The business case for document management broadly falls into two areas:

(i) increased efficiency and cost savings; and
(ii) enhanced security and process control.

Storing documents electronically means that the need to manually distribute or copy paperwork is eradicated. What’s more, information is instantly available - so staff spend less time searching for documents - and information is made available to the business in a secure and tightly controlled manner.

The benefits of storing incoming documents electronically are well recognised and include:

Increased Efficiency and Cost Savings:

• Time spent filing, distributing and photocopying is dramatically reduced.
• Full Integration with your procurement or accounting system allows finance users to view documents at the press of a button
• Less floor space is taken by filing storage and costs associated with office consumables such as copier paper, filing products & storage are noticeably reduced.
• Search and display facilities from any location via a standard web browser mean staff outside finance can now access information

Increased Security and Compliance:

• Better security - only staff with the relevant authority can access documents.
• Legally admissible, fully auditable and acceptable to the authorities.
• Enhanced disaster recovery position with fall back servers and backups

How does it Work?

Intelligent Scanning and Linking: Kollecta Document Management is a unique offering that includes tight integration with leading systems including SunSystems, Vision, IPOS and ProActis.
The solution works with any quality scanner and includes intelligent OCR (Optical Character Recognition) technology that enables automatic indexing during document scanning. A variety of scanning
and indexing techniques may be used.

The automated process is shown in the diagram below:

Step 1
Incoming documents (e.g. invoices) are coded in the usual way. A bar-code sticker is adhered to the first page of each invoice. The barcode number is entered alongside the coding. The data is typically held in a user-defined field.

Step 2
Invoices are later scanned. The scanning software automatically recognises the bar-code number on the image and searches for that bar-code number in the database. When found, the document is automatically ‘linked’ with the procurement or accounting system.

Step 3
Thereafter the document can be viewed by selecting the ‘Display Images’ button or, for non-finance users - via a standard web browser.

This process is inherently robust - and it’s scalability means that whether your business needs to process 1,000 or 100,000 invoices per annum this can be easily and cost-effectively managed.