The Evolution of Document Management

There are lots of reasons why a business looks to replace their existing document management system. Currently, you might be using a paper-based filing system making use of cabinets and off-site storage or an electronic-based system using Windows folders, or even a purpose-built software package used for the search and retrieval of scanned images, PDFs, email, Word documents, etc.

Replacing these systems can be a daunting task. An alternative may have already been tried, but for various reasons it failed to deliver what was expected; wasting time and money and making a further replacement a reluctant uphill struggle within the business.

Why Choose Volume?

Designed to improve productivity and reduce cost in business, our document management software; Volume, offers a different approach to the usual, and more traditional, software functionality. A simpler view is presented, making training intuitive, and user acceptance an easier process, overcoming the main hurdles of implementation.

The application and adoption is an uncomplicated process. Typical administration training usually takes around an hour. Users are trained in less time. Full system rollout to the business and its operations is up and running in a matter of days, not the usual weeks and months which people have grown accustomed to.

Volume Anywhere

Volume Anywhere allows you to take selected files out of the office in a password protected, read only format on most media including CD’s, flash drives, laptops etc. This data can have an expiry date built in for added security. Volume anywhere is an integral part of the software.

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    Frequently Asked Questions

    Answer

    There are two costs involved: an initial capital cost to install, train and set-up the system and a monthly user license fee, based on concurrent connections to the database – the affordable way to manage documents and make the shift from paper-based solutions.

    Answer

    Yes. This can be done either via a USB (memory stick); where you can make a read-only copy of selected client files to take away with you.

    Answer

    There are two options available, both of which are free of charge:
    The first option is to use the database ‘Dump’ option found in the system setup. This will produce a series of folders, one for each file/client containing all their documents in whatever format they were originally stored in, such as TIFF, JPEG, Word, Excel, PDF, Emails, etc.
    The second option is a royalty free license to use the software in a single user read-only mode.

    Answer

    Yes – all actions taken in the software are audited and tracked by the user’s login details and all data is stored inside the database, not held in Windows files. For data hosted outside the office, we conform to the internationally recognised standard for information security management; ISO27001.

    Answer

    Yes!Volume provide all the tools you will need to be Popia Compliant.

    Functionality

    Ease of use is vital in collaborative document management. The logical and unique way documents are held in Volume, both locally or in the cloud, are what makes the application and adoption process straightforward. There is no need to create multiple indexes which can be prone to error. Indexes can include the document’s title, description, category and any additional information. Entering or selecting incorrect indexes means the document can prove difficult to locate in the future.

    Volume resolves this problem by treating electronic documents just like paper. Files are held in a predefined structure. The structure is laid out in a standard and familiar way, bespoke to your business, where file elements are separated into tabs and rows. Compare a tab to a file separator in a paper file, each one containing plastic wallets or dividers. Paper is grouped and separated again in the same way a paperclip holds paper together. All held in chronological/alphabetical order and accompanied by a system-wide word search, enabling the fast and efficient finding of a document.

    THE MOST UNIQUE DOCUMENT MANAGEMENT SYSTEM IN THE COUNTRY.

    Volume is the only document management system that offers index free filing, giving you paper-like flexibility with enhanced digital capabilities like OCR.

    Microsoft Office integration

    Automatically capture and store emails, Word and Excel files. Capture mail merge documents as they are generated in Word and store automatically. Hold all Word and Excel amendments using automated change control. All this without the need to index. Automatically capture and store emails, Word and Excel files. Capture mail merge documents as they are generated in Word and store automatically. Hold all Word and Excel amendments using automated change control. All this without the need to index.

    OCR searching

    Automatically file quicker. With full OCR and text search capabilities, Volume automatically identifies words, phrases, policy numbers, dates, etc. within document images (TIFFs & JPEGs), PDFs, Word, Excel, emails and most electronic file formats; making searches quick and easy.

    Tutorial

    Training videos streamed direct to your desktop
    ‘How To’ training video links are available from all screens, linking to either short informative training videos lasting a couple of minutes, or Knowledgebase documents with easy-to-follow picture guides.


    Convenient 

    You will love Volume so much you won’t want to go back to filing the old way.

    Data imports

    With many years of experience, we can import documents from almost any data source. These include existing and defunct document management systems, data stores, on-line data repositories (Amazon for example), Windows folders and Outlook. Our expert software technicians make the transfer quick and easy, with test imports available free of charge.

    Locked recycle bin

    Documents can never be deleted from Volume Should a document be deleted, it will go into the user’s recycle bin where it remains. Recycle bins can be included in system-wide document searches, all of which are governed by system security.

    Tracking & auditing

    Full document history by document and user System audits monitor user actions, document tracking and movement, page tracking and document change/version control. All levels of audits contain hyperlinks directly to the document in question.

    Box templates

    Automated option for swift file setup Keep files clear, concise and consistent. Restrict the user’s behaviour, so you always know where things are.

    Click Here To Learn More About Our System Requirements