Sale – when it’s gone, it’s gone!

Brother ADS-2100e (Ex-Demo)

We have a match of showroom ex-demo Brother ADS-2011e scanners, they have been used for demonstration purposes and have been subjected to a very light load. All units still have manufacturer’s warranty which expires June 2018 and have been inspected by our own scanner engineers.

Features:

• Up to 24ppm/48ipm 2-sided scan
• 50 sheet ADF
• Direct Scan to PC and USB
• Scan-to email, Image, Printer, File, SharePoint, OCR
• TWAIN, WIA, ICA, SANE drivers

This high-speed desktop scanner is perfect for daily business scanning requirements with 2-sided scanning for added efficiency the ADS-2100e cuts time spent on repetitive tasks and with a 50 sheet automatic document feeder, large tasks can be left to complete unattended. A range of scan-to options, including email, printer and direct to USB, offer versatile opportunities for storing your documents in the most convenient way, whatever your requirements. Not only does the device scan at high speed but also boasts intuitive menus that ensures that the relevant scanning features and settings can be found at the touch of a button.

Specifications:

Click here to view and/or purchase the Brother ADS-2100e (ex-demo)

Canon DR-C240 (New)

The ImageFORMULA DR-C240 is an ultra-compact and powerful desktop scanner featuring a robust design and reliable paper handling for capturing multiple document sizes and formats, including passports.

Features:

• Boost productivity with fast 2-side scanning at up to 90ipm
• Easily scan various types of documents including passports with one compact device
• Enjoy peace of mind with supreme paper-handling reliability and durable construction
• Enhance your environment with quiet operation, compact build and elegant design

The Canon imageFORMULA DR-C240’s premium build quality and production-focused features are a breakthrough in this value segment. Offering rapid scanning at up to 45ppm/90ipm, the imageFORMULA DR-C240 is the natural all-round choice for office departments and workgroups. Its quiet operation – and compact, attractive desktop design – make a great impression in front offices and customer service points, for example in bank, hotels, hospitals and government offices

Specification:

Click here, to view and/or purchase the Canon DR-C240.

Canon Scanfront 22p (new)

Scan, store and share your documents easily with our new network document scanner, ScanFront 220/220P. It connects directly to your network, so there has never been an easier way to work together as a team.

Features:

• Compact, desktop network scanning
• Quick and reliable
• 6” colour touch screen for simple operation
• Instant network access – no additional hardware or software
• Easy configuration
• Robust security – including Fingerprint Authentication

The large colour touch screen on the ScanFront 220 and ScanFront 220P network document scanners makes it easy for everyone to scan to email, ftp, folders and USB. Scanning and sharing information with your colleagues couldn’t be simpler. Canon’s new ScanFront 220/220P colour network document scanners redefine ease-of-operation thanks to a huge colour touch screen and instant network access – without additional hardware or software.

Specification:

Click here, to view and/or purchase the Canon Scantfront 22p.

Kodak i1190 (Ex-Demo)

The Kodak i1190 scanner is a dedicated desktop transaction processing tool for business. It is compact, fast, and quiet with an easy-to-use interface and ample intelligence

Features:

• Perfect Page image processing is installed on the PC.
• With Kodak Alaris’ Smart Touch technology you can perform up to nine different scanning tasks with the push of a button — including creating PDFs, attaching documents to e-mails, or sending scanned files to Cloud services.
• Deliver scanned data to applications automatically with built-in barcode reading.
• Intelligent Document Protection listens for problems and alerts you before they become jams or misfeeds.

The Kodak i1190 is an intelligent, connected and very versatile scanner. It is compact, fast and quiet with easy-to-use interfaces and ample intelligence. Kodak i1190 scanners capture and distribute data with minimal user interactions to free up your work life. Integrating seamlessly into a wide range of environments. Works with Windows, Mac and Linux operating systems. TWAIN, ISIS and Linux driver compatibility with business applications.

Specification:

Click here, to view and/or purchase the Kodak i1190.

Plustek eScan A150 (Ex-Demo)

Features:

• Standalone Network ADF Scanner
• Simplicity of a FAX machine
• WiFi and Ethernet enabled
• Requires no installation
• No PC required

eScan works as easy as an appliance. End users can just plug the network cable and turn it on to start. There is no need for IT staff setup and training. Just respond to the three easy intuitive steps on our large seven

inch LCD screen and you are on your way. A Big eScan button is always waiting for your touch. If you have other requirements simply change the scan setting. eScan allows you to validate the scanned images in the thumbnail mode. It also allows you to review each individual page in full page mode to crop, rotate, or even redact the page. If you are happy with the scanned thumbnail image, you are ready to deliver! Loaded with 9 destinations to choose from: USB drive, network folder, mobile, eMail address, or variety of cloud (Dropbox, Google Drive, Evernote, Box, SharePoint or FTP). Once a destination is selected just enter your credentials. From time to time you may want to send the same document to different destinations. The eScan allows you to send the same scanned document over and over again.

Specification:

Click here, to view and/or purchase the Plustek eScan A150.

Plustek PS506U (Ex-Demo)

Features:

• Auto Threshold
• Auto Rotate
• Auto Crop and Deskew
• Auto Mode
• Multi-Image Output
• Colour Drop out
• Blank Page Removal

The SmartOffice PS506U features one of the most advanced document feeding and separation system in the industry. This system allows the SmartOffice PS506U to scan mixed batches of varying paper sizes and weights. Able to handle everything from business cards to rigid ID cards and documents, the SmartOffice PS506U easily scans both sides of one sheet in just one pass. The automatic document feeder (ADF) is also robust enough to feed up to three hard cards continuously or an embossed card up to 1.2 mm in thickness.

Specification:

Click here, to view and/or purchase the Plustek PS506U.

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

Security reasons for implementing a document management system

With data breach on the rise and organisations at risk of natural disasters, security and data backup are becoming increasingly important. Even with the necessity of data protection, some organisations still do not implement the appropriate security measures needed. Read more below to find out the security reasons for implementing a document management system.

Email:

When it comes to the transfer of sensitive documents, specifically through email, it can be a huge security risk for any business. Even though it is a useful business tool, email is a weak point for organisations, as emails in transit can be an easier point of entry for hackers and interceptors. It also allows for human error, as employees could send sensitive information to the wrong person. With the use of a document management system (DMS), it greatly reduces the need to transfer documents through email, as DMS allow the users to share and view from their system itself.

Digital archiving:

If an employee is unsure about when a document should be deleted to uphold legal compliance, or know it’s an important document which will be useful, the digital archive feature will help store these key files without consuming a large about of space. Digital archiving, prevents document damage and allows offices to stay decluttered, as there is no need for paper documents as all the information will be on the document management system.

