Until now, Electronic Document Management (EDM) has often involved prohibitive vendor service contracts and costly legacy architecture. As well as the expense involved, organisations have been restricted by their system’s capabilities as technology has advanced. With ever-increasing bandwidth and storage availability, outsourcing system architecture brings great benefits in terms of streamlining costs and processes. However, organisations planning to migrate their document management processes online should ensure they choose a provider offering a scalable solution utilizing the most up-to-date hardware obtainable.

Common concerns of implementing an on-demand EDM solution include:

•    Can the integrity and availability of our data be guaranteed at all times?

•    Are the software and hardware systems continually monitored?

•    Can the solution start out small and then scale as our organisation’s storage requirements grow?

•    Are there limits to scalability and the number of users we can activate?

•    Can user access rights and permissions be configured easily?

•    Can audit trail reports be generated automatically to allow us to monitor access?

As a result, PaperTrail brings great benefits and significantly reduced expenditure in capturing, forwarding and securely storing documents without any additional requirements for software, support or upgrades

Security continues to emerge as the biggest single factor in selecting an Electronic Document Management (EDM) solution. Meeting regulatory compliance and preventing costly litigation in the event of a data breach should be the top priority for organisations of all sizes.

As such, any organisation looking to outsource their data storage should ensure that strict security standards and industry best practices are in place before they entrust essential documents to any third party provider.

Key considerations include:

•    Are the Data Centres security certified to the highest standards possible?

•    Is the solution offered compliant with industry standards such Sarbanes-Oxley?

•    Will we know exactly where our documents are stored at all times?

•    How well is our data protected both physically and electronically within the system infrastructure?

•    Compatible with a wide range of popular scanners and copiers from a range of major hardware manufacturers

•    Documents be pre-indexed with pertinent metadata and routing instructions prior to scanning

•    Captured data or documents from any paper or electronic source automatically routed to an online repository

•    Web based design tool for automatic data capture including full text extraction

•    Full text search

•    Ability to restrict access to part of a document.

•    Rules based document routing for document acceptance or rejection

•    Designed to interface with the Metastorm business processing system and leading OCR systems

•    Categorisation and display of documents by folder

•    Document annotation including notes

•    Automatic notification of documents due for deletion

•    Bulk deletion facility

•    Can export data to view off line

•    Email, SMS and RSS notification of issues, tasks and alerts

•    Advanced security features including encryption and finger print based password

•    No punitive one-time fees for software and licenses, or any recurring payments for maintenance and upgrades

Key Features

SaaS Electronic Document Management