How did we get anything done before email? Emails are a critical communication method in any business. Info-organiser Document Management has designed a simple yet powerful Outlook interface that allows for easy and fast archiving of emails.

You can archive one email at a time or select multiple emails. You can even automate the process and have Info-Organiser set to automatically archive your emails.

Finding the email you need.
Searching in Outlook is slow and frustrating. Subject lines can be misleading and spelling variations can mean the email you want isn’t retrieved.

Info-Organiser solves this by capturing all the email Meta data. Any of this data can then be used so to search for and retrieve a specific email or group of emails.

Email Archiving FAQs

What versions of Outlook are supported?
We support Outlook 2003, 2007 and 2010

Does Info-Organiser save attachments?
Yes, attachments are saved at the same time as the email is saved. There is even an option to view attachments as separate files by updating the attachment setting within Info-Organiser system admin.

Can the text of an email be searched?
Yes. With Info-Organiser .msg filters can be install that allow for full text searching.

What happens to my emails once they are filed within Info-Organiser?
Info-Organiser allows for two options. You or your system administration sets the preference in the admin settings.
1. A copy of the email is taken and filed into Info-Organiser leaving the original in your inbox.
2. The email is moved directly from Outlook to Info-Organiser. This option will then delete the email from your inbox.

Will using Info-Organiser help increase the speed of my Outlook?
Yes. Keeping emails in Outlook will slow down it’s speed and performance. Moving your emails into Info-Organiser ensures your Outlook file stays light and fast.

Can I add my own indexes to emails?
Yes, you can add your own user defined indexes. This feature allows you to search for an email by either User Defined or Outlook Meta – or a combination of both. The benefit is that you have unlimited search options, which you can narrow down to the finest of details if required.

Request a free demo today and put an end to missing emails.

The frustrating early days of slow flatbed scanning and paper jams are over forever. It’s time to retire your photocopier, recycle your fax machine and ditch your stapler – document scanning is now faster, easier and here to stay!

Your seven steps to document scanning success!

1. Smile while you Scan

Pat yourself on the back as you think about the money, time, space and paper you are saving with every scanned file.

2. Use scanner friendly stationary

Donate these to charity: Replace them with:

ALL staplers in the office – Paperclips, bulldog clips

ALL dark highlighters in the office – Light coloured highlighters

ALL dark post-it notes in the office – Light coloured post-it notes

Plus get good quality staple removers for everyone in the office, (they’ll need them for all the stapled docs that arrive from those not yet initiated into your scanner friendly world.)

3. Invest in hardwearing hardware!

Upgrade your document scanners and scanning software to increase speed and efficiency. Today’s document scanners are sleek, affordable and easy to drive! Find yours at www.scannershop.com.au

To ensure fast scanning at high resolutions, install extra memory in any computers that need it.

For continued quality scanning, change your scanner parts yearly or more frequently depending on use. Info-Organiser can source scanner consumables for most models plus arrange a professional on site clean and service of your scanners. Consult your user manual for more cleaning tips.

4. Psst – systems are sexy!

Nothing makes an office purr better than an efficient system. Decide on a regular scanning system – who, when and where – then keep to it!

• Schedule system and software training for staff and remember any new staff will need to be caught up.
• During high document scanning periods (eg: end of month, tax times, yearly archiving) use a temp agency or casual staff (uni students are great) to help lighten the load and book ahead for the same temp whenever possible.
• Decide on a policy for how long to keep scanned documents before destroying them.  Invest in a paper shredder or set up a secure document destruction account with a reputable company.
• Encourage your suppliers and clients to support your new systems by becoming paper free as well!

5. BACKUP your scanning!!!

The last thing you want to do is re-scan hours of work due to your computer crashing unexpectedly.  So … set up a secure file backup system for all your files and do it today!  (Talk to Info-Organiser or to your IT company to discuss your best option).

Do you keep forgetting to backup?  Here are some suggestions:

Use your appointment software to schedule an appointment reminder with yourself to backup – or place a desktop post-it note on your screen – or tie a string to your little finger, but do something!

