Digital Document Archiving (DDA) creates more than just electronic version of paper documents. Converting paper documents into electronic form brings the true value of the information in scanned documents for your business. By staying on paper, your critical company information were often underutilized or overlooked because the information was difficult to find or use in paper form. Scanning allows this important information to be extracted from the previously paper-only format and utilized and shared more quickly and easily across the company
Document Synchronisation Through Server
Once you have an account set up on our server, you can take advantage of the service syncing capabilities. Our system allows you to be able to access to your files, documents and even photos across all devices. Your data is continuously pushed across all of your devices ie: desktop, laptop, smartphone or tablet. It is not necessary for you to actively when you want to sync your device. Instead, your data is automatically stored onto our server and your electronic devices or computer collectively sync to and pull information from this central server on a regular basis, keeping everything up-to-date.
Leaving your document in our server allows you to wirelessly work on from the same job or project from multiple devices. This keep your information stay the same across all of your devices and computers which allow you to create documents on one device, save it and pick it up where you left off somewhere else.
For example, you are working on spreadsheets about inventory statistic on your computer, and open it up later on your tablet or smartphone to present it to a manager. Your jobs are automatically accessible across your devices, so files sharing or emailing copies to yourself isn’t necessary
Space Saving – Reduced Demand for Paper Storage
Millions of paper documents are produced by individuals, small business and large organization every day. The large proportion of these documents are read once, filed away and forgotten but company still has to keep it for retrieval or regulatory compliance. Over the time, a huge amount of costly office space gets blocked in order for these paper documents can be stored in filing cabinets on-site or on off-site rented location. This means paper based document storage is competes with people for space within organisation in terms of the cost of commercial property and the need to store documentation. Scanning documents can reduce significantly the amount of prime storage space required by paper and they can be stored in less expensive locations.
Flexible Retrieval- Quickly Access to Business Documents
It is time-consuming for you to retrieve documents stored in form of hard copies. Once scanned, documents can be quickly retrieved by using any number of keywords or indexes. Less time is required locating documents as they can be retrieved without leaving a desk.
Improved, Faster and More Flexible Search
Digital Document Archiving allows you to retrieve files by any word or phrase contented in the document – known as full text search – a capability that is impossible with paper-based document. You can also apply single or multiple categorisation to a document of folder that allow documents to be classified and stored in more than one way which is impossible with paper documents. Quicker access to information can help worker respond more quickly to customer inquiries, leading to increase customer service and satisfaction.
Controlled and Improved Document distribution
It is easier to share scanned documents with colleagues and clients over a network, by email or via the Web in a controlled manner while paper-based document often require photocopying to be shared. It is a cost saving solution for your business as you can reduce the overheads associated with paper based document distribution, such as printing and postage and removes the typical delay associated with providing hard copy information
Your documents are scanned and transferred securely using 128 bit SSL. Your data is stored and encrypted using AES algorithm at server-side, the system use users log-in password for encryption. The system make easy for you to share data within your company and your partners securely using your computers or smart devices. It also provides a better and more flexible control over your sensitive documents when the access to documents is controlled at the folder and/or document level for different groups and individuals. Paper documents stored in a traditional filing cabinet or filing room have only one level of security i.e. if you have access to the cabinet you have access to all items in it
Digital Document Archiving provides an easy way for your business to back-up documents for offsite storage and disaster recovery providing failsafe archives and an effective disaster recovery strategy. Paper is a bulky and expensive way to back-up records and is vulnerable to fire, flood, vandalism, theft and other ‘Acts of God’
No Lost Files
It is expensive and time-consuming for you to replace lost documents. On the other hand, scanned documents remain centrally stored when being view, so the chance of lost and misplaced is minimised. New scanned documents are less likely to be incorrectly filed and even if incorrectly stored can be quickly and easily found and moved via the full-text searching mechanisms