Document Management Defined:
The computerized management of electronic as well as paper-based documents.
Document management systems generally include the following components:
- An optical scanner and OCR system to convert paper documents into an electronic form.
- A database system to organize stored documents.
- A search mechanism to quickly find specific documents. It's really all about retrieval!!
Document management systems are becoming more important as it becomes increasingly obvious that the paperless office is an ideal that may never be achieved. Instead, document management systems strive to create systems that can handle paper and electronic documents together.
In the broadest sense, document management is any system of filing, storing and accessing documents. But statistics show that traditional paper filing systems waste staff time and office space.
According to IT guru, Kevin Craine, documents claim up to 60% of office workers’ time, and account for up to 45% of labor costs. A study by Gartner corroborates those figures and adds that one quarter of all paper documents are misplaced and never found.
That's why more and more businesses are going paperless. When you can access, edit and share information via e-mail or fax, directly from your computer, you’ll wonder why it took you so long to make the switch. And not only is a paperless office more efficient and good for the bottom line, it’s good for the environment.
Brown & Meyers offers solutions for every aspect of document management, from our state-of-the-art scanning bureau in Westbrook, ME to our inhouse or online document management solutions. We'll make your digital conversion painless and help you adapt to the nuances of a paperless office.
Ultimately this will save our company time, but consider too, that these solutions can save precious square footage now occupied by file cabinets, boxes and other costs associated with storage.
Your organization may also be at risk of fines, perhaps even criminal liability if Federal and State regulations are not complied with by all members of your organization. Our solutions have been successfully adopted in a wide range of regulatory environments, from Sarbanes Oxley to FDA, from HIPAA to State records management acts.
Email messages and attachments can also be stored for easy retrieval with our PaperVision Message Manager. Read more about our Email Archival.
As a turnkey provider of document management solutions, Brown & Meyers can 
also assist you with:
- Advanced Indexing Software
- IT and Networking Solutions
- Document Scanning Equipment
