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Managing the information that a company creates and receives has become a key problem. This arises because end users, on receiving documents, now have several choices when it comes to storing them for reference and retrieval. This can lead to difficulties when users need to access information that has been filed by another user. A great deal of time is wasted searching for information - a recent survey estimated that 60% of office workers spend 15 minutes or more per day searching for information that is stored on a network. (Survey carried out by Ricoh Corporation)
There is therefore a clear requirement to manage the document lifecycle in a holistic manner, from input, whether by hard copy or electronic file, through transfer around the organisation via network and internet, to storage and retrieval and finally access, output and distribution.
The solution to the challenge of information overload lies in the efficient deployment of hardware and software throughout an organisation. The networked multifunction document imaging device (MFP), capable of printing, copying, faxing and scanning, has a key role to play in this environment as it brings together the means to cope with information received via multiple media.
Documents received as hard copy can be made available centrally if they are scanned via MFP directly into an electronic document management system, which allows for fast and efficient search and retrieval of information by authorised employees.
 , specialises in enabling customers to electronically archive documents received as hard copy. Zylab creates a searchable database using OCR technology that allows users to simply and easily find their documents by using a full text search. Zylab also enables document sharing across the network, intranet or internet, with access levels that can be tailored as required. This kind of document archiving system is an ideal solution for organisations that need to make searchable information available to employees. It also alleviates the problem of "lost" knowledge by standardising the way that documents are treated when received by an organisation.
Efficient document management represents a major opportunity for companies to make dramatic cost and resource savings.
KLM Digital can advise you on the efficient deployment of hardware and software to produce a document management solution tailored to your organisation's needs.
For more information please call Freephone 0800-195-7443 or e-mail sales@klmdigital.com
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Freephone 0800-195-7443
