• BUSINESS SOFTWARE SOLUTIONS

Nukiesoft, the software engineering services, believes, practices and evangelizes the practice of the software engineering principles and best practices. Our adopted process framework, and our conviction on quality based our own software development experience, enables us to deliver the best to our customers. While software engineering has been around for decades, its adoption leading to business success through improved quality and predictability has been, by and large, a mirage. Software is essentially a construction in mind and, a collective one at that, with many stakeholders of varying interests and skills. Applying the engineering principles is more of continuous refinements of an adaptive process rather than adoption of a prescriptive process .Nukiesoft, with its wealth of acquired knowledge and more than a decade of experience, has specialized in transitioning itself and its customers into sound software engineering practices without undue documentation and technology overheads. We are the only IT Consultancy Managament, Desgn and Development, Software as Services (SaaS) and Cloud Application Solutions.

DOCUMENT AND FILES MANAGEMENT

Millions of businesses that have yet to realize the benefits of digital document management, and as a result, have an enormous opportunity to improve their efficiency, productivity, and profitability.

Organizations with an overarching system in place to handle all their information operate at a vastly superior level of efficiency compared to those that still rely on paper files and folders. Even companies with most of their documents in digital form, but in a traditional folder structure, suffer many of the same drags on productivity as paper-filing systems.

Time is wasted constantly looking in several folder locations for misplaced documents. This is often compounded by the proliferation of multiple versions of the same file that results in errors and repeated work. Without a document management framework, businesses find it very difficult to enforce reliable file organization and optimize their internal processes.

With Nukiesoft Document and Files Management System, we believe a comprehensive document management solution should neither change peoples’ daily work routines, nor require a lengthy or costly implementation. In our experience with thousands of customers, we have found that nearly any organization can significantly improve its bottom line with easy and affordable document management.

Various studies on general office practices illustrate the savings that are now possible. Yearly expenses for a traditional paper-based environment are deceptively high. As this paper will show, the costs of physical storage, staff time, supplies, and repeat work due to misplaced documents may add up to more cost annually for a department of just ten employees. A digital document management solution not only eliminates these costs year after year, it also enables employees to do more in less time.

Beyond direct gains in efficiency in everyday file handling, there are many other advantages of electronic document management that are harder to quantify, but are of equal significance to the modern workplace: secure access through permission controls, data loss prevention, mobile access, automatic backup, and customized workflow. Addressing shortcomings in these areas is yet another incentive for many firms to implement a document management system.

We hope Easy Document Management will help you become familiar with the benefits of document management solutions and the key concepts behind digital document control. This guide can serve as a valuable resource for evaluating your company’s needs for managing information and ultimately selecting the document management solution that is right for you.

Electronic document management solutions are designed to organize business files and records digitally, whether they started out in paper form or were generated by software applications.

Paper files are first converted to electronic format by scanning. This provides a more compact means of storage, universal access for retrieval, and higher levels of data security and privacy.

A company-wide document management system also controls digital files that are generated directly through applications -- such as those in the Microsoft Office suite (Word, Excel and PowerPoint), accounting software, CAD, email, and so on. Managing (rather than simply storing) documents enables quicker access to, and greater command over, business information.

Eliminating Paper.

For businesses across the board, eliminating the bulk of their paper documents and records will immediately eliminate substantial material and labor expenditures. Companies are also liberated from paper’s inherent limitations as a means of information storage. To share or distribute paper files, they must be duplicated. To store them, companies must devote a large portion of their office area or lease a separate space dedicated for physical file storage. The more staff and files are spread out across locations, the greater the obstacles to access. Given the large expense and inconvenience of paper documents, maintaining them in digital format instead leads to a substantial increase in efficiency and decrease in operational costs.

Essential Components

Solutions designed to manage electronic documents should contain the following essential components:

• Import – Mechanisms to bring new documents into the system, whether image scans of paper files or electronic files previously stored on a server or hard drive.

• Storage – Options to maintain system files via data storage hardware, utilizing one or several distributed locations.

• Identity – A scheme to index documents with discrete identities for accurate search and retrieval.

• Export – A way to port and/or remove items from the system.

• Security – Placement of password-protection on certain files according to authorized user security controls.Long-term Value

Document management solutions exist first and foremost to organize, store, and retrieve files accurately and efficiently. Once documents and company data reside in a structured system, more sophisticated file-handling procedures become possible.

For example, because most document management systems log information about the history of document creation and modification (i.e. a digital “paper trail”), managers can query the system to assess the status of employee progress or trace the history of past versions.

This accountability also makes a document management solution indispensible for businesses in industries that must report their record-keeping procedures to maintain compliance with regulatory

With the right electronic document management solution in place, businesses have far more capabilities than they would with just paper-based file or standard PC folder structure. Effective document management enables employees to:

• Retrieve the correct document out of myriad of items throughout the company within seconds.

• Access up-to-date file changes while working from home or on the road.

• Prevent overwritten changes, misfiled items, and confusion over file versions.

• Share information confidentially with other employees, partners, and customers.

• Recover automatic backups of digital content to protect against accidental data loss.

The Basics of Easy Document Management

This guide is divided into three sections. The first two sections explore the benefits of adopting the technology and describe the basic features common to organization-wide document management system. The chapters also profile several examples of organizations that have adopted solutions to meet their particular business needs.

The third section shows how to assess one’s own requirements -- which features best apply to a particular situation and what kind of business issues can be addressed by document management. The last section of the paper outlines some common rules for records management, for those organizations that must follow legal or industry mandates for the creation and management of their files.

Video Presentation