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What are some of the advantages of document management systems for my organization?
The new technology associated with document management confuses me. How do I decide which is best?
With so many technological terms associated with DM such as imaging, knowledge management, Intranet and Internet etc,… its enough to send anybody’s head spinning.
The best way to start to choose what is best for your company or group would be to identify:
Where can I find more information about document management?
By searching online, one can find a number of sources of DM information, as well as researching in your local library.
How do I know which document management program is “the best”?
We suggest breaking the fundamentals down, and analyzing each bit based on your specific needs. This can be based on:
Introducing document management to my company sounds like a big upheaval. Is there a way I can make the transition smooth?
Document management is really at the center of your organization, and no doubt impacts key areas of the business/group. We suggest introducing a new DM system gradually, in phases, allowing time and familiarization, through a series of thought-out procedures to ease in its management and avoid any trouble.
I’ve heard that implementing a document management system is extremely time-consuming. Is this true?
Not necessarily. With a moderately small investment both financially and in educating personnel, you can quickly build a good working document management system. Any delays are usually centered around the transition from the old system to the new.
What is an Electronic Document Management System?
An Electronic Document Management System (EDMS) utilizes a database to store a scanned copy of a document, enabling a search or index method to quickly retrieve data.
In a document management system, which types of documents are we talking about?
An electronic document management system can integrate virtually any kind of document; from scanned paper documents to microfilm, to electronically produced documents.
What are Documents?
Information stored in files on a pc or on paper.
What is document management?
Document Management is the process of managing documents and other means of information such as images from creation, review, storage to its dissemination. It also involves the indexing, storage and retrieval of documents in an organized method.
What is document retrieval?
Document retrieval is the process by which you can search and ‘retrieve’ an archived document from a database. This is done by entering information in a database query screen to locate the file you are after. The Document Management System will then retrieve the document and let you work on it, whilst preventing other people from making changes.
What is document imaging?
Imaging is a system for converting paper documents into an electronic or digital format. Techniques such as scanning and Optical Character Recognition etc. are some of the methods that are typically used.
What is workflow?
Speaks of the flow of work between people or individuals in an organization, allowing it to be defined and monitored. In document management terms, workflow is usually used in the context of monitoring the creation, distribution, filing and retrieval of documents.
Will my documents be secure?
We demanded the very best data center for our clients. For that reason, we selected First National Technology Solutions (FNTS) in Omaha, NE as the provider of the Docuvation data center. The Docuvation service operates out of the Carrier Class facility operated by FNTS. This facility offers the very best in security, redundancy and connectivity.
First National invested more than $70 million to create the Midwest’s most reliable, secure data center for business customers. The state-of-art center allows companies to house their critical systems and operations in a location known for world-class Internet connectivity, unprecedented security, and unmatched power. The Omaha Data Center was built with redundant power, redundant communications, and redundant environmental’s.
First National Technical Solutions operates next generation data centers and co-location facilities that are uniquely engineered to provide a secure environment, in which Docuvation users can house their mission-critical information
The FNTS technical team’s experience in the design and development of world-class data centers is the reason behind their strict adherence to physical plant characteristics in the data centers including:
Key connectivity issues as they pertain to FNTS’ data centers are:
Security of our data center environment should meet and exceed the security standards you should insist upon for the protection of your digital information.
I only want to store and provide access for existing electronic documents (Word, Excel, Visio, etc.) and will not need to convert paper. How much extra does the scanning/capture software cost?
There is no extra cost for the scanning/capture software. Docuvation & FileBound Express are complete document management solutions that allow you to scan paper documents or save existing electronic documents into the system.
What file types can I store?
Docuvation & FileBound Express will store every file in its native format and supports any file type that is natively supported on your machine. For example, you can save a word file into Docuvation but if you don’t have MS Word installed on the machine you will not be able to view the file in our system.
We must be HIPAA-compliant, is your security/access control capability enough to ensure this?
We have current clients with similar needs and yes everything regarding security and access is HIPAA compliant
We need a locally hosted/in-house software and database solution
First, please check out FileBound Express, if this solution is not what you’re looking for, read on.
