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Supports the concept of a "Business
Document"
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Automates the process steps for a
Business Document.
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Stores the files on a file server making
them directly available to users and their applications.
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The file itself.
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Previous Revisions
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Tracking data such as “Client Name”,
“Renewal Date”, or “Contract Value” for example.
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The “State” of the file describing where
it is within the process cycle.
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Attachments such as emails, costing
spreadsheets, scanned signature pages, photographs, etc.
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A mirrored copy of the file to ensure
the important information can be restored automatically
if something happens to it.
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Security settings and access rights.
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A method to validate the contents of the
document to ensure accuracy.
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The names of the people who have to
approve any changes to the document.
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A list of people you want to notify if
something does change.
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A complete audit log of all activity on
the document.
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The source of the file (e.g. template
used to create it.)
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References to external data sources such
as the contact name of the selected customer.
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References to other business documents
such as the proposal that lead to the contract.
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All the business documents of the same
type are stored and managed in a single location. (e.g.
all the contracts are stored in the same directory).
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Provide visualization of the status of
all the business documents as a whole. (Here is the
status of all of our contract for example)
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The required steps through the business
process can be automated.
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Certain aspects of the process can be
automated or enforced such as the file naming
convention, entering of certain tracking information, or
ensuring the right people have approved any changes.
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Provides indexing and searching to allow
users to find the key information regardless of who
filed it in the first place.
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Utilizes the customer’s existing
networking, storage, and server infrastructure.
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That allows us to keep the cost
structure low.
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Don’t sell it by seat. It is sold by
process. Allows everyone to realize the benefits of
Expedite.
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File access performance is the same.
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Users and more importantly the
applications that the users want to run against their
business documents all can run directly off the storage.
There is no need to first copy the file off a website
someplace first.
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Should Expedite have a problem, the
files are still available.
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Makes archiving simple (and even
possible!)
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Not tied to an internet connection.
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Avoids the worry of giving information
vital to keeping your business operational to some
external third party
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PAPERLESS is Possible
There are two essential phases to going paperless: First, quit
generating so much paper, then, deal with the paper that you have.
We will
take you step by step through this process and it will not break the
bank.
Our method
starts with a Needs Assessment, followed by setting up your specific
scanning/imaging procedure, and completing the transformation by
implementing business process automation to dramatically reduce your
paper output.
We can set your company up with a
document scanning and management solution that costs you around
$2,500 one time.
Once we've gone through the Needs Assessment we’ll get you started
scanning and indexing your paper files into a simple yet powerful
document management system. You will be able to find your files
easily though search or just by going to your file share and opening
a folder.
Finally, we will set you up with an ongoing plan to meet any
necessary regulations you deal with and keep you moving in the
paperless direction. Your files will be safe, accurate, up-to-date,
easily accessible and fully backed up.
Complete, cost-effective, and simple.
AUTOMATE
Processes
Why Automate Document Management?
As
high-tech as the business world has become, your company probably
manages its electronic documents as if they were still paper.
It's time for your people to do their jobs and leave the "manual
labor" to the computers.
When you automate your document management, three great things will
happen:
Productivity increases.
Why? Because all of the time formerly
wasted on the manual aspects of managing documents is now recaptured
and put to better use.
Accountability increases.
You know - and can prove - that
processes are being followed, information is being protected, and
documents are being exposed to only the people who should see them.
Process errors are
eliminated. You always know who
changed what in a document. You have a detailed history of who
reviewed and approved documents - and when. You know exactly where
to find the latest version of a document and if anyone has yet to
approve it. No more version control issues.
FILE Integrity
Maintaining the Integrity of your Business Documents
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Set the file’s security settings as it flows
through the process (Access Control Lists are automated.)
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A mirrored copy of the file is stored off in a
hidden location. Should the file’s security barrio be breached
and the file removed or modified, it is replaced by the mirrored
copy automatically. No more digging through backup tapes!
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A log of all activity on the file is maintained
for auditing purposes.
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A copy of the file is made before it can be
edited. That copy replaces the original version only after the
specified process step is complete (e.g. all required users have
approved the change.)
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All tracking details that are required for a
file are verified before the file can be created.
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An approved template file can be used to
initially create the file. (No more cut-and-paste
embarrassments!)
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Users can’t simply delete a file out of the
system. They must perform an obsolete step that removes all the
components of that business document and places them into an
external directory. The reason for the removal is also required
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