Digitization

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Digitization

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Digitization

  1. 2. <ul><li>Is your Enterprise </li></ul><ul><li>Print Intelligent? </li></ul>
  2. 3. <ul><li>Do you know how much paper your Organization is generating ? </li></ul>
  3. 4. <ul><li>Do you know how much is your Annual cost to Store, Manage & Retrieve your records? </li></ul>
  4. 5. <ul><li>Did you know that as per Statutory requirements, certain records need to be maintained for 16 Years!! </li></ul>
  5. 6. <ul><li>How much time does it take to retrieve a document which is 5 years old in your organization? </li></ul>
  6. 7. Enterprises : Typical Scenario <ul><ul><li>Multiple offices – multiple geographic locations </li></ul></ul><ul><ul><li>Documents are either stored at respective offices or sent to a central office at the end of each month </li></ul></ul><ul><ul><li>Documents are usually filed in a traditional manner </li></ul></ul><ul><ul><li>Files are retained for a year after the end of a financial year and then sent to a warehouse for storage. </li></ul></ul><ul><ul><li>If documents stored at a warehouse are required for any reason, someone visits the warehouse and retrieves the document. </li></ul></ul><ul><ul><li>The retrieval process may take anywhere between few hours to few days depending on how efficiently and orderly the files have been stored. </li></ul></ul><ul><ul><li>Documents run the risk of getting damaged (White ants, water damage, fading) or torn. </li></ul></ul><ul><ul><li>Warehousing costs are very high particularly in major cities. </li></ul></ul><ul><ul><li>If documents are stored de-centrally, then the issue gets compounded. </li></ul></ul>
  7. 8. WHAT IF? <ul><ul><li>What would it mean for your business if you could: </li></ul></ul><ul><ul><li>You can reduce your Record storage costs by 75% ? </li></ul></ul><ul><ul><li>Retrieve any record within minutes rather than hours or days? </li></ul></ul><ul><ul><li>Allow users in multiple locations to search for records remotely? </li></ul></ul><ul><ul><li>Reduce your Print costs by 50% by Printing just a single copy rather than multiple copies? </li></ul></ul><ul><ul><li>Ensure that documents do not fade with time? </li></ul></ul><ul><ul><li>Ensure that documents are not damaged or become illegible? </li></ul></ul><ul><ul><li>Search the entire database of documents to “zero in” on the correct record within minutes? </li></ul></ul><ul><ul><li>Search within a Printed document for relevant information ? </li></ul></ul><ul><ul><li>Centralize record storage but de-centralize search and retrieval of records? </li></ul></ul><ul><ul><li>Control access to the documents by assigning user rights? </li></ul></ul>
  8. 9. <ul><li>You Can! </li></ul><ul><li>With </li></ul><ul><li>iDocs </li></ul><ul><li>Document Management System (DMS) </li></ul>
  9. 10. <ul><li>Document imaging refers to the conversion of paper documents into </li></ul><ul><li>electronic images on your computer. Document imaging has become </li></ul><ul><li>immensely popular as it offers many benefits to organizations like: </li></ul><ul><li>  Prevents lost records </li></ul><ul><li>Saves storage space </li></ul><ul><li>Manages records easily </li></ul><ul><li>Finds documents quickly </li></ul><ul><li>Makes images centrally available </li></ul><ul><li>Eliminates need for file cabinets </li></ul>What is Document Management?
  10. 11. <ul><li>Capture:   This refers to capture of documents, both paper and electronic based. Paper documents are scanned in and typically a document management system offers various features like multipage creation etc for this process. Electronic documents are imported into the system. </li></ul><ul><li>Storage:   Document Management Systems should provide safe and reliable storage for documents. A good storage system will accommodate changing documents, growing volumes and advancing technology. </li></ul><ul><li>Indexing:   Documents are indexed for easy retrieval. Indexing can be full-text (wherein documents can be retrieved by any word/phrase within them) or few fields or keywords which are manually entered. </li></ul><ul><li>Retrieval:   This allows for retrieval of the documents using the index information or the hierarchical classification. Also convenient viewing of the retrieved documents should be provided. </li></ul><ul><li>Access:   The system should provide authorized access to documents and maintain an audit trail. </li></ul>Key elements of Document Management?
  11. 12. <ul><li>iDocs is a suite of powerful electronic Document Management System products with rich features for archiving, managing, indexing and retrieving documents. </li></ul><ul><li>The iDocs Suite comprises of products/tools for digitization, scanning, Optical Character Recognition (OCR), Image Conversions, electronic workflow management, document archival and search, Email Data management etc.. </li></ul><ul><li>These are available as Stand-Alone products as well as tools integrable with industry's leading solutions like Domino.Doc, Lotus Notes etc. Built with robust, scalable architecture, iDocs comes in versions that can be deployed over LAN, WAN or Internet in large Enterprises. These Products also empower individuals and organizations by acting as powerful knowledge management tools. </li></ul>
  12. 13. <ul><li>Create Central Repository </li></ul><ul><li>Quicker Access to Documents </li></ul><ul><li>Browser Based Access to Search & Retrieval </li></ul><ul><li>Comprehensive Security </li></ul><ul><li>Improves efficiency and productivity </li></ul><ul><li>Folder hierarchy creation </li></ul><ul><li>Version control to ensure integrity and history </li></ul><ul><li>Indexing </li></ul><ul><li>Content and Meta data search options for document retrieval </li></ul><ul><li>Web enabled application </li></ul><ul><li>User-friendly and user intuitive interface </li></ul><ul><li>Back-up & Restore mechanism </li></ul><ul><li>Audit trails </li></ul><ul><li>System of alerts for document upload, changes </li></ul><ul><li>Generate elaborate reports </li></ul>iDocs : Advantages
  13. 14. <ul><li>To get a quotation for a Customized </li></ul><ul><li>Document Management Solution </li></ul><ul><li>Call us today! </li></ul><ul><li>Cartridge Junction (India) Pvt. Ltd </li></ul><ul><li>Phone: +91 22 67109705 </li></ul><ul><li>Mobile : 09820084423 </li></ul><ul><li>Fax: + 91 22 67109723 </li></ul><ul><li>Email: [email_address] </li></ul><ul><li>www.cartridgejunction.com </li></ul>

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