Document Management.. Going Paperless
Paper and electronic information in the workplace grows daily at an uncontrollable speed. Keeping your intellectual property secure and in regulatory compliance is every organisations challenge. FileHold document management software converts paper and electronic information into a secure, organised, version controlled, searchable electronic library. The FileHold “paperless office” builds process efficiencies by allowing workers to collaborate and approve documents in electronic form.
Document Workflow and Approval
Document workflow software and approval software improves operations by automating business processes such as Accounts Payable approvals and Contract collaboration. The FileHold Workflow module is for complex internal workflow activities. FileHold Courier provides secure access to documents in FileHold to anyone with an email address. Workflow is applied to documents needing to pass through reviewers and approvers before they are ready for general distribution. Document workflow provides instant reports on the status of documents in the review process.
FileHold Workflow software has a graphic design tool that gives users the ability to create pre-defined workflow templates consisting of document review and / or approval activities. Each activity can be pre-configured to define task descriptions, due dates, and reviewers or approvers that have to complete specific workflow tasks.
When workflow is combined with electronic forms (e-forms) paper can be totally eliminated from the information collection process.
Records Management Archiving & Disposition
Organisations have both active working documents and long term records that are kept for research or compliance. FileHold records management software manages both electronic documents and electronic records including rules and reports for archiving and disposition dates.
Disposition reports can be generated as required and are based on the document type, associated metadata, document age and archive policies. Documents are automatically designated as either active or inactive (records). Inactive documents may be automatically archived by FileHold software. Documents can be scheduled for automatic deletion based on easy to configure disposition rules.
Document Scanning & Imaging
Implementing document management and scanning software is not just a “green” initiative to save trees and be environmentally responsible – it is also good for business. MAXiSoft can integrate Filehold with a range of scanning software solutions that support workstation scanners or Multi-Function devices. Document scanning is a way for organisations to become more efficient and to save money. It is estimated that the cost of processing paper (copying, printing, postage, disposal, recycling and storing) can be as much as 31 times the purchase cost of the paper.
MAXiSoft Document scanning software gives customers the ability to turn cabinets of paper into a secure, version controlled, and compliant document management system.
Typed documents can be Optically Character Recognised (OCR’d) and tagged / indexed to make them easily found using the FileHold full text search capability. A big business scanning solution is provided at a small business price. “Go Paperless – Go Green”.