Docuvation is a Hosted/ASP software often known as a software-as-a-service. This means that the actual software, database, and content (your files/documents etc.) are stored in our data center. Now please keep in mind this is a world-class, 4-tiered data center with redundant backup, connectivity, and security. Today, this data center hosts nearly a billion images for the solutions we offer. Both the development company and the data center are SAS-70 certified.
Please be aware of the benefits of a having a hosted solution:
We need secured access to our documents in the field or in-house.
No problem. Docuvation is a Hosted/ASP software often known as a software-as-a-service. This means that the actual software, database, and content (your files/documents etc.) are stored in our data center. What this means for you is you can access any document, anywhere, anytime through a secure internet connection (from home, on the road, in the office etc.)
We will have less than 50 employees who need access to the documents in the system, is there a minimum license # requirement?
Because Docuvation is priced on amount of storage, we allow UNLIMITED users to access documents with literally no effect to your monthly cost. FileBound Express allows up to 10 concurrent users.
I need to be able to set up a file/directory structure just as I would set it up on my local hard drive.
Docuvation & FileBound Express are inherently designed to mimic the file structure you use today in both the paper world and your local hard drive.
This is the filing structure of:
Docuvation: Cabinet – Folder – Divider – Document
FileBound Express: Project—File—Separator—Divider—document
I need to be able to set up controlled access on a per-user rights (Read only, password-protected etc.) basis.
We provide user-security rights down to the document level based on your login credentials. Nearly every action (search, view, edit, delete, annotate etc.) can be controlled on a user by user basis. I don’t see any issues here.
One of our chief concerns is regulatory compliance, particularly HIPAA. Do you have any clients that are currently HIPAA-compliant that you would be able to put forth as references for your product?
We don’t give out exhaustive lists of our clients but to answer your question, yes, we most definitely have clients that are HIPPA-compliant. If need be, we could arrange a reference that you could contact regarding our software.
What are the minimum system requirements for Docuvation?
Docuvation is an internet browser based application, therefore to operate the base Docuvation application nothing is needed except for a browser that can access the internet. To allow viewing of documents within Docuvation upon the first login to Docuvation on a PC a quick download and installation of the Docuvation Viewer Launcher application will occur.
Supported Operating Systems:I need to be sure that if we adopt a remote-hosted solution, we can guarantee that access from either in-house or remote is secured logon/password controlled, and all transmission of files is encrypted.
All transmission of files is encrypted and all access into the system is password protected at all times.
What is the contract period with Docuvation, what if I want to stop using Docuvation?
Docuvation is a month-to-month contract and you can cancel at anytime – because your documents are stored in their native format everything is non-proprietary so you can take your documents and go at any time.
When you advertise “….seamless integration with Windows Explorer,” are you referring to Microsoft’s Internet Explorer?
Yes, we have seamless integration with both Windows and Internet explorer, as stated above we recommend IE6 or higher when using Docuvation but we currently support Firefox as well. Our integration with Widows explorer allows you to seamlessly browse out to a location on your computer and save electronic files directly into the system.
I need to have remote access connection to our documents that does not require FTP or VPN to allow our staff to access information from the field.
All of our customer sites are in fact https:// sites, no FTP or VPN is required to access your Docuvation system.
Does Docuvation allow for audit trail/version control, if I needed to fall back to a previous version of a document?
Docuvation does not inherently allow for audit/version control; however, FileBound Express, our document management search appliance does!
What is included in our monthly agreement regarding technical support? I assume you have a hot line for customer support. Is there an additional fee if we want to sign up for regular support?
Tech support is included in your monthly fee. Tech support is only offered during business hours (M-F). Tech Support is provided by the Marex Group, developers of Docuvation.
What is the average response time for tech support and what specific hours is tech support available?
The average call response time is 2:25min. Also our tech support hours are 7:00-6:00 PM central
What type encryption do you employ when files are being retrieved from the data center?
SSL (Secure Socket Layer). This is the same encryption used by E-commerce sites as well as on-line banking portals. This is generally a 128-bit encryption but is dependent on your browser type and version.