The Emerging Need for Document Management
Document management is no longer an isolated category in the information technology market and is being viewed in the context of every other IT solution that is in place in order to maximize the business value of any company.

There is a definite need for fully functional solutions which must be very easy to install, use and maintain and with a flexible pricing policy.

Several industry studies demonstrate the need for better organized information, especially in the SMB market. Lack of information organization affects productivity and costs the company money.

Business statistics show the average office worker spends close to 40% of their time looking for information and takes approximately 70% of their knowledge when they leave the organization.

More statistics supporting the need for document management come from Coopers & Lybrand (Source: Imersion Technologies. Inc.):

1. 90% of corporate memory exists on paper.

2. 90% of all paper documents in the average office are merely shuffled and moved from place to place.

3. The average document is copied 19 times.

4. Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document.

5. 7.5% of all documents get lost while 3% of the remainder are misfiled.

6. Professionals up to 50% of their time looking for information, while they spend only 5-15% of their time reading the information they retrieved.

7. There are over 4 trillion paper documents in the U.S. alone, and that figure is growing at a rate of 22% per year.

Businesses that use a scanner for nothing more than digitizing documents are only solving half of the productivity equation. The functionality of a business scanner is incomplete without some type of information management system that will help the business harness the information employees scan and store.

To be cost-effective, yet still select a solution that meets their productivity and budgetary needs, SMBs should consider the following criteria when evaluating solutions:

• AFFORDABILITY. Solutions should be affordable based on the number of users, consultancy fees, customer service, and upgrades for that particular market. SMBs may also want to evaluate off-the-shelf software versus a possibly more expensive customized solution.

• Flexibility. Solutions should be able to be used by a variety of industries and departments. Small businesses should also seek out technology solutions that are horizontal and are not limited to one particular industry.

• Scalability. A solution should work for companies of all sizes, within many departments or in just one department within an organization.

• Configurable. The software should offer SMBs the flexibility to create functions based on processes unique to each business’ industry, office, and employees. It should also be easy to configure overall according to the size, needs, and requirements of each organization by individual users.

eMail Archiving with eDocXL

eDocXL™ v4.5 offers now a complete document management solution for your emails.

Now you can import and Full Text Index in eDocXL™ your emails from Outlook or any other MAPI compliant email software.

In addition you can define email import rules to indicate in which folder the emails should be stored according to their content or their header.

With this new feature eDocXL™ offers a Total document management solution for ALL documents.

Click here to download the related screen video demo.

Fields with User Definable Drop Down Lists in eDocXL™ PRO

The user can define custom fields with drop down lists with pre-defined values.

This feature is available only in eDocXL™ PRO with MS SQL database.

Click here to download the related Screen Video Demo.

Case Study : Accounts Payable with eDocXL

The accounts department of a small company receives several invoices from suppliers.

To process each payment request the accounts department employee must look for the paper copy of the invoice, check if everything is ok and then give the final approval for payment.

For this manual process the employee spends at least 5 minutes per invoice.

For about 12 payments per day, per day the employee spends at least 60 minutes.

So there is a need of a document archiving solution so that the users can search and retrieve immediately the invoices based on the invoice number.

Download the screen video demo to see how this solution can be very easily deployed with eDocXL.

eDocCapture™
Plug & Play Document Capture


eDocCapture™ is a complete
yet easy to use document
capture application.

It accelerates business processes
by scanning paper documents,
converting them into accurate,
retrievable information, and
delivering it into any database
and business application.

It scans any type of paper
documents and extracts any type
of information including barcodes
and hand written text.

Click here to download the eDocCapture datasheet.

Click here to download the eDocCapture screen video demo.


Fujitsu ScanSnap
with eDocXL™

Now you can scan directly into
eDocXL™ by pressing the button
on the Fujitsu ScanSnap scanners.

Click here to download the related Screen Video Demo.