Dajon Document Management gives you the ability to store all of your documents electronically in one place - the Document Management Database. Whether your documents are scanned images (paper invoices, purchase orders), electronic (Word, Excel, Visio), drawings (AUTOCAD), E-mail, photographs or movies (MPEG) you can manage them far more efficiently by using the built-in functionality of the Document Management system. This allows you to automatically index, build virtual folders by using the systems workflow features. This ensures that the right person deals with the correct correspondence etc.
Whether you need to process your invoices in a more timely fashion, respond to your correspondence more efficiently or simply manage your customer's documents more effectively, Dajon DMS provides the answer.
For further information or a trial using Dajon DMS, please click here.
Dajon DMS gives you the ability to do all of these things while also giving you the ability to share documents across offices, buildings, branches or indeed anywhere in the world. It also provides secure backup in case of a disaster (fire/flood) and the automatic replication feature allows you to 'duplicate' your document Database to another Database at any other location, so, in the event of a disaster, your valuable documents can be quickly recovered and accessible. The E-mail archive feature stores your E-mails and attachments automatically and securely and 'Tamper Proof'.
Very fast search and retrieve capability and document sharing means that your administrative staff will typically save 30% of their time through immediate access to the documents they need. This can have a major impact on customer service, productivity and ultimately bottom line contribution.
Typical issues that can be easily addressed by Dajon DMS include
Paper Storage duplication and high storage costs
Finding the correct information quickly to make administration tasks efficient and servicing customers quickly and effectively
Sharing documents between Staff, Offices, Branches and Overseas Locations
Disaster recovery readiness
Regulatory compliance
With the increasing number of regulatory considerations impacting data and document retention, increasing environmental awareness, ever increasing market competitiveness and continued pressure on office space, more and more companies are looking at alternative and more cost effective ways of storing, retrieving, managing and protecting their records.
Of course these days records do not just exist in paper form but also include images (photographs), videos, sound as well as electronic documentation such as Word, Excel, PowerPoint etc., and not to forget E-mail which is now the most widely used communication method in businesses. The task of managing all of this data and being compliant is growing in both cost and complexity.
Dajon DMS can provide an ideal and highly cost effective solution to meet this management task, providing everything from a scanning front end to allow the import of paper documents through to storage of all common types of electronic document.
Dajon DMS can be installed 'In-house' and managed by your IT department or can be 'Hosted' by us. Our hosted service is based in the most secure site in the UK and provides extremely fast access to your data with minimal capital expenditure on your behalf.
Using Dajon DMS offers you
Whether your documents are paper, electronic, E-mails & attachments, photographs, video or sound. Dajon Document Management stores and manages these and provides automatic indexing, 'Full Text' searching and secure access anywhere in the world.
Secure Access
Each user has a unique User Id and Password. Security is achieved by the user's profile and the user will only be able to access those documents that he or she is allowed to see. They may be restricted from updating certain documents while being allowed to amend others (version controlled), update the document status or document owner and add notes.
Fast Retrieval
Once indexed, documents can be found very quickly. Using the User Defined Fields (UDFs) means that the level of indexing is unlimited. Using a combination of Date Received, Document Type and User Defined Fields, for example 'Invoice Number' will quickly retrieve the document you want at the time that you need it..
Document Sharing
Documents stored within the system can be shared throughout your organisation by anyone authorised to do so. This means that you do not need to photocopy documents or reprint them. If one user is making amendments to a document then that document is 'checked out' to that user. However, this does not prevent other users from viewing it.
Managed Document Changes
Certain documents may require updating on a regular basis; Health and Safety regulations for example. These would normally be in Word or PowerPoint or another similar format. When a change is required the user needs to 'check out' the document. This locks the document from being changed by any other users until the first user has finished updating the document. (Note that this can only be done by a user with the right permissions.) Once a document has been amended it is then 'checked in' and a new version created. Previous versions are never overwritten, they can still be viewed. The system tracks all activity for this document.
Full Audit Control
Each time a user logs on to the system it is recorded and all the activity that the user does is also logged. The system also records when a document is added, viewed, amended or had its attributes changed (status or index information) and it also records which user performed this and when.
Enables Disaster Recovery
IT departments are extremely good at ensuring that adequate backups are performed and in the event of a flood, fire or theft and would be able to reinstate the organisation's data within a reasonable time frame. The same cannot be said of the organisations paper records. The cost of copying every document and making sure they are stored offsite or in fireproof cabinets would be colossal. 60% of businesses that have had suffered a disaster of one kind or another never recover. Having the organisations documents within our Document Management system means that not only can they be recovered but because the system uses browser based technology they could be reinstated using our hosted service (optional) and accessible within a very short time.
Full Text Search
Our Document Management system, by default, uses Optical Character Recognition on all documents that are scanned into our system. This means that documents can be searched for textual content. However, this is not just limited to scanned in document. Microsoft Word, Excel, PowerPoint, Visio, PDFs can also be searched using this facility. Text files and HTML files are also included. This is a very powerful feature and is extremely useful for finding documents relating to a particular subject when the other characteristics i.e. Document Type, Date etc., are not known or the user is unsure about.
Reduced Storage Requirements
Once paper documents, in particular, are stored in the Document Management system they are no longer required on site. These documents could then be stored offsite in cheaper locations or in some circumstances (provided there is no legal requirement not to do so) they could be shredded. The amount of space 'freed up' by not having rows and rows of filing cabinets in some cases provides an instant return on investment.
World Wide Access
The advent of the Internet has allowed the E-mail to become the most commonly used form of inter-business communication. It has also meant that information can be made readily available wherever you are. Using our Document Management system enables organisations to have access to all their documents and records anywhere in the World provided that have Internet connectivity. This means that businesses that have branches is other countries can share information; documents can be ratified; invoices can be authorised and data made available for meetings at a minutes notice.
Hosted Services
No cost of ownership, completely managed service, fast access to your documents - all the benefits of your own Electronic Document Management system for a monthly rental fee.
Your 'paper' documents can be scanned directly into the EDMS over the web or you could use our scanning services to scan and upload your documents for you. Your electronic documents can be uploaded directly from your local system using our 'Document Collector' facility.
Using our 'Workflow' feature you can manage all your invoices online including authorisation, matching to purchase orders and delivery notes should you so wish.
For further information or a trial using Dajon DMS, please click here.
