Product Description
Platform as a service (PaaS) is the delivery of a computing platform and solution stack as a service. It facilitates deployment of applications without the cost and complexity of buying and managing the underlying hardware and software layers, providing all of the facilities required to support the complete life cycle of building and delivering web applications and services entirely available from the Internet – with no software downloads or installation for develop… More >>
Electronic document management systems obviously provide storage and security but also have the added cost saving benefits of filing and retrieval capabilities. Cost savings is realized through the amount of employee time that is literally slashed when the burdensome task of paper filing and retrieving is streamlined. Companies have reported saving thousands of employee hours while increasing productivity, client communication and satisfaction. With new digital systems in place a company can gain limitless virtual document storage thus eliminating the need for costly physical storage.
Once completed a document management and storage system intentionally has a streamlined simple presence. However there are a number of components that exist that allow the user to operate at peak efficiency. From capturing to publishing and everything in between, managing electronic documents has become vital for nearly every industry.
At the heart of document management is the ability to capture paper, whether it be text, pictures, receipts, plants, drawings, you name it. The ability to capture paper is accomplished using scanners that convert paper to a digital image. That digital image can also be captured in such a way as to allow the image to have computer readable text through the use of optical character recognition.
Next there is the integration of the documents directly into existing applications. This allows users to retrieve existing documents from a repository where they can make and save changes. A document management system simply must utilize integration in order to impart the user friendly capabilities of an electronic filing system. After all, if its not user friendly then it just wont be beneficial.
This brings up the next component of electronic filing; retrieval capabilities. All the capturing and filing in the world wont amount to a scintilla of time savings if, when the user is searching, the document cannot be retrieved. Inside the inner workings of a good retrieval system is the critically important indexing component. Indexing supports retrieval and allows the user to search for and extract words.
Secure storage of electronic documents can also significantly reduce expenses especially when disaster strikes. Having electronic documents gives peace of mind. Knowing that your company could continue to operate following a natural disaster might not mean all that much until you have experienced the out and out devastation that occurs when all your information is lost as a result of a fire or flood. Its called peace of mind and the value is immeasurable.
For those of you who remember the first time you used a fax machine you will understand how the age of electronics took business on a quantum leap in terms of communication. Sure, that was a huge leap but the one that followed quietly overshadowed its predecessor and has literally redefined the way business is conducted. Electronic documents that can now be sent in seconds via email have all but made fax machines obsolete.
As digital data becomes the standard in business practice one can only ask; what can possibly be on the horizon? How much farther can we reach?
Document Generation, also called docgen, is an automated way of generating and distributing documents. Instead of creating documents manually, you design a template and specific information populates the template during the generation process. Document generation is the most thorough and efficient means of automating documents.
An example, suppose your company offers a service and you send invoices to your customers monthly. Your database contains details such as customer name and address, order dates, quantity ordered, and so on. You create a template that has everything but the information – the layout, your company logo, contact information, standard language and the like. When you are ready to run the invoice, the system will automatically pull the information needed and create an invoice unique to each customer. Your business could be wasting valuable resources without document generation.
The Microsoft SharePoint system is well suited for document generation and document management. SharePoint is relatively easy to set up, lets a community of users collaborate via the Web, and allows administrators to control security rights, all of which are important features in a document generation system. Specific document generation benefits also include:
- Libraries are a logical way to group a large number of documents and files
- Documents that are easier to find, distribute, create, and enforce business rules upon
- The ability to automatically save multiple versions of documents
- Workflows that can be applied to documents and complex business rules that can be set up for the lifecycle of templates and documents
- Documents that can accessed, updated and viewed by multiple people with just a few button clicks
But SharePoint won’t necessarily be the perfect document generation system out of the box. Just because SharePoint has an enormous capacity doesn’t mean your company should dump every single document and every single template into it. You’ll be better off in the long run if you spend some time initially figuring out how many versions you want to save, how best to organize documents, and where to store old documents. Also, it’s wise to set up some sort of structure for ongoing monitoring, or you risk an insecure and chaotic system.
Plus, there are some document generation features SharePoint just doesn’t provide. For example, SharePoint does not have a built-in scheduler, which can be critical to a smooth document generation system. Third party solutions such as the Windward Arrow integrate into SharePoint and extend it to provide complete and comprehensive document generation.
To sum up, SharePoint is a solid document generation system that can be improved with some forethought and additional tools. If you’re looking for an easy-to-use, web-based document generation system, SharePoint is a good place to start.
The advantages of a scanning service offers viewing by many, and makes the distribution much faster than a paper copy and with originals shredded, thus eliminating storage space needed by paper copies. Mis-management of records is a serious problem but with document management brings peace of mind.
The benefits of electronically archiving documents, are obvious, and as we move deeper into the electronic age paper will soon be a thing of the past, some advantages to keep foremost in your mind should be when it comes to scanning data, and paper scanning this will free up more storage space and you can throw out the window those unnecessary filing cabinets.
