FileDirector: Document Management Made Easy

The benefits of an intelligent document management solution are self-evident if you think of the improved efficiency.  Documents are located, stored and distributed more quickly so staff do not waste time and resources duplicating or sending documents around the organization or even to outside parties.  Digitizing avoids all these unnecessary steps and gives your staff more time to concentrate on the essentials.  On top of this, document storage costs are reduced because a considerably smaller storage area is required.

What is less well-known, but nevertheless just as relevant, are factors such as better security control or new options for monitoring use of documents.  You decide who can have access to which documents.  There is also the improvement in customer satisfaction as a result of faster response times.  A further advantage of a document management solution is compliance with statutory requirements.  Complying with the data protection provisions on retention periods and destruction of documents can be an automatic process.

With FileDirector, the capture, classification and distribution of documents is fast and more efficient.

Retrieving documents is a simple task.  Type what you are searching for into the index fields and you’ll get a list of documents that meet the criteria you entered.  Just double-click on the document record and it will be opened.  With Full-Text OCR enabled, you can also search for a word or phrase contained within the document.  The results will be displayed in order of ranking and highlighted on the document when viewed.  FileDirector supports over 200 different file formats almost eliminating the need to have the native applications installed to view the documents.

FileDirector works with Active Directory accounts so there is no need to maintain a separate user database.  What a user can see and do in FileDirector depends on the permissions they have been given.  Documents are stored in Cabinets, which can be sub-divided into Document Types, finally index fields are associated with each Document Type.  A user can be given access to a Cabinet, but may not have access to all the Document Types within that Cabinet.  Additionally, a user may be able to create and edit documents within one Document type but only view documents in another.

Document management systems become their most useful when they are seamlessly integrated into other applications so the functionality of FileDirector can be controlled from the 3rd party application.  FileDirector offers Web Integration, Remote commands, Codeless Connectors, and a built in SDK to cover any of your integration needs.

The State of South Dakota currently has 57 separate Cabinets defined in the FileDirector system, comprising over 180 million pages of documentation (over 10TB of data storage).  Over 2200 users currently have access to the FileDirector system.

 A special thanks goes out to Todd Mahoney for providing us with this article!

 

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