What is Electronic
Document Management ?
Electronic Document Management is the
process whereby all documents, paper and electronic,
within an organization are filed, categorized, tracked,
and retrieved electronically.
Why Should One
Invest in Electronic Document Management System ?
Consider some facts about the cost of
document management in a Paper Chase System:
- Professionals spend 5-15% of
their time reading information, but upto 50% looking
- 90% of corporate memory exists on
paper and / or staff computer.
- Staff wastes approximately 30-40%
of their time searching for a document.
- Files contain only paper records
does not contain complete correspondence. Documents
created using Word, Excel, etc. are exchanged
between people but often not printed and filed.
- Of all the pages that get handled
each day in the average office are merely shuffled.
- 7.5% documents get lost, 3% of
reminder get misfiled.
- Companies spend approximately Rs.
20 in labour to file a documents, Rs. 120 in labour
to find a misfiled document and Rs. 220 in labour to
reproduce a lost document.
- On an average paper document are
growing at the rate of 22% or more per year.
- Limited, one user-at-a-time
- Costly, time consuming
replication / backup.
- Number of trips one makes to
copier, printer and fax machine.
Whereas Electronic Document Management
- Office, which is organized and
free of paper flab.
- Saving in real estate space.
- Saves on paper and stationery
costs by online distribution of documents.
- Better movement of and access to
business (paper and electronic Word, Excel, PDF,
- 24x7 secure access to documents
- Improved productivity as the
amount of time spent searching for and recreating
data is dramatically reduced.
- Multiple simultaneous viewers.
- Decreases in human filing
- Searchable database for case
studies, research analysis.
- Instant, inexpensive replication
Electronic Document Management System is useful in
Knowledge is information one possesses,
understand and recall at will.
An organization memory and knowledge is
in the form of memos, correspondence, emails, technical
documents, research data, presentations, financial
statements, and marketing collateral.
Electronic Document Management System
brings all your documents, paper or digital, together into
a common easily accessible, easily searchable
- Finance Documents
- Financial Documents for banks
- Cancelled Cheques
- Directors' ID Proofs
- Collaboration Agreements
- Land Records
- Registration Documents
- Engineering Drawings
- Design Documents
- Old Paper Drawings
- 3rd Party or Outside Agency
- Quality Assurance Department
- Quality Control Department
- Specification Control Department
- Purchase and Accounting Documents
- Sales and Marketing
- Human Resource Department
- Municipal Corporations and Utility
- Building Plan Sanctions
- Sewage, Cable, Block and Road
- Newspaper Clippings
- Medical Records
- Insurance Documents
- Leasing Documents
- Legal Documents
Document Management Made Easy
Doc-X lets you get simple but powerful
document management once only available to the largest
corporations. With Doc-X you can store and retrieve all
your documents, paper and digital, in a single universal
- Create eRecordRoom
Doc-X uses Record Room, Cabinets,
Drawers, Folders Documents metaphor to help you organize
your document library.
This reflects the way information is
stored throughout in an organization: each Department to
have its own Record Room that contains Cabinets with
Drawers inside. Allows user to give meaningful labels to
each Record Room, Cabinet and Drawer.
- Setup Document Pointer
Setup documents' default storage
location. This would guide filing staff to file
documents in the right folder of a drawer in cabinet.
- Setup Stamps
Setup "rubber stamp" and choose stamp
colour. For example, BOOKING FORM, MEDICAL LEGAL CASE,
COURT ORDER, LITIGATION, etc.
- User Access Control
Create Users and Group them under
different functional groups. Grant rights to a group on
Record Room, Cabinet, Drawer or Folder.
Allows disabling a user profile that
is no longer working with the organization to avoid
misuse of those profiles.
- Setup Subjects
Create record room wise standard
subjects. This ensures data accuracy and also speeds up
filing of documents.
- Setup Bookmarks
Create standard bookmarks by record room.
This ensures data accuracy and speeds up document
- eFiling Documents
This lets you combine paper documents
with electronic documents - giving you access to all
your intellectual assets at once.
Allows to file set of paper pages and
electronic documents (Word, Excel, PDF, etc.) under a
subject. This would serve as an index to the folder.
Allows adding new page, inserting a
page, replacing and deleting an existing page.
Allows linking a page with pages
inside the same or different folders. This helps in
quickly going through a complete correspondence.
Allows adding pages in batches for
optimum utilization of time and resources.
Allows putting up to 3 stamps, in a
user selectable colour, on a folder.
Allows putting up to 3 stamps on each
document that is filed in a folder.
Add noting on each document that is
filed in a folder.
Bookmark a page.
Annotation Support: annotate text, use
highlighter and draw rectangle on scanned documents.
- To-do List
Enter 'To Do' list and assign it to a
user who is responsible for doing it. To do list
optionally can be attached to a folder.
- Contact List
Enter business card details, and find
contact details at ease.
- Retrieving Documents
Storing documents efficiently is great,
but the real benefit of a document management system is
evident when you go to find and retrieve documents.
Doc-X uses both indexed text and attribute information
to allow you to quickly locate any document.
The indexed text search lets you do an
"Internet Style" text search on folder name, subject and
noting, for a document. Combine indexed text with
attributes (eg. folder date, document date, file name,
bookmark, stamp, etc.) searches.
Once a document you are looking for is
retrieved, you can view all the pages of the folder in
which that document is filed.
Supports standard image operations
such as Zoom-in, Zoom-out, Contrast, Rotate, Invert,
Flip, Mirror and Negative.
You can e-mail a document as an
attachment. Doc-X creates a zip file of selected pages
before sending an e-mail.
Allows printing of a document.
Simple but powerful options are available
to maintain voluminous record rooms.
Start with available disk space and
add higher disk capacity as the volume increases. Users
continue to file and retrieve documents without knowing
any changes carried out.
Files that have become old and are not
required online, can be archived and stored off-line.
However, Doc-X continues to maintain archived files'
attributes online to include those files in search