Business Document Management

Are you storing years of documents because you're just not sure of when it might be needed?

Well 24hr Data Storage has the perfect solution for you.

24hr Data Storage document management and document imaging process enables automatic document scanning, recognition, storage, archiving, retrieval and delivery of all your business documents.

Document management process, or 'paperless office' technology, replaces paper-based processes with electronic procedures, eliminating the printing, posting and manual filing of paper documents.Just image being able to get any document by client of mouse.  Our process and structure enable you email or e-fax documents without having to print and walk over to fax machine.

With 24hr Data Storage tightly integrated and innovative document management systems a company can operate more efficiently. Leaving more time for more work to be done that actually benefits the organization. Our Solution for Business documents, such as invoices and statements, are automatically created, delivered, archived and retrieved.

Document management not only cuts paper, making good environmental sense, it also makes good business sense, forming a convincing proposition for any type of organization.

Our document management solutions integrate seamlessly into all major Accounting and ERP systems and will drive down cost significantly across any organization. Most company see the benefits and saving within less than three months, our document management software is used by thousands of organization in both the public and private sectors worldwide.

For any organization to operate at optimum efficiency, it is essential that its information is securely stored and immediately accessible. 24hr Data Storage is tightly integrated into all the major Accounting and ERP systems - an enterprise-wide document imaging, management and archiving system that will boost productivity and significantly reduce costs.

Outgoing Documents

The Outgoing Document Module automatically archives all documents printed by the ERP system or any other server based system, as well as documents printed through Windows applications on the desktop. 24hr Data Storage compresses and indexes them, archiving the documents securely.

Incoming Documents

The Incoming Document Module compresses, indexes and archives all incoming documents, such as purchase invoices, proofs of delivery, etc. These documents may already be electronic images (e-mail, fax, etc.) or they can be scanned in if received on paper. This applies not only to all business documents, but also allows the electronic archiving of any documents from other sources - contracts, correspondence, product literature, certificates of conformance, credit reports, for example.

Retrieval of Stored Information

Authorized users can retrieve documents from anywhere on the network. There are two main ways to do this:

Automated Document Links

Automatic links can be set up between different document types whilst archiving. For example, once an invoice has been retrieved, just a mouse-click will automatically retrieve any related documents e.g. proof of delivery, quotation, purchase order. Documents can then be instantly printed, faxed or e-mailed. DbArchive can also be configured so that linked documents are automatically sent - for example, a signed proof of delivery is automatically appended to every faxed or e-mailed copy invoice.

Web Enabled

The DbArchive web interface provides full access to documents through a standard web browser. Now everyone across the organization can view the documents they need on the archiving system through an intranet. With just a click of the mouse Sales and Customer Service can see invoices, Accounts can check on goods received notes and PODs. Management Reports can be automatically posted on the company portal.

The XML interface allows tight integration with the latest web-enabled business systems as well as company websites. Once you have given them the appropriate security access, customers can now help themselves to copy invoices, PODs and QA test certificates.

Automated Document Authorization

24hr data Storage Solution provides a new module that enables the automatic electronic routing of business documents for approval purposes. Business procedures are therefore more streamlined and cost effective. A typical example is the routing of a purchase invoice for payment authorization; the invoice can be automatically authorized or sent to the most appropriate recipients for authorization. 24hr Data Storage Solution is a powerful tool for any business, facilitating further time and cost savings.

Annotation

Authorized users can add annotations to documents and send them electronically either internally or externally. For example, a purchase invoice could be annotated with a query and the document link e-mailed to the originator of the purchase order for clarification.

Secure and Flexible

The system is highly secure, giving everyone authorized within the enterprise the ability to organize, store, access, comment on and distribute appropriate corporate information. 24hr Data Storage Solutions is a highly flexible archiving solution, with easy to use search criteria, and eliminates the risk of document loss due to documents being mislaid or incorrectly filed. As the documents are stored electronically, copies can be kept at different locations for total security - something not achievable with a traditional paper archiving system.

Environmental Benefits

In addition to numerous business benefits, electronic archiving contributes substantially to the environment by dramatically reducing the paper consumption of any organization. With the decline in world forestry resources, now every company can do their bit to save the planet, whilst saving money at the same time.