Introduction

Your Electronic Filing Cabinet is awaiting you.

Storing physical document is an expensive business, it either occupies a part on your premises which cannot be used for something else or you have to rent external storage. Next to that, imagine the cost for retrieving a document... it is either a long process of approval and then finding the right document in the right archive box. You easily spend an hour doing so (if you exactly know where to search for) or even more.

If you are still storing physical documents, then you are in for some decent cost reductions. Scanning documents and storing it electronically is a job easy done, however making these scanned documents searchable is a different story
An online archive/backup is quite often just that. There's no reference whatsoever of the information within the document and a full text conversion of the scanned documents quite often does not give what you need either.

The A-Vision document filing system is a web based document storage solution that files documents and gives you the ability to add META data to each of your documents. Each document will automatically have the document type, date and title as default META data, this makes sure you can find documents by type, date and/or title. Then there is specific document type dependant META data. For example invoices may have the invoice total and supplier/client as META data whereas project related documents may use a project number as searchable META data.

Now we have all these document META data available why stop with only making it available for searching?
With scanning incoming documents on a daily or weekly basis you can make these documents available straight away within your whole company. Add a document approval workflow to it to assure the right information will be added to the documents.


(NOTE: The document filing system is NOT an archiving/backup system).

The A-Vision document storage system supports different ways of adding documents.

• Via upload
  Uploading a document via the Internet browser is to most common way of filing a document to the system, however depending on the used browser this is quite often a slow process while not every browser allows multiple documents to be uploaded at the same time.
• By email
  Simply adding documents by sending an email (with the document attached) to the document filing system. This can be to email addresses to nominated users on the system or to a general email address.
• Via FTP upload
  An automated process for adding documents via FTP will help you streamlining the process even further. Many modern scanners support scanning to an FTP location which will make adding documents really easy.
• Via a shared folder
  Using a shared folder on the server system for adding documents makes adding document even easier. Everyone knows how to copy a document to another drive or folder.

Integration with a third party will hugely extend the usability of the A-Vision document filing system. Think for example an integration with the XERO online accounting system to retrieve supplier and client information to assign to META data fields. But also to automatically generate XERO AP invoices when they are added to the system and META data is assigned to it (or even part of the document approval workflow).

This document filing system is currently in development and not yet ready for release. However, if you are interested or want to have your say, please don't hesitate to contact us for more information.