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EDMS-Electronic document management system

SCANNPLUS DMS: INDIA’S BEST AND AFFORDABLE DOCUMENT MANAGEMENT SOLUTION

DOCUMENT MANAGEMENT SOFTWARE

Introduce a paperless office and streamline processing of all types of documents

Scannplus is a web based software and complete office automation system that enables the users to automate all the business processes with absolute ease. No matter how complicated a task is, with ScanNplus you can handle it smoothly, within a short period of time. It’s a software that has been designed to create, store, collect, convey and manipulate different types of office information for handling basic business processes. Right from electronic transfer and raw data storage to managing the electronic business information, one can handle all the business processes using Scannplus.

Scannplus deliver some of the most diverse feature sets in the industry through simple and easy-to-use interfaces. They are built on an open platform architecture, which allows easy integration with third-party applications. Deploying our solutions reduces your costs and drives efficiencies, leaving you and your end users satisfied. The applications are designed to suit the needs of companies of all sizes – from small businesses to large global enterprises.

TOP BENEFITS OF SCANNPLUS DMS

REDUCED STORAGE SPACE:

Commercial property costs are increasing and so is the expense to store paper documents. A software-based document management solution (SCANNPLUS DMS) that can reduce the need for file cabinets, boxes and storage bins is a valuable asset to any enterprise, freeing up precious office space. Documents that have to be kept as hard copies can often be stored in less expensive locations, such as an offsite warehouse or vault.

IMPROVED REGULATORY COMPLIANCE:

Compliance requirements for certain documents can be quite complex. Non-conformance can lead to fines, revoked licenses, and in some cases criminal liability. SCANNPLUS DMS reduces the risk of non-compliance. Records retention schedules, for example, can be automated, and new documents can be more easily classified and stored.

BETTER COLLABORATION:

With SCANNPLUS, information sharing and collaboration can be a lot easier. Documents captured from different sources can be accessed from multiple locations. Electronic imaging makes sharing documents over a network via email or the Internet possible. DMS provides greater visibility to business processes and can allow for better workflow monitoring. Authorized access by external users can be allowed and monitored. DMS also offers Version Control which allows for older versions of the same document to be recovered if needed.

ENHANCED SECURITY:

Document security is vital to many enterprises. SCANNPLUS DMS provides better control over sensitive documents. Access to documents can be controlled at the folder level for different groups or individuals. Also, a SCANNPLUS leaves 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 alerts.

EASIER RETRIEVAL:

Searching for and retrieving documents can be very time consuming – and we all know time is money. In fact, American PWC published these statistics illustrating the costs related to the average time spent managing paper documents costs 10 minutes to file a document, 30 min to 1hour to find a misfiled document, and more than I hour to reproduce a lost document. SCANNPLUS DMS systems will help you to retrieve the documents quickly and prevent to lost of document while reproduction.

BETTER BACKUP AND DISASTER RECOVERY:

Any document management solution should include a data backup and disaster recovery plan. With digital archiving as a backup, paper documents are protected from fire and flood and other disasters. With a SCANNPLUS, documents are highly traceable and can be tracked within a range of criteria. Also, because imaged documents are centrally stored they cannot be lost or misplaced after viewing. Documents are less likely to be misfiled, and if so they are easier to locate with cross-indexing. Documents can be digitized and archived at their point of entry into the system.

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PRODUCT FEATURES

DOCUMENT SECURITY

One of the best features of scanNplus is that it ensures improved security to all the documents, stored in it. With a three−tier security model − folder level, user level and file level − all your vital business information are absolutely safe in a DMS like scanNplus.

DOCUMENT UPLOAD

Your users can choose from multiple options to upload the documents in ScanNplus. Single file upload: Users can upload single files using the upload interface provided in ScanNplus Bulk upload: ScanNplus provides an option for uploading large number of files at a time

DOCUMENT FORMATS

SanNplus supports all the major file formats like Microsoft Office files, Open office files, image formats, PDF, AutoCAD drawing formats and many others. You can upload, view and use other features of ScanNplus DMS for all the supported formats.

VERSION CONTROL & DOCUMENT UPDATE

ScanNplus maintains version control by default. You can customize the version numbers as per your requirements. Users desiring to update a document can check-out the document. A checked-out document can be viewed by other users. The user who has checked-out the document uploads an updated document. The version number is updated for the document. The older version and newer version are both available on ScanNplus DMS. The check-in/check-out feature avoids accidental overwriting of documents.

DOCUMENT FOLDERS

Documents in ScanNplus DMS are stored in folders. You can create your own folder hierarchy as per your organisations requirements. ScanNplus provides many properties that you can apply to each folder to suit your requirements.

DOCUMENT VIEWER

ScanNplus document viewer allows you to view the documents online, so that you can view the contents of the document easily. You can add/delete stamp, notation and sticky notes in document viewer. The viewer has easy navigation features apart from zoom-in/zoom-out, rotation, index-information, linked documents etc. ScanNplus viewer supports all types of commonly used document formats.

COLLABORATION

By enabling sharing and information collaboration through shared folders, threaded discussions, and e-mail, scanNplus enables enterprise users to efficiently distribute the kind of information needed to solve problems and make decisions. Annotation allows users to highlight text and sections within the document. Users can give their comments on the highlighted sections which are visible to other users. Other users can also highlight and comment. All comments are stored in ScanNplus so that you get a complete view of the discussions had between the team members related to the document.

Document Indexing

Document Indexing is the process of tagging or associating 'search' terms to documents. indexing makes the document 'searchable’. The purpose of indexing is to facilitate subsequent search and retrieval of a document. Our automated and customizable indexing future allow to quick and perfect indexing easily. You can use these indexes for searching the documents quickly.

