FAQ’s
Info-Organiser Document Managment FAQ’s
Q. Tell me how document management software will save me time and money?
We all know that lost or misplaced files take staff hours of unnecessary time to find. Filing cabinets and filing rooms take up floor space that you are paying rent and overheads for. Printing, photocopying and filing away paper is a boring, costly, time consuming activity that you do not need to be doing anymore. Today’s climate is about streamlined business process – smart business working efficiently. Info-Organiser will have you productively using and sharing your documents faster than any other product on the market, for the best price and with satisfying long term results. Use the money you save on admininstration into advertising and bring in more business, confident that your systems can now handle the extra work – thanks to Info-Organiser.
Q. I’ve been happily paperless and using Info-Organiser for electronic filing for eight years. How is upgrading my software going to improve on the way I manage my information?
Info-Organiser DMS is now available in version 9. This version is built on the latest electronic filing technology advances and that allow you to file more of your documents, even faster than before. You can now speed browse, easily file and retrieve e-mails, customise your screen to you preferred layout and link names. An improved centralized search engine will literally give you thousands of search combinations and you can now save your favourite or most used searches. (Click here to view all the new features). Version 7 and below are no longer eligible for annual support. That means if you are updating computers or adding new licences, you must upgrade to Version 9. To truly experience how Version 9 will benefit you, request a free 30 minute demo.
Q. Why is the goal of a paperless office still so exciting?
As the world continues to move towards improvements in screen size, scanner speeds and online transactions, the paperless office is actually more achievable and desirable than ever. More and more people are realising that electronic filing and online document management is actually
a) easier than manual filing
b) far more productive
c) certainly more enjoyable!
- If you are a healthcare provider or financial planner, compliancy becomes a breeze.
- If you are an accountant or lawyer managing complex clients become easy.
- If you are in manufacturing or wholesaling, having your files where you want them, when you want them can mean making that huge sale or securing that make or break deal ahead of your competitors.
Now that’s exciting!
Q. How will document management software connect me to my docs anytime, anyplace?
Info-Organiser is a complete Australian based solution that offers customer a choice of hosting their documents on their own LAN or WAN with the added security option of using a datacenter hosted services solution. Via the Info-Organiser Online Document Management console, all your documents can be accessed by multiple staff members quickly and securely using the internet – anytime, anyplace. Curious to know more? Ask us to show you how.
Q. I’ve been using paper based filing systems for 30 years, is it too late for me to change?
Congratulations, asking the question means it’s never too late! You will join with the thousands of individuals who used to think it would be too hard to change to a paperless solution, and who now wish they had made the shift to electronic filing years ago. Many of our clients are happy to talk to you about how they made the change and explain why once you take the step you will be so glad you did.
Q. Is Info-Organiser document management easy to use?
Info-Organiser is not only easy to use, it also makes filing fun to do. Our unique combination of colour coded folders, keyword filing and retrieval, plus our i-Link hotkeys simplicity makes it perfect for anyone who dreads the bother and cost of traditional filing. You can link any document (email, word doc, pdf, etc) to Outlook, ACT!, MS CRM Dynamics and more – anything windows based is compatible with Info-Organiser. You´ll also find Info-Organiser to be competitively priced and supported by certified professionals nationwide.
Q. Will I really be productive with document management within an hour of installation?
You really will be! We will give you an hour of training and within that hour you will be scanning, indexing and filing like a paperless office professional! (All you need to do is ensure you have your hardware and internet connection set up correctly to ensure fast installation). Plus our yearly i-Care support service covers email and telephone software support to give you increased responsiveness, value and peace of mind. It also includes all annual software upgrades, ensuring your business continues to benefit from any new and improved features. On-site technical support is also available when you require it at our normal hourly rate.
Q. Can you recommend the right high speed document scanner for me?
For fast and convenient scanning, we recommend a sheet-feeder scanner, available in a range of models to suit every budget and scanning workload. Network scanners can centralize your scanning process and remove the need for a separate small scanner on every desk. With over 12 years of experience in scanning we can quickly point you in the right direction. We also recommend www.scannershop.com.au for an all Australian provider of office document scanners.
Q. What about security of my files, won’t anyone be able to get them from my computer?
Info-Organiser’s sophisticated but easy to use security enables you to selectively choose who has access to sensitive information. Security Groups can be set up to gain and restrict access. Security logs provide detailed access reports. We can also recommend and configure firewall software. With a robust back up procedure your documents will actually be safer from theft, fire and flood than ever before.
Q. Can I share my files on a network and what kind of hardware do I need?
Info-Organiser is multiuser document management software and works seamlessly on a network file server. The powerful database within Info-Organiser is built with Microsoft SQL. Some of our smaller clients use Microsoft SQL Express to begin with. We also offer a Cloud Hosted document solution, if appropriate for your business.
Q. Will Info-Organiser work with accounting software like MYOB or Quickbooks?
Yes, Info-Organiser is compatible with all Windows based accounting products such as MYOB and Quickbooks. Using the unique i-link hotkeys feature can link a stored file to any field in any windows based application. Simply highlight the field, click, and the document is retrieved instantly.
Q. Can Info-Organiser be used as an e-mail archiving solution and link other documents to my emails?
Yes, Info-Organiser provides an Outlook plug-in to move e-mails from Outlook into Info-Organiser. Once the e-mail is within the Info-Organiser database, you can search and retrieve all the associated data relating to the e-mail. eg: search by date, subject or content within the body of any e-mail. You can even search for content within email attachments. This is excellent for ediscovery purposes or when filing emails that relate to more than one project.
Q. Is the software updated regularly?
Info-Organiser is committed to paperless office, eletronic document and knowledge management innovation. Our team is constantly researching the latest developments in electronic data management. Version 10 is currently under development to be released in 2012 including even more of the time and money saving features our users have been asking for. In addition, as updates become available in the current Version 9, they are automatically uploaded and ready for you the next time you open the software.
Q. What if my computer crashes – can I lose everything?
Part of the total Info-Organiser solution is to advise on adequate back up and disaster planning solutions for your business. (Have you ever considered in the event of a flood or fire, how would you recover and replace your existing paper based files?) All Info-Organiser data is stored in one convenient file enabling simple backup routines. Moreover, it´s easy to take a copy of your entire file on the road, to another office or to your home office. For example an accountant visiting his clients no longer has to lug around huge paper files as every file for every client, can reside on a notebook computer or be accessed remotely over a wireless internet connection.
Q. Is electronic filing accepted by the ATO and by government?
As a means to minimizing the use of paper documents, the Federal and State Governments are increasingly encouraging the use of electronic document storage and retrieval. A good example of this is the ´Victorian Government´s Electronic Records Strategy (VERS)´outlined on the VERS website portal.
Info-Organiser meets both Government and industry regulations as ATO ruling TR2005/9 allows you to dispose of Tax Paper work once you have your documentation electronically filed. View and download the ATO´s ruling.