUT OF THE BOX SOLUTION’ Our DMS is easy to use and maintain and is affordable for small to large organizations. Our team will design, install and thoroughly test the solution at your location. Once we’ve perfected your solution, we’ll train your employees on their new procedures
F.A.R.M.S. Case Study – Scanning and Filing Employees/Farmers Files Introduction Foreign Agricultural Resource Management Services is non-profit, federally incorporated in 1987 to facilitate and coordinate the processing of requests for foreign seasonal agricultural workers. F.A.R.M.S. performs an administrative role to the Caribbean and Mexican Seasonal Agricultural Workers Program.
F.A.R.M.S. Case Study – Scanning and Filing Employees/Farmers Files Problem F.A.R.M.S. needed a way to manage approximately 3,000 hard copy of employees files annually It was essential for them to improve on their slow archiving process by organizing the information in a useful manner Folders, labels, shelving and file cabinets, along with an ever increased demand for floor space represented a challenge
F.A.R.M.S. Case Study – Scanning and Filing Employees/Farmers Files Actions F.A.R.M.S. needed to find a DMS that worked seamlessly in conjunction with a scanner/MFP to ease the management and accessibility of farmers files. Minimize labor involved with the filing of paper documents Provide immediate and multi-user access to employee file Eliminate the cost of paper handling, filing and storage Provide quick and seamless integration with a scanning solution
F.A.R.M.S. Case Study – Scanning and Filing Employees/Farmers Files Solution Kyocera TA-500CI DMS Link: Searchable PDF/Folder Browser 4 Office Index search Engine OCR Service
F.A.R.M.S. Case Study – Scanning and Filing Employees/Farmers Files Benefits Using 4 Office DMS along with TA-500CI allowed F.A.R.M.S. to get their employees information quickly, easily and securely into an electronic format Since implementing the solution the labor needed to “file” and “retrieve” documents has been reduced by 50% (from 4 to 2) It is meeting their objectives of reducing the space for storage of paper documents