Collaboration:

Working collaboratively on documents with other employees, whether internally or externally is important in most organisations. However, it is not easy keeping up to date with an influx of documents. It can also be difficult when documents are stored in filing cabinets, allowing only one employee to use a document at a time. Document management systems enable the authoring, reviewing and approval of documents by giving users viability of where documents currently are. This is a useful security feature when it comes to the reputation of your organisation, as it can prevent misidentified, incomplete, inaccurate and unapproved documents from reaching your customers.

Backup:

Document management systems prevent the loss of data within the system often by moving documents to both primary and backup storage folders that are never kept within the database. Much like the conventional back up process of saving duplicate documents in separate locations, DMS’s do this automatically, again removing the risk of human error. Automatic backup ensures retention of an organisations database structure and files on a regular basis; it is a high-level data destruction-resistant feature, especially for those operating in natural disaster-prone areas.

Access Permissions:

Document management systems allow admins to set up system permissions calibrated down to an individual document level, meaning only authorised users has access to file and documents. This prevents sensitive data from getting into the wrong hands and significantly reduces the risk of data breaches.

Version Control:

Allowing one user to edit a document at any time, a document management system (DMS) will prevent important document changes from being lost and duplications being made. A DMS will leave a full audit trail on all files, documenting exactly who has edited these and what changes have been made, whilst simultaneously keeping a fully accessible log of all previous versions.

Below is one document management system we offer.

FileDirector: 

FileDirector is the future for the administration, and distribution of information, because it decreases considerably the time taken to manage and access all of the information within an organisation, allowing you to become more efficient and productive, whilst reducing costs. The definitive in Enterprise Document Management.

Security in any document management solution is vital, therefore FileDirector lets you have complete control over document access, activity auditing, revision control, retention control, and automatic storage of documents and emails.

Capturing information is easy in FileDirector. With support for thousands of scanning and digital input devices, and with predefined Scan Profiles, scanning has never been simpler. FileDirector’s Microsoft Office Integration takes just a click of the mouse to capture documents, spreadsheets and emails.

Classifying documents can be done manually, or taken from the documents themselves by zoned OCR, full text OCR or barcode reading. Index data can be imported from other databases or files, or values can be automatically applied when importing or capturing documents.

Features:

• Built-in control of ISIS & Twain scanners
• Windows client or web browser access
• Integration with the windows desktop & MS office apps
• Audit train, version control, and document control, and document history
• “print” documents in from any application like sage
• Create custom document exception reports

Retrieving documents is a simple task. Type in what you are looking for into the index fields and you’ll get a list of documents back, which you can then view. Or use the full text search option to find documents that contain the word or phrase you want to look for. Viewing documents cannot be more straightforward. Just double-click on the document record and it will be opened. FileDirector supports over 200 different file formats. You can easily page through, view thumbnails of it, and look at any previous versions of it, if it has been revised. You can also open and look at several documents at once.

Process management allows you to send documents to users via a set of predefined steps, where each user or users must perform specific tasks, such as commenting or approving a document. An ideal tool for applications such as invoice processing.

FileDirector supports up to 128 servers working in unison and can cater for thousands of users, whether in the same office, town, country, or spread worldwide. It’s unlikely you will outgrow FileDirector. Storage is not a problem with FileDirector. Working with Microsoft SQL or Oracle, it supports multiple document storage schemes, and can easily handle millions of records and documents.

Benefits:

• Centralise important business information
• Secure your documents and share only with approved users
• Capture information from scanned documents
• Create custom approval workflows
• Make documents accessible to customers
• Easy storage
• Automatic audit trail
• Time savings
• Accessibility and security
• Improved customer service

Please call us on 01785 785 650 to chat to one of our experts.

Kodak i3200

The Kodak i3200 Scanner is purpose-built to deliver consistent throughput for your office. This A3 rotary scanner can take on virtually any challenge while taking up less space on your desk – making it the perfect fit for any business that doesn’t have a second to waste.

Features:

• Save space with a robust paper transport and heavy-duty features in a compact, desktop-friendly design.
• Get reliable throughput in colour or black and white, at 200 or 300 dpi.
• Intelligent Document Protection listens for problems and alerts you before they become jams or misfeeds.
• Cardboard, file folders, and extra-long documents fly through the scanner’s straight-through paper path.

The Kodak i3200 is purpose built to deliver consistent throughput and minimise downtime for your office. They’re loaded with impressive imaging functionality for onboarding batches of information, and Intelligent Document Protection to defend against damaged documents and lost data. Two models feature an ingenious book-edge flatbed scanner – built right in. The A3 rotary scanner can take on virtually any challenge while taking up less space on your desk – making them the perfect fit for any business that doesn’t have a second to waste.

Mission accomplished:

Work efficiently and interruption-free with a design and features that anticipate workflow issues and power past them.

• Get reliable throughput in colour or black and white, at 200 or 300 dpi, on images, text, and mixed-size documents.
• Stack up the work – with a 250-sheet feeder/elevator you can neatly and efficiently scan document batches with ease. Our design ensures continuous throughput with rapid-fire scanning.
• Prevent document damage, safeguard data, and spend less time on rescanning with Intelligent Document Protection (IDP) – it listens for problems and alerts you before they become jams or misfeeds.
• Handle a wide range of exception documents with ease with an integrated book-edge A4 flatbed (on Kodak i3250 and i3450 Scanners) – ideal for book pages, passports, folders, and fragile documents.
• Thick materials such as cardboard and file folders, and extra-long documents, fly through the scanner thanks to the straight-through paper path.

Intelligent, integrated, and ready when you are:

Save time and effort, and get exceptional value, with scanners that think and work like you do

• Perfect Page technology optimises image quality and intelligently manages a host of image processing tasks. It all happens automatically, with every scan. Sharper images make additional processing functions, such as optical character recognition (OCR), more accurate.
• Save time by using Smart Touch technology to perform multi-step scanning processes with the press of a button.
• Built-in barcode reading delivers data to applications.
• Easily integrate your scanner with all TWAIN, ISIS, and Linux based scanning applications so managing data is as easy as scanning documents.
• Works in Windows, Mac, and Linux environments.

Built for ease, productivity, and longevity:

Make no mistake, these scanners are made to last.

• Shorten the learning curve with devices designed to impress your most experienced employees and intuitively make life easier for workers just getting started.
• Save space with engineering that delivers robust paper transport and heavy-duty features in a compact, desktop-friendly design.
• Get the best possible performance from your scanners and software with a full range of Service and Support contracts available to protect your investment and keep productivity at peak levels.
• If you ever need help in a hurry, count on our world-class Service and Support.

Specification:

Click here, to find out more in greater detail!

