Who says you can't have all your eggs in one basket?
Cloud vs Installed
A Cloud-based document management system implies information will be stored on a server located in a data centre ... somewhere. This usually means you don't have to worry about it and that somebody else will be managing it's "up-time" and the backup of the data. You can then set the security so that your documents can be viewed on any computer with the right credentials, anywhere in the world including of course, your own office!
An installed or "on-premise" system means the software will be installed on your own hardware, new or existing, and will be yours to manage. This comes with the advantages of you managing its security and availability, and you will have more control over the speed at which it works.
What's Best?
This really depends on what suits you best. If you have an established IT Department and server infrastructure the control you have with an on-premise solution may suit you better. If, on the other hand, you are moving away from lots of servers and are looking for providers like Click2Scan to manage your solutions and applications for you, a cloud based solution will suit you well.
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There has never been a better time to centralise your key information and reduce the amount of paper you store.
Document management is a broad term but for us and many of our clients means getting paper off the desks and getting all of your "document" information into one central system that can be easily searched. So, when you next need to find a two year old invoice or contract it will be in front of you within seconds rather than hours or worse, days.
The systems we recommend allow for easy scanning, flexible expansion and affordability as you only pay for the licenses and modules you need now. Here are just some of the types of organisations we have helped in the last 12 months:
► Commercial Vehicle Dealers - Automatically scanning and archiving service records. Saves on off-site storage and protects against warranty claim rejections due to inconsistent paperwork.
► City Councils - Digitising 3000 property files and making them available to a field-based team to allow for the closure of a local housing office.
► Specialist Insurance Companies - Centralising policy files from a company acquisition and making them available across sites and teams.
► Apprentice Training Companies - Solution to scan trainee records, including certifications, to free up valuable office space and to remove a container full of files outside in the car park.
► Large Charities - Intelligent reading of questionnaires and electronic storage of records for compliance purposes.
Document Management in Action
Essential Trading is a workers' co-operative based in Bristol that distributes organic food and produce around the south-west to independent shops and even Glastonbury festival. It's quite an experience walking around the warehouse taking in the smells and the sounds of such a wholesome yet vibrant business with fantastic green and social credentials.
Essential needed to improve its accounts payable and to handle more efficiently the huge amounts of invoices they receive each week. Click2Scan consulted over a number of months and proposed a solution that would allow all invoices to be centralised into one versatile document management system.
We introduced barcode labelling of the supplier invoices as they were keyed new or updated in Sage Line 50. We then deployed desktop scanners so paperwork could be scanned easily with automatic indexing and classification.
Essential have adjusted well to the change and are now looking to take more departments paper-less such as logistics with their proof of deliveries (PODs), HR and health and safety.
One easy to use document management system is now saving time and freeing up valuable office space from the cumbersome storage of paper.