Autonomy iManage enterprise-quality digital document management system is uniquely positioned to help you solve the problem of helping employees quickly search through thousands of documents in order to pinpoint the information they need. Many employees use search tools that are nearly identical to commercial search engines designed for use with the Internet. Although these search engines are efficient at helping consumers find information like Web pages of retailers selling a certain product, they are not geared toward the specialized searches necessary in many business environments. Most commercial search engines only support basic keyword searches. The user types in a word or phrase, and the engine returns a group of matching documents. Typically, the engine ranks results according to its own logic; depending on the user’s needs, this ranking system may or may not be helpful. Often, users must spend a significant amount of time sifting through the results in order to find the information they’re looking for. Our document management system – iManage and pdfDocs, makes it easy to find what you want when you want it. Retrieval of relevant documents should be fast, easy and efficient, with multiple methods of indexing (categorizing) information. Indexing allows users to quickly sort large volumes of data to find the right document. Whatever the combination of indexing methodologies, search methods need to be easily used and understood by the people who retrieve the documents, as well as those who file them.

Our Digital document management Solution provides your staff with immediate access to the information that allows them to make better decisions about issues that impact your organization’s bottom line. With digital documentation management, your employees will be able to support their work processes, work more efficiently, collaborate more effectively and make better informed choices—dramatically increasing productivity while accelerating the pace of business and your clients satisfied.

However, ask yourself, are these documents being managed appropriately when it comes to information security, hierarchical accessibility, security from data loss, effective document management, etc. There is a great need for an Effective Document Management System in all organizations to manage their documents.

Document management revolutionizes the management of information and provides the ability to rapidly find, retrieve and share all the documents in your repository. This section will provide you with more information on what digital document management is and how it works, essential components of an enterprise-level digital document management system and the technical issues you must consider.

A quality document management solution should:

• Have built-in viewers and search capabilities, so documents can be viewed and searched on any PC, regardless of whether document management software is installed.
• Present a consistent face to customers and the public with a customizable interface that matches your Website.
• Balance access and security, assisting you in retaining strict control over which documents are available to staff and the general public.
• Work with documents on a wide variety of Internet browsers, operating systems and hardware.

The challenge is to make the Document Management Solution user friendly for all the users to effectively follow the same.
Because, our Document Management System Autonomy iManage and PDF-Docs is one of the best systems that integrates into an Office Suite or Email client interface, it also puts the user at ease to capture, retrieve, store and search the documents.

At Autonomy iManage we spent years into developing a Document Management Solution that helps businesses to overcome the day to day challenges mentioned below. iManage is an effective solution that lets you manage any document within your organization and share it or don’t share it with users or group of users.

The staff in an organization searches for information, acts on it, moves it and archives it every day. This process, with its manual searching, faxing, photocopying and distribution, is costly and time-consuming. The inefficiencies of this process divert your staff from the crucial business of making productive use of the information. Document management solutions with an automated workflow component deliver more efficient work processes. An effective solution reduces costly paper handling with intelligent document routing and saves time and money by reducing photocopying, hand delivery and repetitive dragging and dropping. A quality Document Management solution doesn’t treat your staff as stations, but as responsible workers whose time is better spent on more productive tasks than making copies.

Your organization generates large numbers of paper and electronic documents. As your business grows, so do files, and so does the time and effort required to manage them. Document management solution revolutionizes the management of information and provides the ability to rapidly find, retrieve and share all the documents in your repository. This section will provide you with more information on what digital document management is and how it works, essential components of an enterprise-level digital document management system and the technical issues you must consider.

The process of digital document management begins with the conversion of paper or electronic documents into digitized images or files. These images can be easily organized and quickly retrieved, indexed and archived. When files are scanned or electronically converted, a high-resolution digital copy is stored on a shared server. Templates, or electronic index cards, can associate information, such as author, reference number, date created or key words, with a document. Files can still be viewed, printed, shared and stored. Which documents users can read and what actions they can perform on these documents depend on the level of security that the system administrator has assigned to them.

Although all document management systems provide the basics of scanning, retrieval and display, when it comes to implementing a document management solution in the real world, system essentials extend far beyond the basics. iManage Document management system and pdfDocs is designed for multiple users and it meets more stringent requirements to manage high volume of documents or multiple office locations.

As more and more organizations adopt document management systems and replace filing cabinets and microfilm with digitized images, they still face the problem of getting information to users who don’t have access to the system. Document management systems make it easy to share documents electronically with colleagues and clients over a network, whether that is network-attached storage (NAS) or a storage area network system (SAN), on CD or DVD, or securely over the Web. Sharing paper documents usually entails photocopying, and sharing microfilm requires conversion to paper, but with digital documents, you can view the same documents simultaneously.