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

The services we offer

Scanner Hire:

Many organisations when implementing a new document management system, moving premises or simply trying to catch up with their scanning backlog require extra capacity for a short or long period of time. Scanner Superstore can provide scanner hire for a wide range of scanners.

Each of our scanner hires come with different features and speeds, they are also suitable for different sizes and types of documents. If you are looking to rent a scanner but unsure which scanner is best for you, please call us on 01785 785 655 or speak to one of our live chat experts and we will advise you on which scanner rental is best for you.

We provide a complete service including delivery, set-up, on site instruction and a complete service and maintenance program provided by our own team of fully trained engineers.

Whether you are looking to hire a scanner for just a few weeks or longer, we aim to be flexible and are happy to configure the rental agreement to your needs.

We are partners with all the major scanner manufactures and are able to source a wide range of models to suit your needs. If you know the model of scanner you are looking to rent please search on our site and contact us to discuss a rental agreement.

If you see any scanner on Scanner Superstore that you like, please contact us for more information on renting.

Here are some of our most popular rentals:

Epson DS-510: 

Scanning speed: 26 pages per min

Max. paper size: A4

Colour mode: Colour, greyscale, black and white

Scanning side: Duplex (both sides)

Duplex speed: 52 images per minute

Feeder capacity: 50 sheets

Interface: USB

Flatbed: No

Drivers: TWAIN, ISIS

Compatibility: Mac OS, Windows 10, Windows 8, Windows 7, Windows Vista, Windows XP

Canon DR-G1100:  

Scanning speed: 100 pages per min (200 images per min)

Max. paper size: A3

Colour mode: Colour, greyscale, black and white

Scanning side: Duplex (both sides)

Feeder capacity: 500 sheets

Interface: USB

Flatbed: Optional

Drivers: TWAIN, ISIS

Compatibility: Windows 10, Windows 8, Windows 7, Windows Vista, Windows XP

Epson Workforce DS-70000N: 

Scanning speed: 70 pages per min (140 images per min)

Max. paper size: A3

Colour mode: Colour, greyscale, black and white

Scanning side: Duplex (both sides)

Feeder capacity: 200 sheets

Interface: Network, USB

Flatbed: Yes

Drivers: TWAIN, ISIS

Compatibility: Mac OS, Windows 10, Windows 8, Windows 7, Windows Vista, Windows XP

Canon DR-M1060: 

Scanning speed: 60 pages per min (120 images per min)

Max. paper size: A3

Colour mode: Colour, greyscale, black and white

Scanning side: Duplex (both sides)

Feeder capacity: 60 sheets

Interface: USB

Flatbed: No

Drivers: TWAIN, ISIS

Compatibility: Windows 8, Windows 7, Windows Vista, Windows XP

Canon DR-7580: 

Scanning speed: 75 pages per min

Max. paper size: A3

Colour mode: Greyscale, black and white

Scanning side: Duplex (both sides)

Feeder capacity: 500 sheets

Interface: USB, SCSI

Flatbed: No

Drivers: TWAIN, ISIS

Compatibility: Windows 7, Windows Vista, Windows XP

Brother PDS-5000: 

Scanning speed: 60 pages per min (120 images per min)

Max. paper size: A4

Colour mode: Colour, greyscale, black and white

Scanning side: Duplex (both sides)

Feeder capacity: 100 sheets

Interface: USB 3.0

Flatbed: No

Drivers: TWAIN, ISIS

Compatibility: Mac OS, Windows 10, Windows 8, Windows 7, Windows Vista, Windows XP, Linux

Canofile Conversion:

Do you still have important data stored on Canofile magnetic optical disk?

Canofile is no longer supported by Canon and is an outdated method of storing your valuable information. With every passing year the difficulty of restoring your Canofile data grows to the point of complete obsolescence.

Some data formats and media types stand the test of time, but many do not. As with 3½” and 5¼” floppy disks, the useful life has long since ended for the Canofile format. Organisations that require ongoing access to images stored in Canofile formats are probably already facing daily frustrations in doing so, and the situation is destined only to get worse.

We specialise in the quality conversion of Canofile 250/510 Disks to TIFF/PDF formats which can easily be imported into document management systems for network availability, with quick turnaround times and security and confidentiality of your data guaranteed.

Our customers include many FTSE 100 companies, local and central government departments.

Document Scanning Service:

Scanner Superstore offers a professional scanning service to organisations of all sized throughout the UK. Our team take care of every detail from collection of your documents, removal of paper clips and staples, indexing each file to your specification, thus creating a digital record for you in an industry standard.

We can scan documents of every type, colour and size from a postage stamp to AO drawings, single or double sided, colour or black and white and even microfilm and microfiche.

At Scanner Superstore we take security and quality control very seriously and have systems in place to ensure we maintain the highest quality standards. Our customers include constabularies, local councils, NHS, Transport and many more.

Additionally we employ our own vetted scanning staff and shredding of your documents can be organised on site to keep sensitive information secure.

We can deliver your scanned files to you in a variety of formats on either CD, DVD or USB stick. Given access, we can even upload them directly to your network or we can upload them to the cloud. We offer a range of software to make retrieval simple and secure using key word search.

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

Epson Workforce DS-1660W

Combining a flatbed scanner with the convenience of a 50-page ADF makes it possible to scan a wide range of challenging documents, including books, bound documents, passports and delicate items while quickly and simply scanning stacks of office documents. Its small footprint makes it easy to position in front office and customer-facing environments, as well as back office workgroups.

Features:

• Smallest footprint in its class: making it easy to position in both front or back-office environments
• Scan a wide range of documents: including books, bound documents, passports and delicate items
• Intelligent colour and image adjustments: auto crop, skew correction, blank and background removal
• One of the fastest in its class: 25ppm scan speed
• USB 3.0 connectivity: no slow, even when scanning at 300dpi high resolution

Intelligent features:

Smart colour and image adjustments, including auto crop, skew correction, blank page and background removal, with Epson’s Image Processing Technology. With long document mode it’s possible scan over three metres (3048mm) of paper single sided.

Flexible placement:

The Wi-Fi and Wi-Fi Direct connectivity on the DS-1660W provide extra convenience to organisations wanting to deploy a dedicated scanning solution that can be accessed easily by many people. With NFC enabled, use the Epson Scan App to take control with your mobile device – then edit and improve digital images before saving and sharing.

Boost your office efficiency:

One of the fastest scanners in its class with a 25ppm scan speed. USB 3.0 connectivity means there is no slow down, even when scanning at 300dpi high resolution. Scan both sides of a page with double-sided scanning capability for greater convenience. Create up to 30 jobs with the optional network panel and scan directly to server locations, cloud services and Microsoft SharePoint. Included Epson software enables dual image output; scan once and send to two different destinations. The Epson Workforce DS-1630 also encourages easy, one-touch scanning to folders, email, online storage accounts and more.

