Document Storage and Retrieval –
Digital archiving for instant Search and Find

Transactional documents such as invoices and order forms are a necessary part of doing business for any company. They often need to be retained and referenced for years to come after their creation date, to aid in customer enquiries or to comply with Inland Revenue and HMRC standards. With trying to accomplish this with printed documents creates many headaches associated with manual sorting and filing, physical storage space requirements and the slow speed and lack of ease of access. Equally documents may not always be archived on the same sites as their users.

An online archiving system provides an efficient way of extending the life and value of these documents. Bottomline Technologies' solutions can store a duplicate of an outbound document in multiple formats. This exact copy is automatically indexed and filed by the system and made available for instant search and retrieval at the click of a mouse. Documents can be accessed through the company network or via an internet browser for full accessibility, regardless of location.

Bottomline Technologies help maximise the utility of electronic documents and can deliver a strong return-on-investment (ROI). Our solutions help minimise physical storage costs, provide faster search and retrieval of transactional documents, increase customer service levels and reduce the number of lost documents; as well as promote compliance with regulatory guidelines such as the EU 8th Company Law Directive.

By replacing ring-binders and filing cabinets with a server, Bottomline solutions dramatically reduce the costs associated with the managing, maintaining and disposing of business critical documents. It also allows customer service or accounting personnel to more swiftly find and send pertinent documents to customers, reducing the time spent on a typical client inquiry from hours to minutes. The ability to quickly retrieve documents not only provides cost savings, but also leads to improved customer service.

Archiving digital copies of documents dramatically reduces the risk of losing them. Analysts estimate that it costs organisations on average £110 to reproduce each lost document. Another benefit of document archiving is its ability to help organisations comply with tax and legal regulations avoiding fines. Typical applications and benefits include:

• All documents consolidated in one place
  
  
  • Online
  • On-time
  • All the time

• Improved service and user productivity:
  
  
  • Store all documents in one repository for ease of access
    
    
  • Simple access to all documents, via Web browser or your business application(s).
    
    
  • Leverage your documents to support the supply chain

For additional Document Management information contact us on 0871 081 8250 or click here to request online