Web based document management

Web Based Document Management includes designing and implementing a cost-effective online document based system to maintain vital records at web hosting sites utilising online based document management.

Users can institute a search and retrieval process using previously established indices and document identification with management, infrastructure and support.

Access to the web is based on your current Microsoft Explorer or Netscape Communicator browsers. Only users with approved web access to the information are able to retrieve it by use of identification logons and passwords. Transmission to and from web based document management servers usually employs Secure Socket Layer (SSL) transmissions.

Web-based document management companies provide administrative, backup, security, software upgrades, systems and database administration, hardware support and training. Internet access is available anywhere that has a secure connection.

Data presently based in electronic formats is integrated at high speed. For source documents, web-based systems can scan and index from paper, microfilm, microfiche and aperture cards. Documents may consist of legacy backfile information or day-forward processing.

For legacy micrographic data, another alternative is to handle information on an "on-demand" basis. Companies can store the data in its original form and retrieve data from microfilm, microfiche or aperture cards. It can be scanned in its original format, converted to electronic images, indexed according to pre-established criteria and transmitted "on-demand" as email attachments.

A "pilot system" can be created and demonstrated in a matter of days. Then, based on the pilot, a system can be customized and installed usually in a matter of weeks.

The discipline of good web-based document management will:

• Reduce costs associated with paper storage and photocopying
• Make sharing information between people, offices and continents easy
• Prevent the disruption of day-to-day business caused by natural disasters such as fire and flood and human misfiling.

Intelligent search provides instant document retrieval with user-defined indexes. It reduces labour and clerical mistakes with automated OCR and indexing. Comprehensive security protects digital archives from unauthorised access. Digital archiving provides long-term document preservation.

Maximizing the value of information locked in an organization’s documents requires putting it in the hands of decision-makers when and where it’s needed most. From staff in remote offices, to clients, the public and regulatory officers, individuals within and beyond your organization rely upon fast information access to work at peak productivity.

Efficient web-based document management can be a simple, cost-effective time-saving way of sharing information within your organisation while also securing it from fire and flood and even theft. Contact us for more information on web-based document management.

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