Specification:

Click here, to view the Epson Workforce DS-1660W in greater detail!

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

Document Management Systems we offer!

What is a document management system?

A document management system is the use of a computer system and software to store, manage and track electronic images of paper based information captured through the use of a document scanner. It is how your organisation stores, manages and tracks its electronic documents. Document management is the software that control and organises documents throughout an organisation. It incorporates documents and content capture, workflow and document repositories, COLD/ERM, and output systems, and information retrieval systems. Also the processes used to track, store and control documents.

Document management is one of the precursor technologies to content management. It provides some of the most basic functionality to content management, imposing controls and management capabilities. Some key features in a document management system:

• Check in/check out and locking, to coordinate the simultaneous editing of a document so one persons changes don’t overwrite another’s
• Version control, so tabs can be kept on how the current document came to be, and how it differs from the versions that came before
• Roll-back, to ‘activate’ a prior version in case of an error or premature release
• Audit trail, to permit the reconstruction of who did what to a document during the course of its life in the system
• Annotation and stamps
• Storage location
• Security and access control

We offer a variety of document management systems. These include:

• FileDirector
• FileDirectorCloud
• ScanFile
• Dokmee

FileDirector:

FileDirector is the future for the administration, and distribution of information, because it decreases considerably the time taken to manage and access all of the information within an organisation, allowing you to become more efficient and productive, whilst reducing costs. The definitive in Enterprise Document Management.

Security in any document management solution is vital, therefore FileDirector lets you have complete control over document access, activity auditing, revision control, retention control, and automatic storage of documents and emails.

Capturing information is easy in FileDirector. With support for thousands of scanning and digital input devices, and with predefined Scan Profiles, scanning has never been simpler. FileDirector’s Microsoft Office Integration takes just a click of the mouse to capture documents, spreadsheets and emails.

Classifying documents can be done manually, or taken from the documents themselves by zoned OCR, full text OCR or barcode reading. Index data can be imported from other databases or files, or values can be automatically applied when importing or capturing documents.

Features:

• Built-in control of ISIS & Twain scanners
• Windows client or web browser access
• Integration with the windows desktop & MS office apps
• Audit train, version control, and document control, and document history
• “print” documents in from any application like sage
• Create custom document exception reports

Retrieving documents is a simple task. Type in what you are looking for into the index fields and you’ll get a list of documents back, which you can then view. Or use the full text search option to find documents that contain the word or phrase you want to look for. Viewing documents cannot be more straightforward. Just double-click on the document record and it will be opened. FileDirector supports over 200 different file formats. You can easily page through, view thumbnails of it, and look at any previous versions of it, if it has been revised. You can also open and look at several documents at once.

Process management allows you to send documents to users via a set of predefined steps, where each user or users must perform specific tasks, such as commenting or approving a document. An ideal tool for applications such as invoice processing.

FileDirector supports up to 128 servers working in unison and can cater for thousands of users, whether in the same office, town, country, or spread worldwide. It’s unlikely you will outgrow FileDirector. Storage is not a problem with FileDirector. Working with Microsoft SQL or Oracle, it supports multiple document storage schemes, and can easily handle millions of records and documents.

Benefits:

• Centralise important business information
• Secure your documents and share only with approved users
• Capture information from scanned documents
• Create custom approval workflows
• Make documents accessible to customers
• Easy storage
• Automatic audit trail
• Time savings
• Accessibility and security
• improved customer service

FileDirector Cloud:

FileDirector Cloud offers a powerful, cost effective and easy to use document storage solution for enterprise clients, small business or workgroups where there are business critical processes; such as invoices, POD’s and general documentation. Unlike traditional software which is conventionally sold as a perpetual license with an up-front cost (and an optional ongoing support free), FileDirector Cloud is an offsite service which means your business does not have to worry about the upkeep of servers or systems.

Features: 

• Scalable
• Full text-OCR
• Business process management
• Licences are concurrent or named licences. The minimum purchase is one scan license. This is required to enable the cabinet to be configured
• Each installation comes with 10GB of document storage included. Additional document storage can be purchases in 10 GB units
• Each installation will have their own internal domain, and will have a cabinet created for them to which one account will have administrative permissions.
• Zonal OCR and Business Process Management will be available

FileDirector Cloud helps to reduce IT operational costs by the outsourcing and maintenance of hardware and software whilst still providing you with the software you need. This will allow your business to reduce costs and be more efficient. Another advantage is that all updates to FileDirector Cloud can be easily done through remote maintenance further decreasing your costs as you do not need onsite maintenance. Upgrades to the server are easily done and can be processes almost instantly if your business is expanding or need storage space.

Benefits:

• Maximum benefit, minimum effort
• Security, out of the box
• Reliable Microsoft Azure Platform

Use FileDirector Cloud for all of your off premise document management needs. The FileDirector installation is fully featured and allows the user to benefit from all of the modules, including Full Text OCR and Business Process Management. FileDirector Cloud solution makes budgeting for your system costs straight forward, simple and without an overhead for the purchase and maintenance of a server and associated hardware and software.

ScanFile:

ScanFile is a fresh new look at document management. Bringing together a host of new features to one of the most popular and easy to use document management solutions available. ScanFile offers a flexible and easy to use platform for the storage, referencing and retrieval of your organisations documents.

ScanFile supports a vast range of black and white and colour document scanners, and includes several features to make the storage of electronic format documents, such as word processing and spreadsheet format files a straightforward task, including integration with Microsoft Office applications.

ScanFile has a host of standard features that allow you to design and create document storage folders, and then to scan, send and import documents to them. Search and document viewing tools are comprehensive, but easy to use and you can control who accesses them. ScanFile has been designed to be modular, so that you only have to purchase the features you require, with those features then integrating seamlessly into the core application.

• Activity report
• Intuitive security concept
• Full text and zonal OCR
• Barcode and form recognition
• MS Office integration
• Document Viewer

ScanFile peps up one the most popular and easy-to-use document management solutions with a raft of new functions. ScanFile is a flexible and robust platform for archiving, indexing and searching your documents. Supporting practically all commercially available black and white and colour scanners by providing a TWAIN interface. There are wide-ranging functions for handling electronic documents such as Word or Excel files. Moreover, thanks to its Microsoft Office integration, you can initiate this directly from ScanFile. A clever feature is that ScanFile was developed as a modular product, so you only need to purchase the modules you will actually use. But this modular design involves no sacrifice in terms of ergonomics: you can perform all tasks from the same application.

