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One of our clients was evaluating their document storage management options. The available options started at $25,000. When they came to us, we started looking at what they needed and expected from a storage solution.
What we found was simple. They needed to keep their files in an easily accessible format, and increase the efficiency of their filing and retrieval process. They needed all this within a $5,000 budget.
We decided to develop a solution. The result -- eDSM.
Download the ROI calculator to see what a paperless office can do for you.
Under their existing manual filing system an employee would have to create a file folder with color-coded tabs for each new client, then take the folder to the file room, properly locate and insert the file into their cabinet system. To retrieve a file they would take the client information, place them on hold, or ask to call them back, then go back to the file room and locate the file.
Under perfect circumstances it would take several minutes to either file, or locate a file. However, if another employee had the file, or the file was accidentally misfiled, then the retrieval time could result in lost business.
We built a system designed around a virtual four drawer file cabinet. The software is designed to access server based storage such that a client can use an existing server, or add an inexpensive SAN to their network. We also determined that most offices had an existing all-in-one device (network accessible Fax, Scanner, Printer). Our system simply requires that the client have a device which can scan documents to a disk location, either unique to each network user, or to a common network location. No more getting up and going to the file room employees stay in their seats working.
To provide access finger prints we added the “FolderNotes” option, which automatically stamps each folder with the username, time and date of any access. The user may also add additional notations to identify the purpose of their access. By using the pdf reader from Foxit, and the freeware program “Stickies”, the user may add comments within pdf files, and popup notes attached to file folders.
The client controls the configuration of each drawer of the file cabinet. When a drawer is defined, the client indicates what sub-folders will be automatically created each time a new client is added. These auto folders may be changed at any time by the system administrator.
When we initially installed the software, we imported over 2,500 existing clients into the system. Finding a client requires less than 5 seconds. If one employee opens a folder, another employee may still access the folder, and see the access notes of the other employees.
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