Document Management System with Autonomy iManage

At Autonomy iManage we spent years into developing a Document Management Solution that helps businesses to overcome the day to day challenges mentioned below. iManage is an effective solution that lets you manage any document within your organization and share it or don't share it with users or group of users.

The staff in an organization searches for information, acts on it, moves it and archives it every day. This process, with its manual searching, faxing, photocopying and distribution, is costly and time-consuming. The inefficiencies of this process divert your staff from the crucial business of making productive use of the information. Document management solutions with an automated workflow component deliver more efficient work processes. An effective solution reduces costly paper handling with intelligent document routing and saves time and money by reducing photocopying, hand delivery and repetitive dragging and dropping. A quality Document Management solution doesn't treat your staff as stations, but as responsible workers whose time is better spent on more productive tasks than making copies.

Your organization generates large numbers of paper and electronic documents. As your business grows, so do files, and so does the time and effort required to manage them. Document management solution revolutionizes the management of information and provides the ability to rapidly find, retrieve and share all the documents in your repository. This section will provide you with more information on what digital document management is and how it works, essential components of an enterprise-level digital document management system and the technical issues you must consider.

The process of digital document management begins with the conversion of paper or electronic documents into digitized images or files. These images can be easily organized and quickly retrieved, indexed and archived. When files are scanned or electronically converted, a high-resolution digital copy is stored on a shared server. Templates, or electronic index cards, can associate information, such as author, reference number, date created or key words, with a document. Files can still be viewed, printed, shared and stored. Which documents users can read and what actions they can perform on these documents depend on the level of security that the system administrator has assigned to them.

Although all document management systems provide the basics of scanning, retrieval and display, when it comes to implementing a document management solution in the real world, system essentials extend far beyond the basics. iManage Document management system and pdfDocs is designed for multiple users and it meets more stringent requirements to manage high volume of documents or multiple office locations.

Three-fourths of executives say that information is their organization's most important asset. Ensuring that this information is readily available to the employees who need it is one of the major challenges for today's executives.

Autonomy iManage enterprise-quality digital document management system is uniquely positioned to help you solve the problem of helping employees quickly search through thousands of documents in order to pinpoint the information they need. Many employees use search tools that are nearly identical to commercial search engines designed for use with the Internet. Although these search engines are efficient at helping consumers find information like Web pages of retailers selling a certain product, they are not geared toward the specialized searches necessary in many business environments. Most commercial search engines only support basic keyword searches. The user types in a word or phrase, and the engine returns a group of matching documents. Typically, the engine ranks results according to its own logic; depending on the user's needs, this ranking system may or may not be helpful. Often, users must spend a significant amount of time sifting through the results in order to find the information they're looking for. The document management system - iManage, makes it easy to find what you want when you want it. Retrieval of relevant documents should be fast, easy and efficient, with multiple methods of indexing (categorizing)information. Indexing allows users to quickly sort large volumes of data to find the right document. Whatever the combination of indexing methodologies, search methods need to be easily used and understood by the people who retrieve the documents, as well as those who file them.

Listed below are few primary ways of indexing files in our document management system:

1- Full-text indexing, or indexing every word in a document.

2- Template fields, or indexing through keyword categories of documents.

3- Folder/file structure, or indexing by associated document groups.

Retrieval is where the quality of the indexing system is most evident. Some document management systems let users search only by indexed keywords, which requires a person to know how the document was categorized and what template fields were assigned to it. A powerful indexing system will make it possible

for users to find any document based on what they know, even if that amounts to no more than a word or phrase within the document. The more a document management system adapts to an organization's existing procedures, the less upheaval and training are involved for users of the system and the greater the likelihood the system will be used on a regular basis. pdfDocs is also a kind of software helpful for PDF document management.