ScanFile is your solution for scanning and displaying documents. All functions are integrated into a single application. After just a few minutes, you will be familiar with the basic functions in ScanFile. Even setting up document archives can be done in no time at all. You can create as many archives as you need, and have these stored on various storage locations (workstations or network drives). ScanFile can display a wide range of different file types, including the most familiar formats such as TIFF, JPG, PDF and Microsoft Office files. It also offers navigation aids, so that you can quickly scroll through documents and enlarge or reorient documents at the click of a mouse.

Features:

• Integration in Microsoft Office
• Works with TWAIN-compatible scanners
• Numerous options for document display
• Compatible with a wide range of document formats
• Document revisions mastered
• Fully-ergonomic user interface

ScanFile offers you a range of search functions and display tools which are easy to access and easy to use. Microsoft Office integration and handling document revisions are provided even in using the basic version of ScanFile. Access to each function or option can be granted or denied on an individual basis for each user of ScanFile or WebServer, or for each group.

Using the comprehensive display tools, you can arrange document display to suit your requirements: the user-configurable display window allows documents to be displayed in a reduced, enlarged or rotated format/way. In addition to rapid scrolling from page to page or document to document, ScanFile also offers a thumbnails view of al pages in a document. One particularly smart feature is that the combination of ScanFile Wallet and the free Wallet Viewer allows users to view documents archived in ScanFile, even if they have no access to the archive or ScanFile.

Dokmee:

Dokmee is a secure, easy to use document management system designed for a variety of purposes including document capture and storage, search and retrieval, and file sharing. Dokmee adapts to any business model by maximising accessibility and functionality in repositories of all sizes, while increasing collaboration and communication between users. With a very user friendly interface available in 19 languages, Dokmee is the smart and flexible choice.

Features:

• Ease of use meets functionality
• Enjoy connecting with Mac, PC, smartphones, and tablets
• Successfully share files from one centralised location
• Peace of mind that your files are secure
• Access your files on the go

Dokmee Desktop:

Dokmee Desktop is a standalone document management solution designed for the small office or home office user. This fully functional system allows for storing and retrieving of electronic files and much more with a strong Microsoft SQL back-end included for free. Priced aggressively for the single user, Dokmee Desktop is an excellent alternative to storing your information in folders on your PC.

Dokmee Professional:

Dokmee Professional is a networkable document management solution designed for the small to medium size business with multiple users who need access to a centralised file repository. With a concurrent user license system and a browser based access portal, this fully functional system allows for storing and retrieving of electronic files and much with a Microsoft SQL back-end.

Dokmee Enterprise:

Dokmee Enterprise incorporates all of the award-winning features of Dokmee Professional plus the added benefits of business process optimisation tools such as folder and file level user restrictions, version control, Active Directory integration, and much more.

Read Only:

Add the Dokmee Read Portal onto any Dokmee Professional or Dokmee Enterprise system to give access to a large number of users without the higher price tag of the full licenses.

Integration:

With an included SDK as well as several built in integration tools, Dokmee is ready to integrate into any business process or enterprise management system such as SAP, PeopleSoft, Workday, SalesForce, QuickBooks, Allscripts, NextGen, Oracle, and more. Integrations between Dokmee and other programs, both Windows based and Web based, may be done for search and retrieval, indexing, importing, and viewing of files. The easy access Microsoft Office toolbar allows you to send files directly from Word, Excel, and Outlook directly into Dokmee. With the Dokmee Virtual Printer, send PDF files into Dokmee from any application using the print button.

Organisation and Retention:

With an easy to use Windows like folder structure, manually and automatically sort files into an unlimited number folders and levels. Already have files and folders organised in Windows? Simply drag the entire folder structure into Dokmee and it will be recreated with the files automatically OCR’d and searchable based on the content. Automatically purge, export, and delete files based on a specified retention period.

Security:

With the built in audit log, all system and file activity is tracked and recorded for easy report generation. Secure files with user restrictions at the file cabinet, folder, and file level along with Active Directory integration. All files imported and created with Dokmee are encrypted on the server to ensure that accessibility is restricted to authorised Dokmee users only.

File Sharing and Collaboration:

Share files across your organisation with peace of mind. Store and manage any file type in Dokmee, with built in viewing capabilities for PDF, TIFF, JPG, PNG, BMP, GIF, DWG, DXF, MSG, EML, and much more. Add annotations, mark-ups, and notes to files. With a collaborative Microsoft Office viewer, open and edit Word, Excel, PowerPoint, and Visio files. Multiple users can view files at the same time, along with version control for editing and revisions.

Workflow:

With an in depth rules based workflow, customise and manage document flow and business processes for multi-user approval requirements. The Workflow inbox is also accessible from the Dokmee Web and Dokmee Mobile products.

• Individual user inboxes
• Email notifications and reminders
• Automatic document stamping
• Index field updates based on approval or rejection
• Document flow history tracking

Please contact us or call us on 01785 785 650 to chat to one of our experts and find out more

Brother DS-820W Mobile

The Brother DS-820W is a rechargeable, battery-powered scanner with built-in wireless and mobile device compatibility to provide you with a truly portable scanning solution. Offering true PC free scanning, scan from wherever you are straight to the Cloud via your smartphone or tablet device.

Features: 

• Lightweight, truly portable document scanner
• Up to 7.5ppm speed + one-touch scanning
• Battery powered
• 600 x 600dpi scan resolution
• Wireless connectivity + scan to mobile device and cloud
• Bundled software (inc. Twain driver)

Wireless connectivity:

Wirelessly connect to your mobile phone or tablet for PC free scanning.

On-board memory:

A 4BG SD card is included. Enabling you to store scanned documents on the device and share at your convenience.

One touch scanning:

Convert hard copies to digital files quickly and easily with the touch of a button.

Battery or USB powered:

Versatile power options make the Brother DS-820W perfect for varied portable scanning requirements.

Efficient:

Streamline your workflow by scanning documents directly to the SD card for PC free scanning.

Up to 10 IPM 2-sided scan speed:

An impressive portable 2-sided scan speed makes for fast and efficient completion of even challenging workloads.

Specification:

Click here, to view the Brother DS-820W Mobile in greater detail!

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

GDPR – All the information you need!

GDPR came into effect from May 2018. It changed how businesses and public sector organisations can handle their customers. It expands the rights of individuals to control how their personal data is collected, processed, and places a range of new obligations on organisations to be more accountable for data protection. Read on, to find out more about GDPR and how the use of a document management system such as FileDirector can help you!

What is GDPR?

GDPR is the General Data Protection Regulation, a regulation that requires businesses to protect the personal data and privacy of EU citizens for transactions that occurs within EU member states and Non-compliance could cost companies dearly. It standardises data protection laws across all 28 EU countries and imposes strict new rules on controlling and processing personally identifiable information (PII), it also extends the protection of personal data and data protection rights by giving control back to EU residents.