WORKFLOW MANAGEMENT

ScanNplus DMS has a completely configurable workflow management module. You can design your business process workflows using the workflow configurator. Create your own data-entry fields and incorporate business rules based on which the document flows through the various activities in the business process. ScanNplus gives you complete visibility of the business processes, allows you to monitor and take corrective action to resolve any bottlenecks in real-time.

DOCUMENT AUDIT LOGS

ScanNplus maintains a comprehensive audit trail of all of actions and changes that take place on the files in ScanNplus DMS. A detailed log for every document can track all events that have taken place throughout the lifecycle of the document. You can get the audit trail for a particular period, folder, document, user etc. Audit logs are important to keep a tab on all the activities happening in ScanNplus.

SEARCH & RETRIEVAL

scanNplus is a feature-rich software that has been designed keeping the varied usage in mind. Advanced search or smart search is a feature that enables the users to find a particular document in no time. One can simply create different search strings, in order to narrow down the search process while looking for a specific document.

WIDE WEB ACCESS

When you store documents in scanNplus, you can access these from different sources − be it your home, or office, you can easily access all these documents. In fact, you can also access these documents from remote locations.

BENEFITS OF PAPERLESS OFFICE

ScanNplus document management software brings Top benefits to your organization and helps you and your organization become a big success.

Reduces carbon footprint

One of the most powerful benefits of having a paperless environment is that it can help not just the environment but also the operation at the same time. Having a green-minded worker and entrepreneur is that they may at times feel compelled to take their current filing cabinets, convert them into a proper digital system so that the earth is a better place to live in. Paperless offices will always help in preserving wildlife, reducing pollution, reducing the reliance upon the waste that is created by documents over businesses. Apart from preserving trees, when you are working in a paperless office it will be much easier to get hold of documents. Not just that, it will also lower the chances of losing, misplacing the documents that contain confidential information.

Access to documents from everywhere

ScanNplus maintains a comprehensive audit trail of all of actions and changes that take place on the files in ScanNplus DMS. A detailed log for every document can track all events that have taken place throughout the lifecycle of the document. You can get the audit trail for a particular period, folder, document, user etc. Audit logs are important to keep a tab on all the activities happening in ScanNplus.

Very easy to store

scanNplus is a feature-rich software that has been designed keeping the varied usage in mind. Advanced search or smart search is a feature that enables the users to find a particular document in no time. One can simply create different search strings, in order to narrow down the search process while looking for a specific document.

Automatic audit

When you store documents in scanNplus, you can access these from different sources − be it your home, or office, you can easily access all these documents. In fact, you can also access these documents from remote locations.

Saves up time

It is no longer needed to waste any time looking at such documents. The thing with document searches is that they can be done fast and easy and will give you result fast. All such documents which are stored in the same way, in an organized fashion are also easy to retrieve at the same time!

Accessible

The thing with digital document management is that it will let you create such security settings and will also give all its authorized users the right and ability to check and see the same documents. This makes things easy when you have more than one user who wants to access the same kind of document or in cases where the company wants to use several sites. When they order goods and authorize the invoices, it proves to become beneficial especially because they are done digitally.

Development of business

When times are saved, most executives can spend their time in a more productive and beneficial manner. Not just that, it helps in developing the business in the right and most effective way. Recently a survey conducted mentioned that directors and most business managers would end up spending the time that they spend on business development and not anything else.

Enhanced Security

Document security is vital to many enterprises. SCANNPLUS DMS provides better control over sensitive documents. Access to documents can be controlled at the folder level for different groups or individuals. Also, a SCANNPLUS leaves 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 alerts.

Saves Money

Going digital improves process efficiency, saving you money. Paperless offices can process a much larger volume of paperwork compared to traditional offices in the same amount of time. Further, digitization reduces money spent on paper, printers, ink, postage, office space for files and employee time to manage paperwork. The savings on employee time become especially valuable regarding regulatory audits and repetitive, high-volume tasks like expense reimbursements.

Improved Regulatory Compliance

Compliance requirements for certain documents can be quite complex. Non-conformance can lead to fines, revoked licenses, and in some cases criminal liability. SCANNPLUS DMS reduces the risk of non-compliance. Records retention schedules, for example, can be automated, and new documents can be more easily classified and stored.

Easier Retrieval

Searching for and retrieving documents can be very time consuming - and we all know time is money. In fact, American PWC published these statistics illustrating the costs related to the average time spent managing paper documents costs 10 minutes to file a document, 30 min to 1hour to find a misfiled document, and more than I hour to reproduce a lost document. SCANNPLUS DMS systems will help you to retrieve the documents quickly and prevent to lost of document while reproduction.

Better Collaboration

With SCANNPLUS, information sharing and collaboration can be a lot easier. Documents captured from different sources can be accessed from multiple locations. Electronic imaging makes sharing documents over a network via email or the Internet possible. DMS provides greater visibility to business processes and can allow for better workflow monitoring. Authorized access by external users can be allowed and monitored. DMS also offers Version Control which 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 authorized or meant to happen.

Better Backup and Disaster Recovery

Any document management solution should include a data backup and disaster recovery plan. With digital archiving as a backup, paper documents are protected from fire and flood and other disasters. With a SCANNPLUS, documents are highly traceable and can be tracked within a range of criteria. Also, because imaged documents are centrally stored they cannot be lost or misplaced after viewing. Documents are less likely to be misfiled, and if so they are easier to locate with cross-indexing. Documents can be digitized and archived at their point of entry into the system.

ScanNplus document management system is an evolving and customizable solution ideal for your organisation’s document management process. You can use ScanNplus DMS to enhance business processes at every level of the company. The system offers a layer of robust security and is perhaps the safest way of storing and managing documents and files.

If you would like to know more, you can request for a Free Demo from our experts here.