What is document management ?

Document management is any method of arranging your document information – your files. You could describe a filing cabinet as document management. Many people now talk about eDMS (electronic document management). This means software to store, secure and then retrieve your documents.

 

Why buy from C2S?

We have indepth knowledge and can offer best of breed solutions from some of the world’s top software vendors.

 

What are the benefits of the C2S document management solutions?

Fast to deploy, scalable and affordable. Our clients only pay for the configuration they need and are up and running in hours & days rather than weeks and months.

 

How long will it take to see a return on investment?

We work with many different types of clients and they all say the ROI is 6 – 8 months maximum

 

How long does it take to implement a document management system?

A typical departmental installation takes just a couple of days to set up the server, make the configurations and train the users. Multi department, multi site systems will take longer of course.

 

What types of businesses are C2S document management solutions suited to?

The usual suspects are insurance, law, banking and finance. Any organisation with paper and documents. We work with all types of organisations including engineering, local government and logistics.

 

How are documents captured?

Twain or ISIS scanners. MFPs. Email, Word, Excel, PDF etc. There are lots of different ways to get documents into a document management system. You can even have an Image printer and “print" documents in.

 

How do I go about retrieving documents?

With a eDMS you search for documents. Every document is indexed on the way in so retrieving it is simple. You search based on the information you key in like a case number or a invoice number.

 

Is it possible to share captured documents?

Yes. This is the key benefit of a eDMS, your colleagues and team members, with the right permissions, can also view and work on any archived documents. Not only can you share them with your team, you can make them available to other departments, or even customers /stakeholders through a web portal

 

What is OCR conversion?

OCR – Optical Character Recognition. This means the content of the document is searchable or can be exported into another application like Word where you can edit it. This is very beneficial when scanning documents and you want to be able to search inside the content.

 

What document formats are supported by the software?

Scanned documents are usually stored as Tiff or PDF/A files. Any other documents can be archived including CAD drawings, MS Office documents and emails. In fact any format of document including a .Wav file voice message could be archived.

 

How are document revisions managed?

Every time a document is changed in some way – a page deleted say, a new revision of the document is created. This means you can page back through the revisions and see the history of the document. Revision Control assists compliance and also makes managing changes on contracts or project documents more easy.

 

Is metadata assigned to individual documents?

Every time a document is archived meta data like the archive time, archived by, number of pages, dpi is stored with the document. This is often referred to as metadata. Index data is the custom information that is used by the end user to identify the document like the “supplier name" “contract ID" etc.

 

Are files compressed when they are loaded into the document management system?

Compression can be managed by the administrator so documents take up less space in the storage pool. There are options to enable compression (scanned pages) and to what level of compression you require.

 

Whats a typical use for eDMS?

Paper documents, scanned and archived electronically is a good starting point. You will already have your Word and Excel docs on a shared drive so adding in your HR records or your purchase invoices is a typical starting point. A good eDMS will have built-in scanning and will enable documents to be scanned at MFPs.

 

How is compliance enhanced with eDMS?

An enterprise class eDMS (rather than say DropBox or Google Drive) will have a full audit trail and document history from the point of capture (scan, import etc) . Every time a document is viewed or printed, the history is updated. This is part of the requirements of the British Standard for electronic archiving together with a certificate of destruction and a documents document retention policy

Are limits relating to the size of individual documents?

You can add any size document into a eDMS. Scanned documents are usually stored as individual Tiff files –
one page = 1 file. This means viewing a large file – say 500 pages – across the web, can be very fast.

 

Do documents need to be saved to a hard drive or suitable server?

The document management system typically handles all of this for you. As an end user of the system its very easy adding documents on and the system administrator is the one
managing the server and backup.

 

Does the system handle version control?

Yes. The eDMS we work with have version control which is a key part of a document management system. Every revision you make to a document is
recorded.

 

Can files be shared between departments?

Yes. collaborating with departments and even remote suppliers or customers is a useful feature of a system.

 

Can the document management software be scaled easily?

Yes. You can add in more users by buying additional user licenses. You can scale up to have multiple servers in multiple locations replicating seamlessly in the
background

 

Is it possible to integrate solutions with third party software?

Yes. Microsoft office and Windows desktop is a given. Integrating with other applications is then down to either buying the existing modules for them – like SAP
and Dynamics or commissioning us to write bespoke modules for your application. The systems we work with use open standards like Microsoft .Net technology.

 

How secure are the systems?

As secure as you can get really. There are various layers of security from interlinking with Microsoft Active Directory to securing traffic with a SSL certificate or
encrypting files in a 256bit Blowfish container.

 

How is the data backed up?

You typically back up 2 things. The SQL database and the storage pool with all of the documents.

 

What are the hardware requirements of a system?

There is a Windows server required. Typically 2008R2 or Windows 2012. This will need the .Net framework
and IIS installed. You will need a SQL server or SQL Server Express edition which is free. You will then need to allocate disk space for storage. This should be RAID.
A NAS or SAN is perfect. The hardware then should be suitable for the amount of connections you expect. A dual core processor and 2 GB ram is a starting point.

 

What documentation and support is provided?

We always train our clients both for admi and end user and provide help files and videos to show most scenarios.

 

Is there a limit to the number of users?

No.

 

Is it possible to login to the system from a remote site?

Yes. Provided you expose the DMS to your intranet / WAN then no problem at all. The DMS runs just like a web site.

 

How often are new versions of the software released?

Every six months

 

What is the C2S policy regarding product updates?

We generally recommend updating your system evry 18 months to 2 years.

 

Is training provided to users?

We would include training as part of a proposal. The higher then number of users the more training is required. However, the use of videos and tutorials is very
popular.

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