A document management system will free up office space and provide data security by electronically storing documents in a compliant manner. Automating paper and manual based procedures will ensure faster, more consistent business processes with improved visibility and traceability.
Document Management System
Could a document management system work for you?
Are your documents stacked on shelves or packed into lever arch files? Taking up valuable storage space? Is your organisation vulnerable to information loss and compliance violations? Are you answering ‘yes’ to all these questions?
Scanning documents can be a laborious multi-step process involving the scanner and computer. How and where to save the information? By seamlessly integrating with a Canon office printer or document scanner, this functionality can be set by default making the digitising of paper documents a quick and easy process.
Manageable Folder Structure
Do you regularly stop to wonder into which folder to save a document? Do you ever just drop it into an unmanageable general folder? To file documents in a logical way so that they can be easily managed and quickly retrieved, invest in a feature-rich document management system like Therefore On-line.
Is your current document system located in an outdated on–site server which is expensive and time-consuming to maintain? Therefore Online is a SAAS (software as a service) based document management system which is fully managed by SmartOffice through Canon and hosted on the Microsoft Azure platform.
Are you worried that sensitive information can be accessed by personnel who do not have the authority to do so? Therefore Online document management software allows authorised users to only have access to documents applicable to them by integrating a single sign–on for Windows Active Directory, Windows Local Security and LDAP/SAMBA. Therefore ensures easily manageable and secure access control.
Retention and Destruction Policies
Are you sure your company is retaining financial, legal and HR documents for the required duration by law? Has information that you are not entitled to hold been deleted? You can set retention and destruction policies within your Therefore Online document management software according to the specific regulations for each type of document.
Have you any way of identifying what version of a shared document you are viewing, or if, and when, it has been edited by a colleague? Version control of documents is critical, especially for shared information between various people or teams. Our document management system retains and tracks all previous versions, so if a document is altered accidentally or maliciously, the original is always available.
Audit Trail & Anti-Tamper Measures
Do you have transparency and control over who has accessed, saved, shared, printed or deleted any or all your documents? Therefore Online includes a complete audit trail of your document system; providing a comprehensive report on all actions performed with each document. The system verifies the authenticity of documents through a saved digital signature each time they are retrieved.
Are you worried that your company is not fully conforming to GDPR in securing sensitive and personally identifiable information? Therefore Online document management software has been independently and expertly audited to attest that Therefore enables clients to comply with the data protection requirements as per the EU General Data Protection Regulation (EU GDPR).
How long does it take to find a document if you can’t remember where it has been saved?
Canon imageRUNNER ADVANCE DX C57000 range
Wherever you are in your digital transformation journey, our devices will help enhance productivity through:
Access documents from anywhere, in re-usable formats for easy handling.
Simplified Print Management
Allowing you to analyse device usage via centrally managed resources.
With a new paper feeding mechanism and stain-resistant glass, ensuring high-speed, high accuracy scanning.
Efficiently digitise documents with intuitive and automated scan, store and search workflows
Protecting your documents, devices and network with 360° security
Low energy consumption, quiet operation and reduced emissions help improve your office’s green credentials.
Archiving & Retrieval
Documents are automatically saved and indexed using Optical Character Recognition (OCR) to identify into which folder they belong.
Therefore Online document management software offers a secure, hosted solution on Microsoft Azure using geo-redundant datacentres across 4 continents:
Using the Therefore API, we can integrate with third party ERP, CRM and accounting systems.
Analyse and Measure against KPIs
The reporting and analytical tools included in the Therefore document management system enables you to:
e-Signatures & Digital Transaction Management
By integrating with Docusign, the world’s leading digital transaction management provider, Therefore document management system allows you to manage the process of signing documents online anytime, anywhere from any device.
The benefits of providing an end–to–end workflow process for document signature management include:
Enhanced Mobility and Flexibility
The workplace is no longer considered a static location and the need to access documents and information while traveling, working from home or on a customer’s site is essential.
With Therefore Online you can achieve this easily without affecting the integrity or security of your documents or systems. Working from the office or remotely, all data is still stored and retrieved from one single location.
Here are the benefits of using Therefore Online Mobility:
Your Therefore Online document management system can automate core business processes with its powerful Digital workflow engine.
Therefore Workflows allow for:
Document management Systems for Departments
How can a document management system increase the efficiency of your department? SmartOffice can configure and customise Therefore to suit just about any departmental process or requirement, leading to streamlined operations, higher customer satisfaction and increased productivity.
Manufacturing & Engineering
Frequently Asked Questions
Of the many features in a document management system, you need to ensure that it is easily scalable and can cover current and future requirements. It needs to be intuitive and versatile but still simple and easy to use.
Depending on how many users will be required and much how functionality you require, our SmartOffice team can provide and implement an entry level document management system for as little as €95.00 per month on a SAAS (software as a service) model.
For more complex requirements (larger organisations, with many users) the monthly cost could be closer to €1,000. More, if there is a clear benefit to be gained from the more advanced automated workflows we offer. In these scenarios, there would be professional services costs for in-depth discovery and implementation and clients can decide whether to pay this up front or include it in the monthly SAAS instalments.
Document management systems are a way of linking your documents and files with key index data. The DM system can correlate all the different key index data meaning it is very simple and easy to manage, find and retrieve specific document records quickly.
When choosing a document management system, ensure it has:
- Cloud storage and connectivity giving more reliability and redundancy features than a local install which costs more to run and maintain.
- It meets all your needs around permissions and access integration with your other systems and directories like Office 365, Microsoft Azure AD, local AD or Google Workspace.
- Version Control and auditing control of documents, so you never loose or overwrite a document.
- Advanced Full text search capabilities of all documents, meaning you can search for specific text within the documents even if it isn’t captured in the Key index data.
- Full OCR scanning capabilities to help get paper– based document into the system easily.
- Ability to access the system easily and remotely with out the need of additional software or VPNs.
It will protect your company’s important and sensitive documents and keep them secure.
It will control the levels of access to all information as set out by you.
Personally–identifiable information is protected and ensures compliance with GDPR.
Facilitates quick access to information from the office or when remote working.
Supports simplified access when needed by allowing authorised users to quickly search, find, and retrieve documents.
Increases a company’s efficiency by saving valuable time and money.