Who does the GDPR apply to?

The GDPR applies to ‘controllers’ and ‘processors’. The definitions are broadly the same as under the DPA –the controller says how and why personal data is processed and the processor acts on the controller’s behalf. If you are a processor, the GDPR places specific legal obligations on you; for example, you are required to maintain records of personal data and processing activities. You will have significantly more legal liability if you are responsible for a breach. However, if you are a controller, you are not relieved of your obligations where a processor is involved, the GDPR places further obligations on you to ensure your contracts with processors comply with GDPR. The GDPR applies to processing carried out by organisations operating within the EU. It also applies to organisations outside the EU that offer foods or services to individuals in the EU.

Key Principles:

Under GDPR, the data protection principles set out the main responsibilities for organisations. Below are 7 privacy principles which form the fundamental conditions which organisations must follow when collecting, processing and managing the personal information data for all European citizens. Article 5 of the GDPR requires that personal data shall be:

1. Lawfulness, fairness and transparency – “a) processed lawfully, fairly and in a transparent manner in relation to individuals;” – personal information collected to deliver a good or service must be done so lawfully and fairly, and individuals must be told what their personal information will be used for. Personal information can only be collected with the individual’s consent, and a record of this consent must be kept
2. Purpose limitations – “b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;” – personal information may only be collected for a specific and legitimate purpose and not for a new, incompatible purpose (unless consent for this new purpose is gained)
3. Data minimisation – “c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;” – the processing of personal information needs to be limited to what is necessary in order to achieve the processing purpose
4. Accuracy – “d) accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;” – personal information must be collected accurately and kept up to date in order to avoid risk to the individual. Inaccurate information must be erased or corrected without delay
5. Storage limitations – “e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and” – personal information may be stored only for as long as necessary in relation to the processing purpose, with the expectation that it will be kept longer for scientific purposes and/or archiving purposes in the public interest
6. Integrity and confidentiality – “f) processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.” – holders of personal information are responsible for keeping it secure from internal threats such as unauthorised use, accidental loss and damage, as well as external threats such as cybercrime
7. Accountability – Article 5(1) requires that: “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.” – holders of personal information need to implement technical and organisational measures to ensure that processing activities are carried out according to the data protection regulation

The introduction of the ‘accountability’ requirement to the new regulation is perhaps the most significant advance since the Data Protection Directive 1995, and compels holders of personal information to be 100 percent answerable for the way they collect, process and store it.

These 7 principles give an overview of the areas covered by the new regulation, however they do not delved into nuances of consent and other articles of GDPR, nor the complexities of data flow mapping, lineage and coordination activates association with implementing a programme to meet GDPR compliance.

What information does the GDPR apply to?

Personal data:

The GDPR’s definition is more detailed than the DPA and makes it clear that information such as an online identifier (e.g. an IP address) can be personal data. A wide range of personal identifiers to constitute personal data, reflecting changes in technology and the way organisations collect information about people.

• Basic identity information such as name, address, email address and ID numbers
• Web data such as location, IP address, cookie data and RFID tags
• Photo
• Location data
• Profiling and analytics data

Sensitive personal data:

GDPR refers to sensitive personal data as “special categories of personal data” these categories are broadly the same as those in the DPA, but there are some minor changes. For example, the special categories specially include genetic data, and biometric data where processed to uniquely identify an individual.

• Health and genetic data
• Trade union membership
• Biometric data (facial recognition, fingerprint)
• Racial or ethnic data
• Religion
• Political opinions
• Sexual orientation

Individuals’ rights:

The GDPR creates some new rights for individuals and strengthens some of the rights that currently exist under the DPA.

The GDPR provides the following rights for individuals:

1. The right to be informed – the right to be informed encompasses your obligation to provide ‘fair processing information’, typically through a privacy notice. It emphasises the need for transparency over how you use personal data. The information you should supply about the processing of personal data must be:

• concise, transparent, intelligible and easily accessible
• written in clear and plain language, particularly if addressed to a child
• free of charge

2. The right of access – the GDPR clarifies that the reason for allowing individuals to access their personal data is so that they are aware of and can verify the lawfulness of the processing. Information must be provided without delay and at the latest within one month of receipt. Under the GDPR, individuals have the right to obtain:

• Confirmation that their data is being processed
• Access to their personal data
• Other supplementary information – this largely corresponds to the information that should be provided in a privacy notice

3. The right to rectification – Individuals are entitled to have personal data rectified if it is inaccurate or incomplete. If you have disclosed the personal data in question to third parties, you must inform them of the rectification where possible, you must also inform the individuals about the third parties to whom the database been disclosed where appropriate.
4. The right to erasure – the right to erasure is also known as ‘the right to be forgotten’. The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing. The right to erasure does not provide an absolute ‘right to be forgotten’. Individuals have a right to have personal data erased and to prevent processing in specific circumstances:

• Where the personal data is no longer necessary is relation to the purpose for which it was originally collected/processed.
• When the individual withdraws consent
• When the individual objects to the processing and there is no overriding legitimate interest for continuing the processing
• The personal data was unlawfully processed (i.e otherwise in breach of the GDPR)
• The personal data has to be erased in order to comply with a legal obligation
• The personal data is processed in relation to the offer of information society services to a child

5. The right to restrict processing – under the DPA, individuals have the right to ‘block’ or suppress processing of personal data. The restriction of processing under the GDPR is similar. When processing is restricted, you are permitted to store the personal data, but not future process it. You can retain just enough information about the individual to ensure that the restriction is respected in future. You will be required to restrict the processing of personal data in the following circumstances:

• Where an individual contests the accuracy of the personal data, you should restrict the processing until you have verified the accuracy of the personal data
• Where an individual has objected to the processing (where it was necessary for the performance of a public interest task or purpose of legitimate interests), and you are considering whether your organisation’s legitimate grounds override those of the individual
• When processing is unlawful and the individual opposes erasure and requests restriction instead
• If you no longer need the personal data but the individual requires the data to establish, exercise or defend a legal claim

6. The right to data portability – the right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services. It allows them to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability. The right to data portability only applied:

• to personal data an individual has provided
• Where the processing is based on the individual’s consent or for the performance of a contract
• When processing is carried out by automated means

7. The right to object – if you process personal data for the performance of a legal task or your organisation’s legitimate interests. Individuals must have an objection on “grounds relating to his or her particular situation”. You must stop processing personal data for direct marketing purposes as soon as you receive an objection. There are no exemptions or grounds to refuse. Individuals have the right to object to:

• Processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling)
• Direct marketing
• Processing for purposes of scientific/historical research and statistics

8. Right in relation to automated decision making and profiling – the GDPR provides safeguards for individuals against the risk that a potentially damaging decision is taken without human intervention. These rights work in a similar way to existing rights under the GDPR. Identify whether any of your processing operations constitute automated decision making and consider whether you need to update your procedures to deal with the requirements of the GDPR. Individuals have the right “not to be subject to a decision” when:

• it is based on automated processing
• it produces a legal effect or a similarly significant effect on the individual

You must ensure that individuals are able to:

• obtain human intervention
• express their point of view
• obtain an explanation of the decision and challenge it

Breach notification:

The GDPR will introduce a duty on all organisations to report certain types of data breach to the relevant supervisory authority, and in some cases to the individuals affected. A personal data breach means a breach of security leading to the destruction, loss, altercation, unauthorised disclosure of, or access to, personal data. This means that a breach is more than just losing personal data. You only have to notify the relevant supervisory authority of a breach when it is likely to result in a risk to the rights and freedom of individuals – for example, result in discrimination, damage of reputation, financial loss, loss of confidentiality or any other significant economic or social disadvantage. This has to be assessed on a case by case basis.