Check if your scanning software or backup software can be configured to run auto-backups.

Depending on your volume you may need to back up:

• After every file
• Every hour
• Twice a day (eg: before lunch, at end of day)
• End of each day (this is the absolute minimum)

6. Security is essential

Ensure you keep a copy of your backup in a secure, fireproof place overnight. If you back up to a usb, disk or cd then invest in a fireproof, waterproof safety tin to store it in.  Or have you data hosted via the web in a secure data centre – us ask how.

7. Expert support – everybody needs a bit now and then!

Info-Organiser Document Management Solution is best priced, secure electronic document software with over 10 years of experience. Ask the Info-Organiser expert team how to completely solve your scanning and document management needs.

Scannershop is an Australian owned one stop online shop for all your document scanning needs. Benefit from over 10 years of scanning knowledge. We hope you enjoyed these seven steps. www.scannershop.com.au

Transform that ugly pile of forms from a loathsome toad to a handsome prince with the best forms processing software available.

Here’s how FormStorm Enterprise delivers your total forms processing solution:

FormStorm Enterprise uses OCR, ICR, OMR, barcode recognition, form classification, form recognition, unstructured form recognition and invoice recognition – to capture and enter data from paper to databases – with record savings of time and money.

You can apply OCR, ICR, OMR barcode reading to any known form (for structured reading), or forms of varying layouts such as semi-structured or some unstructured forms).

Use the easy entry starter package to handle low volume, or scale up to process any volume – even hundreds of millions of forms, easily and accurately.

Automate your invoices too! FormStorm Invoices has a full bag of tricks for fast invoice processing without you having to lift a finger (except to hit enter every now and then!).

FormStorm Enterprise will soon become the new hero of your office. Contact us for a free online demo.

Edison has it one – in today’s online world, bulky and costly onsite servers can be pure waste for your business.

Virtual Servers are the ideal thrifty and limitless solution for your business if you want all the functionality of an on-site server without wasted space, the upfront investment and the continued service fees.

Virtual Servers are secure, keep your data safe, are a ‘green’ solution and allow you to cashflow your IT investment monthly.

Plus Info-Organiser works beautifully on a virtual server setup.

And the price? The amount of data you need to host will determine the once off set up charge and your monthly service fee. Various packages are available to suit your budget.

End waste today – for a tailored quote contact us today.

We want your experience of using Info-Organiser to be as simple and relaxed as possible. We have developed our yearly i-Care support service to give you increased peace of mind, responsiveness and value.

Let’s face it, as much as we wish it were so, there is no such thing as the perfect computer and occasionally things do go wrong. Subscribing to our i-Care Service Programme will ensure that we will be there for you in those times when you most need it.

To find out more read the full section under the i-Care tab or contact uus today.

It’s a basic fact of business that the wheels of your administration need to be well oiled to keep turning.

Today’s oil is automation software and FormStorm Invoices will keep your administration processes flowing with ease.

You will be processing your own invoices within minutes from installation, without any customisation.

Simplicity with Accuracy
Based on technology used widely around the world, and offering unparalleled simplicity to operate, FormStorm Invoices is everything you expect – easy to install and simple to operate. The accuracy and speed will result in very happy people in your office.

FormStorm Invoices EX packs tools to ensure

• data accuracy of key fields

• strong emphasis on reducing false positives

• intuitive and fast processing.

The result is a truly off-the-shelf, powerful, fast and accurate system like you have never seen before.

The FormStorm 3 Level approach provides you ultimate functionality.

Level 1 – Template Matching
This is the standard process whereby an invoice will be matched to a template which has been uploaded to FormStorm as part of the Setup process.

Level 2 – Autoform
With Autoform, template creation is done during the Verify process instead of at setup. (The only elements defined during setup are the forms and the fields). Once complete, all the invoice data is captured. When a similar invoice is presented, it is instantly matched to the template and simply processed in the standard template matching process (as described in Level 1).

