Document Archiving White Paper. Secure. Accessible. Reliable

Transcription

1 Document Archiving White Paper Secure Accessible Reliable

2 Table of Contents IS THERE A SIMPLE WAY TO ARCHIVE PAPER DOCUMENTS ELECTRONICALLY?... 3 HOW IT WORKS... 3 WHAT PROCESSES CAN YOU AUTOMATE?... 6 OTHER METHODS TO IMPORT AND ARCHIVE FILES INTO DOCUMENTMALL... 6 LEARN MORE... 7 ABOUT DOCUMENTMALL... 7 DocumentMall Security White Paper

3 Is there a simple way to archive paper documents electronically? Many businesses struggle to improve their current process for archiving and retrieving paper-based documents. Current processes are typically very manual and time consuming, and therefore costly. Retrieving a document can be especially frustrating when it is stored in a different physical location. File cabinets take up valuable space and do not provide adequate security for confidential information that is often contained in paper documents. Maintaining paper-based documents burdens businesses with significant hidden costs in terms of efficiently accessing the data contained in them. DocumentMall addresses these issues by providing electronic document archive options where a business can consolidate both paper and electronic documents. How it works Paper document processes are necessary to many businesses. Using DocumentMall does not require every aspect of the business to go paperless, but it does embrace paper workflows and offers a more intelligent and efficient method of storing, organizing and locating important documents. Scanning options, such as the Barcode cover-shee, contains indexing data to categorize the final contract for easy retrieval. MFP touchscreen display (with DocumentMall browser) enables scanning documents directly to DocumentMall. 3

4 Paper documents received during the course of business (for example a signed contract) can be scanned and securely uploaded to DocumentMall by using a compatible scanning device such as an MFP (multifunctional printer, copier, scanner). MFP touch-screen display (with DocumentMall browser) enables scanning documents directly to DocumentMall. During this process you can index the documents. Indexing allows you to assign data about the document so it can be retrieved quickly at a later time. The indexing of scanned documents is accomplished using a barcode coversheet which contains the indexing data for each document scanned. For example, you might want to categorize all your Final Contracts and additionally use Customer ID to describe the contracts being archived. This can vary according to the needs of the business. The scanned documents are automatically converted to electronic files (such as PDF and other formats) and stored on documentmall. Barcode cover-sheet contains indexing data to categorize the final contract for easy retrieval. 4

5 Once a document is stored on DocumentMall, users can log-in using a web browser and search for the documents they need using the index data or view documents in a familiar cabinet and folder structure. Authorized persons can download needed documents or the documents from DocumentMall to another person. DocumentMall is secure and yet makes it easy to control who has access to information and what they can do with the files. Search for contracts in DocumentMall. People in different locations can retrieve files from DocumentMall as long as they are granted access. Users don t have to be on the corporate network, so it is an ideal solution for granting access to documents by authorized third-parties. Unlike a file cabinet where only the cabinet can be locked, DocumentMall lets you control access down to the document level and auditing capabilities produce detailed records (an audit trail) on each document as well as the entire account. Authorized user can browse cabinets for contents in DocumentMall. 5

6 What processes can you automate? Filing of customer records, applications, contracts, signed forms, invoices, agreements, and more Reduce the expense and inefficiencies of storing and retrieving paper documents Eliminate the time to copy, fax or ship documents to other offices Reduce or eliminate overnight delivery costs Archive incoming faxes as PDF files in DocumentMall Other methods to import and archive files into DocumentMall The DocumentMall Barcode Separator sheet, mentioned earlier, is an ideal method to scan and index small quantities of paper documents. In those cases where large volumes of paper documents are to be scanned and indexed, 3 rd party front end capture solutions are available. These solutions are software compatible with DocumentMall s Upload Agent. The DocumentMall Upload Agent provides high-volume input and automates the process of getting scanned documents into DocumentMall for storage and retrieval using advanced search. Used in conjunction with a scanner or MFP and document capture software the Upload Agent provides reliable and secure transmission of large batches of scanned documents and XML metadata to a DocumentMall account and provides upload process monitoring and management. 6

7 DocumentMall Replicator is another option to upload and archive files from a PC, share drive or server into DocumentMall. Replicator does not index files, but it does allow users to upload files into DocumentMall in large quantities. Replicator also allows users to transfer files from DocumentMall to a PC Learn More DocumentMall is a scalable solution so you can start small and expand the service as your needs grow, or we can help you configure a DocumentMall solution that can handle the needs of your workgroup or entire enterprise from day one. With DocumentMall s on-demand solution, there is no equipment or software to buy - you simply subscribe to the service to use DocumentMall. Visit for additional product information. About DocumentMall DocumentMall is a service of Ricoh Americas Corporation and is sold and supported by Ricoh Business Systems direct sales forces, Ricoh s Network Services Group, as well as a nationwide network of independent Ricoh, Savin and Lanier dealers. DocumentMall has delivered on-demand document management services to customers since