A quality document management solution should:

• Have built-in viewers and search capabilities, so documents can be viewed and searched on any PC, regardless of whether document management software is installed.

• Present a consistent face to customers and the public with a customizable interface that matches your Website.

• Balance access and security, assisting you in retaining strict control over which documents are available to staff and the general public.

• Work with documents on a wide variety of Internet browsers, operating systems and hardware.

Although all document management systems provide the basics of scanning, retrieval and display, when it comes to implementing a document management solution in the real world, system essentials extend far beyond the basics.

Our Document management solution – Autonomy iManage is designed for multiple users, a high volume of documents or multiple office locations must meet more stringent requirements. The features listed below are important to look for when selecting a document management system for your organization. The iManage and pdfDocs are feature rich solution to manage document easily.

There is a huge need for an Effective Document Management System in all organizations to manage their documents. Smart Solutions, Inc. is an exclusive reseller for:

Autonomy iManage

PDF-Docs

Document Management System is of great importance due to the following needs:

Metadata

Integration

Capture

Indexing

Storage

Retrieval

Distribution

Security

Workflow

Collaboration

Versioning

Search

Publishing

Basis an organizations’ needs, a Document Management System should be helpful in all the above.

The Document Management System, i.e. Autonomy iManage effectively utilizes metadata of a certain document for the way the document is to be managed. Integration, as the name suggests, integrates with a User Interface that is user friendly for the people using the software. Our Document Management System efficiently integrates into Office suites and email clients. The way these documents are captured is also simplified and is user friendly. Like any other dump, all documents once stored require to be searched and searched effectively, our efficiently unique search engine is also built in with real time Indexing that synchronizes the documents to its least possible searching capability for the benefit of the user. It further goes on to be of great help in terms of retrieval, security, user specific distribution etc.

It is very easy to make a Document Management System, but then, the challenge is to make it user friendly for all the users to effectively follow the same.

Because, the Document Management System Autonomy iManage and PDF-Docs is one of the best systems that integrates into an Office Suite or Email client interface, it also puts the user at ease to capture, retrieve, store and search the documents.

Reduce misfiling, document search and retrieval time and photocopying costs with a single system that manages paper and electronic documents,physical records, multimedia files and e-mail. Using one platform to manage all your organizational information allows you to apply organizational records policies and procedures consistently, regardless of document format.

Autonomy iManage estimates a 20% time savings based on filing and retrieval efficiencies,eliminating misfiling and workflow efficiencies.Increased efficiency, as well as greater staff productivity, can save up to 6,000 hours annually, or 2.4 full-time staff positions.

We strive to provide world class Document Management Solution through the products PDFDocs, iManage that make sure, Document management helps your organization increase productivity and efficiency with:

• Intelligent search methods that support searching with whatever criteria you have available.
• Streamlined document distribution and improved accountability with automated workflow routing and notification.
• Reduced labor and clerical mistakes with automated OCR and indexing.
• Management of your entire organizational archives from your desktop computer.
• Fast document distribution with Web and CD publishing.

The Digital document management Solution provides your staff with immediate access to the information that allows them to make better decisions about issues that impact your organization’s bottom line. With digital documentation management, your employees will be able to support their work processes, work more efficiently, collaborate more effectively and make betterinformed choices—dramatically increasing productivity while accelerating the pace of business and your clients satisfied.

Autonomy iManage enterprise-quality digital document management system is uniquely positioned to help you solve the problem of helping employees quickly search through thousands of documents in order to pinpoint the information they need. Many employees use search tools that are nearly identical to commercial search engines designed for use with the Internet. Although these search engines are efficient at helping consumers find information like Web pages of retailers selling a certain product, they are not geared toward the specialized searches necessary in many business environments. Most commercial search engines only support basic keyword searches. The user types in a word or phrase, and the engine returns a group of matching documents. Typically, the engine ranks results according to its own logic; depending on the user’s needs, this ranking system may or may not be helpful. Often, users must spend a significant amount of time sifting through the results in order to find the information they’re looking for. The document management system – iManage, makes it easy to find what you want when you want it. Retrieval of relevant documents should be fast, easy and efficient, with multiple methods of indexing (categorizing)information. Indexing allows users to quickly sort large volumes of data to find the right document. Whatever the combination of indexing methodologies, search methods need to be easily used and understood by the people who retrieve the documents, as well as those who file them.

Listed below are few primary ways of indexing files in our document management system:
• Full-text indexing, or indexing every word in a document.
• Template fields, or indexing through keyword categories of documents.
• Folder/file structure, or indexing by associated document groups.

