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Electronic Document Management

At Printnet, we are here to help your organization efficiently capture, distribute, store, and manage your documents and data, using our online electronic document management solution, dokNET®.

Some of dokNET’s immediate benefits include:

  • Instant access to all of your documents from anywhere with an Internet connection.
  • A secure, centralized location for all of your information.
  • Boosted productivity and enhanced customer service.
  • Ensured compliance with government regulation through permanent online document storage.

 

Today’s documents come in the form of both paper and electronic. An invoice that comes in from a vendor in the mail is obviously a paper document that can be read and actedupon. However, that invoice probably started with an order from your business. That order might be an electronic record in the accounting system. Now we have two related documents that need to be kept together for reference, yet they are very different in how they are stored. And this is just a simple example.

We could have complicated the example by adding a delivery receipt, an acceptance document, or even a contract. Again, all these documents could be in different formats or different systems. Worse yet, they might be in different departments. A contract might be stored in a file cabinet in the legal department. The delivery receipt could be at a warehouse or on the loading dock. The acceptance could be at the functional department that finally received the order. Now we’ve added different groups of people who may be in different physical locations.

Here’s the question: What if something was wrong with the order? Where do we find all the documents so we can review the contract, look at the delivery ticket to make sure all the materials were delivered, look at an acceptance from the department, look at the invoice and determine if we paid it? Without all of the documents, it can be very time consuming to resolve an issue. Not only does this take away valuable time from multiple people in your organization, think of what was not being done while your staff is looking for documents.

A document management system can be used to capture and organize all of these documents into easy-to-find electronic documents. The paper documents could have been scanned into the document management system. The electronic records could be either stored in the system or pointed to from another system. A document management system has the power to tie these documents together.

The documents could be indexed by department, vendor, purchase order number or any other concept that makes business sense to your organization. Unlike folders in a file cabinet, document management systems store documents in electronic folders that can be indexed by multiple pieces of information. This gives users the ability to search and retrieve documents based upon different criteria.

With a document management system, gone are the days of lost documents because they are all in one secure central electronic repository. Also gone are the days of wasted time because multiple people are retrieving documents from various locations and multiple file cabinets. With a document management system, the documents are immediately retrieved for the person looking for information. This not only makes them more productive for that one task, it shifts the focus from the document retrieval to solving the original issue.

 

We in Printnet are experts of elektronic document management. With 10+ years of industrial and public sector experience our team can work out a perfect document management solution best tailored for your company. Contant us, and ask for a quote, or access the dokNET’s subsite to get more about our solution, and try out the software online. 

 
 
 
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