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Profits of Incoming/Outgoing document solutions

Response to documents with expiration date in due time.
Elimination of incoming/outgoing document notebook, tracing of document in electronic environment.
Both sides can reach documents by easily associating incoming document to answer.
Full control is established in official, and internal correspondence.
As soon as document is recorded, and entered into System, it is sent to related department immediately. All problems related with wrong distribution, time loss, and security are eliminated.
All your incoming/outgoing documents are recorded.
Uncontrolled copying, and distribution is prevented.
All chances are traced by detailed inspection reports. All information like department or persons having entered document into system, distributed places, distribution time, and date, whoever has read document, whoever has made changes on documents, internal correspondence about documents can be reported, and exported to Excel by reporting tool.
Thanks to improved security infrastructure, Access to data, and document are controlled. Unauthorized persons are prevented from accessing to documents.
In case of authorization, all departments inside group can immediately reach documents related to them.
Full text search can be done by key words defined during document scanning. Requested documents can be reached without delay.
Documents are immediately reached by words used in documents with full text search feature.

Speed up your document flow

Secretariat or communication department can mark documents by using marker before they send them to related department. The can mark important sections, stick post-it, stamp virtually with words like "seen", "approved", "sent". These stamps and markings are confidential, cannot be imitated, and changed by somebody else.
Each department in organization gets a subscription to incoming document folder through subscription feature of system. When secretariat or communication department put a document in this folder, a warning message or e-mail of incoming document is sent to related users. Thus, related users are informed as soon as a document arrives.
System has a developed search engine. Users can reach all documents in formats like scanned, PDF, MS Office by using words in documents or index data. OCR, and index servers of PaperWork Works in background, and creates index information ol all incoming/outgoing documents automatically.
All users are scanning stations. They do not need a scanning application. They can scan by directly using PaperWork.
Preview server automatically creates a tiff format preview of every document saved. Thus, even if users computer do not have application creating that document, users can open, and look inside of that document by PaperWork previewer.

If flow process of a document is designated, it can be circulated inside the company automatically by document flow module. Flow can be designed graphically, and even the time it will wait at each approval node can be defined in System. When these times expire, system automatically sends a warning message or e-mail to the manager of related department. Detailed managerial reports like number of documents being processed, process durations, expiration time enable you to detect problematic nodes, and measure productivity of your document system.
Organizations having intensive incoming document traffic scan, and transfer documents to PaperWork screens by way of incoming/outgoing document fast archive screens in a short time. There are many utilities in this section enabling you to scan, and transfer documents with key words into system. Naming, and indexing of documents are sped up by keyboard shortcuts.

The first stage of document management is to export content of produced or incoming paper or electronic media into Information System of organization. Electronically produced documents stays in chaos over file servers. At the same time, a great number of papers are used internal communication of organization. It is necessary to transfer paper documents like application forms, customer complaint letters, incoming faxes, and invoices into electronic media, and put into workflow approval procedure.

Scanning is the first step where paper is digitized. A document transferred into electronic media gains a terrific flexibility. Sharing speed in whole organization is much higher compared to papers. Documents in electronic media can be transferred into system by defining in frame of specific rules. Form, e-mail, and similar documents can automatically be recognized, and transferred to document management systems.

Scanning of documents is not so easy as seen. It requires a good planning, and suitable solutions. It is not just connecting a scanner to your computer, and save document in PDF or Tiff formats. How should you scan your documents, in a distributed or central structure? What kinds of documents will you scan for what purposes? By which method will you index documents to search, and find them later on? The answers that you will give to these questions will specify specifications of solutions that you have to use.
Because of following reasons, many organizations have already started to put scanning projects on top of their lists;