Document Management Solutions

Optimizing Document Management

Is the paperless office a myth? Forbes magazine states that the paperless office is one of the worst predictions in the history of technology.¹ The advance of technology has created an ever-growing volume of paper. Paper documents expose the organization to unnecessary risks and costs. A system that manages handles paper and electronic documents in a secure manner reduces risk and cost.

Managing ALL Document Types

With so much corporate information paper-based, systems that manage only electronic documents do not address a significant amount of corporate information. Separate systems for paper and electronic documents introduce the risk of multiple versions of the same document and increase the workload for those searching for a document. The 170 MarkView Document Library, a stand-alone index-and-retrieve application for both MarkView and non-MarkView documents, manages all document types. For paper-based documents, the 170 MarkView Document Library accepts feeds from 170 MarkView Scan, a high-volume front-end imaging scanning solution and 170 MarkView Fax Server which receives faxes and stores them as electronic documents.

170 MarkView Document Library also manages electronic documents. Any user with the proper authorization can add or retrieve documents from a browser-based interface with a single click. All documents are stored in their native file format.

Managing the Document Library

Using the 170 MarkView Document Library Administration browser-based user interface, administrators create document types and their associated properties to enable document searching and retrieval. Along with the default system properties, custom application-specific properties can be created. Security is addressed as administrators define MarkView user group access privileges by document type. Group-level privileges can also be applied to individual instances of a document.

Auto-filing is implemented via bar-code information. When bar-code information does not properly index the document, 170 MarkView Document Library routes documents to an un-filed document list where an authorized user enters document property information via the document details page.

Searching Quickly and Easily

For users of corporate information, the most significant challenge is finding the documents you need quickly and easily. The 170 MarkView Document Library presents users with an intuitive search function that screens searches by name, filename, creation date, creator, document type, document text, and the property values defined upon filing. Document text refers to the ability to search the entire text within a group of documents for keywords even if the documents are of different file formats. Wildcards are supported to assist in searching.

The search function applies the applicable security rules created at system set-up. For example, the returned list of document types will only display those to which the user has access.

Providing the Single Source of the Truth

The 170 MarkView Document Library provides a "single source of the truth". With multiple document systems (paper-based and electronic), different versions of the same documents may be saved electronically and stored in multiple filing cabinets. Significant labor is wasted tracking down different versions and reconciling documents. Mistakes are more likely to happen. Audits become more complicated and take longer to perform. With the 170 MarkView Document Library, these problems are eliminated as the stored on-line document becomes the single source of the truth and all paper documents are eliminated.

The Benefits of 170 MarkView Document Library

• Lower Administrative Costs – Document transportation costs are eliminated, as are the costs of physical storage space: office space, filing cabinets, offsite storage, microfiche equipment, etc. Clerical time is no longer spent looking for lost or misfiled documents.
• Increased Productivity – For every manager that accesses documents, the time and expense of locating, copying and mailing documents is eliminated.
• Improved Control – With 170 MarkView Document Library as the single source of the truth, compliance with corporate standards and legal regulations such as Sarbanes-Oxley is improved.
• Simpler Audits – With all documentation available on-line through a browser, internal and external audits are completed in less time with fewer people affected.
• No Training Required for Employees – Due to the intuitive browser-based user interface, training is generally not needed for employees using the system.
• Easy Deployment – With browser-based administration and access, 170 MarkView Document Library fits with modern enterprise computing environments.
• Configurable Extensions – 170 MarkView Document Library can be configured to each customer's specific needs. The 170 Systems professional services team can extend the 170 MarkView Document Library in the areas of batch processing, workflow, advance search, and bulk document filing.

¹ Burning Questions, Final Answers, Forbes ASAP staff, Forbes ASAP, May 28, 2001.