How FileDirector helps comply with GDPR:     

Using a document management system (DMS) can help with GDPR compliance. A Document management system stores, manages and tracks electronic documents and electronic images of paper-based information captured through the use of a document scanner (our sister company Scanner Superstore sells scanners such as Canon and Brother, click here to view the range of scanners we offer). DMS ultimately controls and organises documents throughout an organisation. One of our most popular DMS is FileDirector. FileDirector is the future for the administration, and distribution of information, because it decreases considerably the time taken to manage and access all of the information within an organisation, allowing you to become more efficient and productive, whilst reducing costs. Security in any document management solution is vital, therefore FileDirector lets you have complete control over document access, activity auditing, revision control, retention control, and automatic storage of documents and emails.

When it comes to fulfilling a subject access request under GDPR FileDirector has a build in web interface which allows documents to be shared securely through an online portal. This can be placed on a company website and accessing the required documents would be a case of sharing a one-time use login with the person making the request and uploading their documents for them to access. When fulfilling a subject access request under GDPR the documents could be sent by post and email however this is less secure, more costly and is not a good long term solution for sharing thousands of documents.

The right of access – under the GDPR, individuals will have the right to obtain access to their personal data, so that they are aware of and can verify the lawfulness of the processing. The information provided to the individual making the request must be done using “reasonable means” and within one month of request. Compliance without the use of appropriate technology, such as a DMS may prove difficult. By using a document management system such as FileDirector, information stored together in one setting is accessed quickly and easily and can efficiently be sent to the individual requesting ‘the right of Access’ within the set timescale. All user actions within FileDirector have audit trails, recycle bins and can be included in system-wide searched and documents cannot be accidentally deleted; providing confidence that all the right data is located and can easily be passed on. At the point of scanning, key index fields can be collected from a document, information such as order numbers and dates as well as personal information such as D.O.B, names and addresses can all be indexed to allow easy but secure access to customer documents. FileDirector makes this easy by allowing hundreds of documents to be complied through simple use of index fields which can then be sent to the person making the request.

Privacy by design – privacy by design is an approach that promotes privacy and data protection. Data controllers must put technical and organisational measures such as pseudonymisation (the separation of data from direct identifiers so that linkage to an identity is not possible without additional information that is held separately) in place – to minimise personal data processing. Using FileDirector can help ensure everyone is working in the same manner and to the same procedures and can also show strong compliance by evidencing all communications and involvement with a client as well as controlling who has access to what data e.g. clear audit trails. Strict privacy controls govern who has access to what data, with configurable permissions to control what data users can access and what they can do with it. Should the regulator require evidence, a DMS can easily aid with this; showing that steps have been taken to ensure compliance. FileDirector allows you to assign individual users or departments into groups giving them permissions to view or edit certain documents.

Breach notification standards – the GDPR will introduce a duty on all organisations to report certain types of data breaches to the relevant supervisory authority, and in some cases to the individuals affected within 72 hours of becoming aware of the breach. In the unlikely event any breach of data should occur, this can be identified and reported immediately using a DMS such as FileDirector; something that is nearly impossible to do when dealing with paper documentation in various locations. FileDirector, can help streamline investigations with its revision and access control features allowing you to monitor who has accessed documents and what changes have been made. With GDPR also stressing privacy, a document management system can ensure data is not accessed mistakenly and is stored in a secure manner, where the loss, damage and even theft that paperwork could be subjected to is eliminated.

If you need any more information on how FileDirector or one of our other document management systems could help you comply with GDPR, please contact us or call us on 01785 785 650 to chat to one of our experts.

Fujitsu ScanSnap S1300i

Take document scanning to a whole new level with the Fujitsu ScanSnap S1300i. whether you’re at home digitising receipts, bank statements or term papers, or at the office capturing mission critical documents for a business trip, ScanSnap takes scanning beyond the desktop and into your world.

Features: 

• Scan up to 12 double-sided pages per minute
• Holds up to 10 pages in the automatic document feeder
• Cross-platform compatibility for PC and Mac
• One button Searchable PDF creation, PDF, and JPEG
• Scan to editable Word and Excel files
• Create searchable keywords from highlighter text
• Business card scanning software
• USB or AC powered

Fast scanning with portability:

The ScanSnap S1300i is the smallest multi-page, duple capable ScanSnap for scanning on the road or at the desk.

Scan to:

• PDF
• Searchable PDF
• JPEG
• Word (editable)
• Excel (editable)
• Business Cards

Intelligent Scan Correction:

ScanSnap converts disorganisation into order with intelligent features that work behind the scenes to correct image so you don’t have to.

• Auto Colour Detection
• Auto Rotation
• Blank Page Removal
• Straightens and Crops
• Auto Quality

Fast Double-sided Scanning:

Just press the “SCAN” button and the 10 page automatic document feeder scans both sides of each page at up to 12 pages per minute.

Compatible with PC or Mac:

The Fujitsu ScanSnap S1300i works on both Mac and PC operating systems, making flexibility and portability a breeze.

USB Bus Power for Ultimate Portability:

The ScanSnap S1300i can be powered by the PC or Mac’s USB ports* when an AC power source is no available. *when using the USB bus power cable, the PC or Mac must have two USB ports; one for power feeding and the other for USB cable connection. AC adapter also provided.

More Scanning Options = more Quick Menu Productivity Space:

The ScanSnap Quick Menu for PC and Mac automatically pops up after scanning to provide you a variety of ways to be immediately productive with your scans. It can be easily customised to display just your favourites, present a recommendation, and even display custom profiles.

