Over the past thirty years, many people have proclaimed the imminent arrival of the paperless office. Yet even the World Wide Web, which allows almost any computer to read and display another computer's documents, has increased the amount of printing done.
It seems we just can’t get enough of paper.
This is an unsustainable trend that businesses are finally waking up to. While ‘going green’ is probably not the main driving force for change in most SMEs, the growing cost of document storage and retrieval is.
Even if your business is super efficient and paper free, many of the organisations you do business with aren’t. And this is where managing their paperwork becomes a headache.
At last, affordable technologies are allowing smaller businesses to manage the onslaught of invoices, delivery notes and other correspondence from suppliers, customers, employees and government; turning the cumbersome pulp into manageable bits.
Small business software specialists, Pegasus, recently announced the powerful new Document Management module for their Pegasus Opera II software. The software captures and stores documents electronically, and has a powerful archiving, indexing and retrieval engine to ensure you never lose paperwork again. Security is integral to the system, ensuring prying eyes can’t access information beyond their user rights. The next version – coming soon – will be able to read the text of scanned documents for even more powerful indexing and retrieval.
Microsoft SharePoint users now have their own document management add-on from US software company, KnowledgeLake. Designed for more demanding business uses, KnowledgeLake Capture can handle the scanning, search and retrieval of large volumes of paper documents – with the added bonus of being tightly integrated into Microsoft’s SharePoint portal technology.
If your organisation doesn’t require the full scanning and indexing power of KnowledgeLake Capture, KnowledgeLake Connect is a good alternative. This electronic document management software allows any desktop authoring software to tightly integrate with Microsoft SharePoint, and it also gives remote offices the tools for everyday low-volume scanning.
KnowledgeLake Connect is a small desktop application that lets you save documents to SharePoint in a single step. What’s more, KnowledgeLake Connect increases the usability of SharePoint through features like Send To integration, a single login across pre-defined sites and prompts for document meta-data. KnowledgeLake Connect also monitors the files you retrieve from SharePoint and updates SharePoint as you save changes to your documents.