Using simple text search an employee can access any scanned document within seconds on-screen, ease of sharing when documents are electronically distributed between departments, a backup process to ensure your files are safe from loss, fire or flooding, are just a few advantages of document management.
Click2Scan specialists in document scanning offer a complete document scanning, electronic archiving and document management solutions, and work with a number of applications that ‘fix’ business processes, scanning data and OCR (Optical Character Recognition) conversion projects is well within their capabilities.
This ‘one stop’ shop offer the following services, document scanning (PDF, PDF searchable) drawings and plans, you may have old drawings taking up too much space with all of today’s work carried out on CAD they need to be scanned so you have a secure back up of this important information. Microfilm scanning, posters and photo scanning Click2Scan can scan all large format (A2 + sized) photos and posters.
A spokesman for Click2Scan said “our real strength is understanding a clients needs and tailoring a solution that will save time and money, in-house or out-house you decide, if you have the time and resource you can hire a large format scanner from our scanner hire team, a great starting place if you are looking for technology for your office, is our online store, we sell a range of document scanners and software to speed up your processes”.
For a complete document scanning and document management service look no further than Click2Scan, their entire focus is on this important area of business, going that extra mile for their clients, this is indeed a business at its very best.
For further information visit: www.click2scan.co.uk
Microsoft is releasing a slew of new technologies in 2010, and one of the most important of them is SharePoint 2010. Previously known by the code name SharePoint 14, SharePoint 2010 marks a significant upgrade to the SharePoint product. Here are ten of the most important things about the SharePoint 2010 release, which is expected to be available in the first half of 2010.
1. New SharePoint editions
In an effort to better unify the SharePoint lineup, Microsoft will make some big changes to the SharePoint editions with the 2010 release. Windows SharePoint Server (WSS) is gone, and so is Microsoft Office SharePoint Server (MOSS). The free WSS has been replaced by the new SharePoint Foundation 2010. MOSS is replaced by SharePoint Server 2010, which will be available in either the Standard or Enterprise edition as well as in editions for strictly internal sites and for Internet or extranet sites.
2. New hardware requirements
Like the majority of new Microsoft servers, SharePoint 2010 will ship only as a 64-bit product. If you’re deploying SharePoint on new hardware, this situation shouldn’t be a problem, but it’s definitely a consideration if you’re planning to upgrade an existing SharePoint server.
3. New software requirements
In addition to new hardware requirements, SharePoint 2010 will require an x64 edition of either Windows Server 2008 or Server 2008 R2. It also requires a 64-bit version of Microsoft SQL Server 2008 or SQL Server 2005.
4. SharePoint Best Practices Analyzer
With the SharePoint 2010 release, SharePoint Best Practices Analyzer will be incorporated as part of the base SharePoint product. This tool provides Microsoft’s guidance for SharePoint implementation and troubleshooting. A Problems and Solutions page in the analyzer helps you solve common implementation problems.
5. FAST Search
The new SharePoint release will incorporate the FAST Search technology that Microsoft acquired from the Norway-based Fast Search & Transfer company. The FAST technology provides a superset of the original SharePoint search capabilities. As its name implies, FAST Search is designed for high-end scalability. It supports a number of enhanced capabilities, including a content-processing pipeline, metadata extraction, visual search, and advanced linguistics.
6. Usage reporting and logging
SharePoint 2010 includes a new database designed to support usage reporting and logging. The usage database is extensible, allowing third-party vendors to create custom reports based on the information it contains.
7. Visio Services
Visio Services in SharePoint 2010 lets users share and collaborate on Visio diagrams. A built-in viewer lets SharePoint users view Visio files in their browser without having Visio installed on their system. Visio Services also retrieves and renders any external data used in the Visio diagrams.
8. Enhanced collaboration features
SharePoint 2010 supports tagging content as well as providing enhanced blog authoring capabilities. There’s a new group authentication feature that’s based on distribution list or organization and a new rich text editor for creating wikis. In addition, calendars from Microsoft Exchange Server can be merged with SharePoint calendars.
9. New browser support
SharePoint 2010 supports an extended set of browsers. It’s designed to support XHTML 1.0–compliant browsers and will support Internet Explorer (IE) 8.0 and IE 7.0, Firefox, and Safari. Notably, IE 6.0 isn’t supported. So far, there’s been no official mention of Google Chrome or Opera.
10. Enhanced SharePoint Designer
Microsoft SharePoint Designer 2010 sports a new UI, improved workflow, and improved integration between designers. Although there were doubts about the Office 2007 ribbon-style interface when it was first released, Microsoft has been steadily putting the ribbon UI in many of its products, including SharePoint 2010. The new designer also has a tabbed interface and provides breadcrumb navigation.
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