• Scan to Folder: Store PDF scans to a folder
• Scan to Email: Eliminate faxing and share electronic documents over email
• Scan Business Card: Scan business cards and automatically extract contact information
• Scan to Print: Use ScanSnap with your printer to create copies
• Scan to Word (.doc): Scan directly to an editable Word file
• Scan to Excel^® (.xls): Scan directly to an editable Excel file
• Scan to PowerPoint (.ppt): Scan directly to an editable PowerPoint file
• Scan to Picture Folder: Store JPEG scans to a folder.
• Scan to Mobile: link to Android or iOS
• Scan to Cloud: Scan to Evernote, Google Drive, Salesforce CRM, Salesforce Chatter, SugarSync, Dropbox and SharePoint^® Online (for Windows^®).

Productivity Software for Mac:

CardMinder Business Card Software – Fujitsu ScanSnap S1300i can quickly scan a business card, extract the information, and place it into editable fields that can be exported to Entourage and Address Book.

Productivity software for PC:

ScanSnap Organiser – View, manage, and edit PDF and JPEG files scanned with ScanSnap on a Windows platform. Organiser allows users to convert scanned PDF files into searchable content, embed custom keywords, attach to email or SharePoint®, and remain productive with paperwork long after it is scanned.

CardMinder Business Card Software – ScanSnap S1300i also quickly scans loads of business cards, extracts the contact information, and places it into editable fields that can be exported to Excel, Outlook, and other contact managers.

Scan to Mobile:

With the free ScanSnap Connect app operators can link* their ScanSnap to their iPad, iPhone. Android and now Kindle device for viewing on the go.

More Ways to Scan to the Cloud:

Scan to:

• Evernote
• Dropbox
• Google Drive™
• Salesforce Chatter
• SugarSync
• SharePoint® (PC only)*

Receipt software with multi-currency support:

A few simple steps to digitise and manage the information on your receipts. ScanSnap Receipt allows you to easily scan and extract information from your receipts, and export the data for other accounting software. The sophisticated features within ScanSnap Receipt automatically support various languages and currencies.

Specification:

Click here, to view the Fujitsu ScanSnap S1300i in greater detail!

Please contact us or call us on 01785 785 655 to get a quote and the best maintenance package price for you.

What is a document management system?

A document management system (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner. It is how your organisation stores, manages and tracks its electronic documents. Document management is the software that controls and organises documents throughout an organisation. It incorporates document and content capture, workflow, document repositories, COLD/ERM, and output systems, and information retrieval systems. Also the processes used to track, store and control documents.

Document management is one of the precursor technologies to content management. It provides some of the most basic functionality to content management, imposing controls and management capabilities. Some features in document management:

• Check-in/Check-out and locking – to coordinate the simultaneous editing of a document so one person’s changes don’t overwrite another’s
• Version control – so tabs can be kept on how the current document came to be, and how it differs from the versions that came before
• Roll-back – to ‘activate’ a prior version in case of an error or premature release
• Audit trail – to permit the reconstruction of who did what to a document during the course of its life in the system
• Annotation and stamps

Document management systems today range in size and scope from small, standalone system to large scale enterprise-wide configurations serving a global audience. Many document management systems provide a means to incorporate standard physical document filing practices electronically. These include:

• Storage location
• Security and access control
• Version control
• Audit trails
• Check-in/Check-out and document lockdown

Benefits of a DMS:

Reduced storage space – The cost of commercial property is increasing and therefore so is the expensive to store paper documents. A document management system reduces the need for filing cabinets and boxes/storage full of documents is crucial for any company trying to free up any office space. Documents that need to be kept as hard copies can often be stored in less expensive locations, such as an offsite warehouse. Whereas day to day documents can be uploaded to the DMS (document management system) decluttering the office.

Security – Keeping sensitive information in a document management system, helps to ensure that information is kept safe. Irreversible harm can come to a business if vital or otherwise sensitive data falls into the wrong hands. Document management systems allows you to protect confidential business information through a variety of ways, including the use of permission settings that only allow authorised users to access certain documents. These systems have an audit trail of who has viewed a document, when it was accessed, and how it may have been modified. Managed documents are highly traceable and can be tagged to allow for automated alert. In the case of disasters like fires or flooding, cloud based DMS ensures your business-critical data are kept intact, not destroyed like paper documents.

Access anytime, Anywhere – Most document management systems allow for access no matter what device an individual is using or where the individual is, which can become useful when collaborating on projects with team members who are on the go or located remotely. This can be important for companies with a large, mobile client base who want frequent and immediate updates on their information. It is also useful for companies who have a large workforce across the country or the globe, offering them access to data no matter what time zone they may find themselves in.

Better Collaboration – With Document Management systems, information sharing and collaboration can be a lot easier. Allows individuals that may be thousands of miles apart to collaborate seamlessly and simultaneously. Documents captured from different sources can be accessed from multiple locations. Electronic imaging makes sharing documents via email or the internet possible, however this is not as secure. DMS provide greater visibility to business processes and can allow for better workflow monitoring. Authorised access by external users can be allowed and monitored. Version control allows for older versions of the same document to be recovered if needed. This feature is important if several parties work on the same document and there are changes made to a document that were not authorised or meant to happen.

One of our most popular document management systems is FileDirector.

FileDirector:

What is FileDirector? 

• A virtual filing system for all of your documents – departmental or company wide
• A workflow and approval solution that is easy and fast to set up
• A paper-less office enabler – scan, classify, index and share
• A document management system with compliance and security built-in
• An intelligent scanning system – OCR and Barcode can speed up capture
• Network software for documents for a department or whole company
• Easy to use, fast to deploy, robust and reliable
• Infinitely customisable and easy to integrate

FileDirector is a system that can be deployed in a micro-business, a department or company-wide to centralise the access and control of all documents. Tagging documents on the way in to the system means they can be retrieved in seconds when you need them.

FileDirector is easy to use. It makes it easy to add and index a document with integration of Microsoft Office applications, the Windows desktop and built-in scanning. You can have unlimited hot folders receiving files from your MFP or advanced data capture solutions like ABBYY FlexiCapture. Documents can be viewed in a sophisticated windows program or any web browser on any platform.

FileDirector has an optional Process Management module that opens up unlimited possibilities for creating customised document related work-flows; invoice approvals, customer complains, new recruits, etc. if there is a paper-trail and your current systems is costing time and creating problems, the process management module is affordable and quick to deploy.

Features:

• Built-in control of ISIS and TWAIN scanners
• Windows client or web browser access
• Integration with the windows desktop and MS office apps
• Audit trains, version control, and document control and document history
• ‘Print’ documents in from any application like Sage
• Create custom document exception reports

Key benefits:

• Centralise important business information
• Secure your documents and share only with approved users
• Capture information from scanned documents
• Create custom approval workflows
• Make documents accessible to customers

Please contact us or call us on 01785 785 650 to chat to one of our experts