Retrieval is where the quality of the indexing system is most evident. Some document management systems let users search only by indexed keywords, which requires a person to know how the document was categorized and what template fields were assigned to it. A powerful indexing system will make it possible
for users to find any document based on what they know, even if that amounts to no more than a word or phrase within the document. The more a document management system adapts to an organization’s existing procedures, the less upheaval and training are involved for users of the system and the greater the likelihood the system will be used on a regular basis. pdfDocs is also a kind of software helpful for PDF document management.

http://www.squidoo.com/document-management-system-with-autonomy-imanage

The staff in an organization searches for information, acts on it, moves it and archives it every day. This process, with its manual searching, faxing, photocopying and distribution, is costly and time-consuming. The inefficiencies of this process divert your staff from the crucial business of making productive use of the information. Document management solutions with an automated workflow component deliver more efficient work processes. An effective solution reduces costly paper handling with intelligent document routing and saves time and money by reducing photocopying, hand delivery and repetitive dragging and dropping. A quality Document Management solution doesn’t treat your staff as stations, but as responsible workers whose time is better spent on more productive tasks than making copies.

Your organization generates large numbers of paper and electronic documents. As your business grows, so do files, and so does the time and effort required to manage them. Document management solution revolutionizes the management of information and provides the ability to rapidly find, retrieve and share all the documents in your repository. This section will provide you with more information on what digital document management is and how it works, essential components of an enterprise-level digital document management system and the technical issues you must consider.

The process of digital document management begins with the conversion of paper or electronic documents into digitized images or files. These images can be easily organized and quickly retrieved, indexed and archived. When files are scanned or electronically converted, a high-resolution digital copy is stored on a shared server. Templates, or electronic index cards, can associate information, such as author, reference number, date created or key words, with a document. Files can still be viewed, printed, shared and stored. Which documents users can read and what actions they can perform on these documents depend on the level of security that the system administrator has assigned to them.

Although all document management systems provide the basics of scanning, retrieval and display, when it comes to implementing a document management solution in the real world, system essentials extend far beyond the basics. iManage Document management system and pdfDocs is designed for multiple users and it meets more stringent requirements to manage high volume of documents or multiple office locations.

You need not change the way you work to improve your efficiency. With the help of an effective Document Management System, you can work the way you always have, without creating documentation clutter and duplication which becomes unmanageable. Statistically speaking, after the implementation of Document Management solutions, an organization can reduce overall document – related costs by 40 or greater.

iManage Document Management Systems are a technological solution to manage Documents and Email, especially in Law firms, Accounting firms and other professional service firms where documents and email are the foundation of their daily business. Without a technical solution to manage documents and email, the documents which contain vital business information become vulnerable to the following:

• Loss of productivity
• Data loss
• Data theft
• Inappropriate Access

Apart from the above, there are numerous reasons which warrant attention pertaining to the management of documents.

Streamlining business processes by automation of documents in an organization and increasing efficiency are fundamental aims of Smart Solutions. In today’s increasingly regulatory driven environment, satisfying compliance issues in managing documents along with a simple user friendly interface is a major challenge.

Autonomy iManage and pdfDocs are products brought to you by Smart Solutions which are trusted by most leading law and accounting firms to manage their documents and email and provide simple collaboration between professionals.

Conversion eliminates many of the obstacles created by paper:  labor-intensive duplication procedures, slow distribution, misplaced originals and the inconvenience of retrieving files from off-site storage. Because paper files are also costly to process, duplicate, distribute and store, digitizing paper archives ultimately reduces operating expenses and overhead.

Good document management systems should have five basic components:

• Creation, Capture and import tools to bring documents into the system.

• Methods for storing and archiving documents.

• Indexing and retrieval tools to locate documents.

• Distribution tools for exporting documents from the system.

• Security to protect documents from unauthorized access.

Our world class Document management application iManage along with add-ons like pdfDocs, Litera, Omtool and DocAuto solutions enables more efficient collaboration, distribution of and control over information, files and records throughout your organization. It further helps simplify business procedures, document routing and e-mail notification.

Autonomy iManage Document management makes it possible to:

• Manage millions of documents and retrieve the right one in seconds.

• Share documents with colleagues while protecting confidential information.

• E-mail files from the Document Management System instantly.

• Access documents while traveling.

• Export and publish documents to CD, DVD or the Web, as appropriate.

• Back up files and records for disaster recovery.

While implementing a document management system can result in up-front costs, it does lead to long-term savings. In fact, a recent IDC study pinpoints the return on investment (ROI) of document management at less than one year, with a five-year ROI of 404%. Half of the organizations using our Document Management Solution studied had payback within six months. In fact, our quality document management system can deliver a rapid return on investment without overtaxing IT resources.

To know more about our products and see a live demonstration on our Document Management System and add-ons, please get in touch with us at Smartcollabs.com.