1. Why scan at all?

• 
  The most up-to-date and dynamic business information belonging to an organisation is held in
  computer systems and can usually be retrieved, processed and distributed quickly, easily and at
  will.
• 
  This, however, is usually a tiny proportion of the legacy data that is held in paper documents
  that are held in various locations, formats and states of disorganisation.
• 
  Access to this data is rare, and usually less than 1% is ever needed, but there is no way of
  knowing which and the whole lot must be kept.
• 
  If a file is removed for any reason, it is quite often not returned with the same care that attended
  its original placement, which can result in that document being effectively lost.
• 
  Worst-case scenario of a lost document varies from one organisation to another, but it can be
  terminal, as in the case of a well known transport company that folded under the weight of
  uncollected debts resulting from its inability to find PODs.

 o  Office-workers spend between 30 and 40% of their time doing non-productive                               document related tasks – Gartner Group survey
o   80% of managers and directors of SMEs spend at least an hour each day looking for
documents – YouGov survey
o   Managers spend up to 25% of their time searching for information – Accenture survey

 Conclusion: Scanning of documents to a well-constructed electronic document management system can save time and money expended in searching for documents and guarantees that none will ever be lost.

Read more ]]> http://www.docustor.biz/product/general-interest/feed/ 0 http://www.docustor.biz/product/docustor-versions/ http://www.docustor.biz/product/docustor-versions/#comments Mon, 19 Jan 2015 11:14:13 +0000 http://docustor.biz/?post_type=product&p=10459 DOCUMENT MANAGEMENT – WE PUT YOU IN THE DRIVING SEAT

Merlin offers an outsourced service scanning and indexing your documents
for speedy retrieval whenever you have the need. But we recognise that
there are occasions where the argument for an in-house system is
unanswerable. This is especially so where we have captured your backlog,
but economics favour an in-house solution for routine ongoing volumes
with some outsourced content where staff absence or peak volumes
dictate.
We have therefore created DocuStor.biz that seamlessly integrates the
approach to these situations and puts YOU in the driving seat.
There are just four elements to master, and you can run your own
successful Merlin sites in days. These are:

• Scan to PDF
• Upload to web
• Index on-line
• Full control of user permissions

What is more, we will advise on and supply suitable scanners and provide
full training for all levels of staff who will be using the system.

Merlin Document Management Solutions, Unit 3, 52 Victoria Road, Aldershot GU11 1SS
Tel: 01252 336363 Fax: 01252 333434 eMail: info@merlindoc.com Web: www.merlindoc.com

Doesn’t it seem ridiculous, but it happens often – someone prints out an email or spreadsheet or
letter and then scans it back into the document management system. Not only is it a waste of time
and materials, but it hardly fits with today’s environmental agenda.
DocuStor Capture provides the simple answer and comprises two components: freeware CutePDF
and the Capture module itself.
CutePDF installs itself as a printer which can be selected in the print dialog for any application that
supports printing, but instead of outputting to paper, it creates a PDF file.

Merlin created DocuStor to provide low-cost management of scanned
documents. There are many Electronic Document Management products
on the market but they are, in the main, expensive and over-engineered
for, what is in most cases electronic filing. Alone among its rivals, DocuStor
does not charge for user licences, irrespective of numbers.
There are just six elements to master, and you can run your own document
management system. These are:

•  Set up users and administrators
• Set up volumes
•  Scan to PDF
• Upload to web
•  Index on-line
• Search and retrieve

The basic version is good and offers a simple, low-cost route to the
electronic document filing. It is, however, limited in configurability: Evo2
offers complete flexibility in creation and organization of searchable fields.
It also provides advanced encryption facilities that offer total security from
unauthorised access. Evo3 introduces the ability to search document
content using state-of-the-art search engine technology so that documents
can be found with the flimsiest of information.

Purchase invoices are a pain: they represent money flowing out in all directions.
Unlike sales ledger where everything is under your control, and these days can be a paperless
process, your purchase ledger operations are at the mercy of the suppliers, each one having his
own way of doing things. Thus there is an infinite variety of formats – hard copy and electronic
– and each one has to be coded into your Sage accounting system, then filed away in a manner
that enables it to be found at a later date. How do you file electronic invoices with hard copy?
The answer is usually to print out the electronic ones so they can be filed with the paper – or
even if you have an electronic document management system that avoids this, you still have
the irksome job of indexing everything, duplicating much of what you did in Sage.
DocuStor SageLink provides the answer – eliminates duplication, handles both electronic and
paper together, and totally automates frequent suppliers. All from a simple clear user interface.

Hard Copy Invoices:

One click and they are scanned and presented a page at a time for you to enter details.
Standard information such as default nominal code will be taken from Sage to minimise the
amount of inputting you need to do. Multi-page invoices with header details on the first page
and totals on the last? No worries – just enter what you can, when you can, and leave SageLink
to sort it out.

Easily digitises paper based data with the touch of
one button
The S1500 facilitates simple PDF generation with the following
one touch activated automatic settings and automatic image
correction functions:

The Kodak i3000 Series Scanners are purpose-built to deliver consistent throughput and minimize
downtime for your office. They’re loaded with impressive imaging functionality for onboarding of
information, and Intelligent Document Protection to defend against damaged documents and lost data.
These A3 rotary scanners 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.

How many clicks does it take to scan your documents? Many small business scanning
applications lack time-saving automation features like OCR and barcode recognition found
in enterprise software. SimpleIndex is the most affordable fully-featured document
capture solution available.
SimpleIndex provides easy 1-click scanning, unattended processing and even supports
MS Office, PDF, audio and video files. It is the fastest, most affordable way to organize all
of your digital files or index them for your document management system: it’s a scanning
program that not only scans documents, but reads the content. It does its work using a
number of advanced techniques.