Level 3 – General Invoice
For advanced processing of invoices where there is no template present, FormStorm will automatically find the required fields, using OCR to locate labels such as ‘Invoice Number’, Invoice Date’ etc, and to find the appropriate data corresponding to that field. Simple!

1. Ensure the Info-Organiser plug-in is installed in the Outlook toolbar (refer diagram below).
   If not installed then consult your IT provider or install using the following link:

Microsoft Office Addins (Office: Word, Excel, Outlook 2000-2010)

http://mail.info-organiser.com.au:999/IOOfficeAddinDownload/InfoOrganiser8OfficeAddins.zip

Note: the above picture is Outlook 2007.

2. Select the email(s). Multiple emails can be selected by holding the [SHIFT] key or [CTRL] key.

3. Choose Copy Direct or Move Direct

a. Copy Direct takes a copy of the email and the original remains within your Outlook folders

b. Move Direct moves the email from Outlook to Info-Organiser, deleting it from Outlook

4. Choose the folder to file the email and then index the email. See picture below.

5. Once completed click the SAVE icon. All metadata is now captured and searchable.

Searching for Emails

All email metadata is captured by Info-Organiser. This metadata is then available for searching.

Refer Search Screen Example below:

The Info-Organiser search engine supports your filtering search queries by options such as adding fields and using the AND, OR or NOT feature:

Previewing Emails

Emails can be previewed straight from the search screen for fast selection.

The advantages of Index generated file names are:
a. Ensures that the file name follows a consistent methodology for file naming. Most businesses, unwittingly, have inconsistent protocols for naming files plus file names can vary from person to person. When a new person joins the organisation, searching for files can create chaos and sometimes involves guess work and mind reading. An example of this was when we implemented Info-Organiser at a Financial Planning Practice, a simple commonly used term was ‘Superannuation’. However filing was done using variations like: Super, Super Ann, SA, etc, making a search frustration and time consuming. Having one term that everyone is guaranteed to use removes this problem.
b. Saves time repetitive typing as predetermined Indexes are selected by an easy point, click and choose from a drop down menu. No more guess work or inconsistencies.

c. Unique to the Info-Organiser system, Indexes create virtual ‘smart folders’. These folders and sub folders are able to be browsed instantly. You can change your folder tree view by changing the Index type. This will re-arrange your folders in seconds and present your documents to you in a new folder view. Further this ensures all document are never filed in the wrong folders or sub folders.
Plus individual users are able to adapt the folder view to be relevant to their specific area or preferred structure.
2. Indexing is linked to Searching. Info-Organiser DMS allows for all indexes to be searched. Indexes can be added to refine searches function by adding index search criteria.

A) Start with the END in mind.
That is start with the logical ways that you will retrieve your document. EG: in an Accounting Practice, the structure was that the Client Name is always the primary search. Of next importance is the tax year, followed by the document type and then the date, finally the ASIC Details. Hence the index structure was created as follows:
Index 1= Client Name
Index 2 = Tax Year
Index 3= Document Type
Index 4= Document Date
Index 5= ASIC Details
Also, Info-Organiser DMS allows you to add notations in the Document Summary and this is used to add specific details about the document. Notes in the document summary are also searchable. This is kept as a free form field to cater for all types of variations.
B) Keep it simple and manageable – Start with less indexes. Most business that I have consulted to use between 5-7 indexes. Too many indexes can make it onerous on the team and only create confusion. As you learn to use and rely on the search function you will discover that more than 7 indexes is unnecessary.
C) Continuous Improvement. Hindsight is a wonderful teacher! Info-Organiser DMS administration allows you to add additional indexes at any time. Indexes can be merged, delete and redefined so if you change your mind you can easily implement this change to the entire file.

Pulse Can

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Developed by business people for business people, Pulse speaks your language and understands your world.

Pulse delivers accurate facts and data when you need it to give you control over your entire business.

• Customer Relationship Management
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Learn how your SME will ‘Profit with Pulse’ during a free product tour.

Restart your business today – Profit with Pulse.

Features

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Pulse can combien with Info-Organiser as a seamless business process solution for your business.