With government regulations calling for improved document retrieval processes and companies offering faster service to their customers, the need for effective content retrieval systems has increased. With the launch of Bidvest Group company, Minolta South Africa`s Web-based document archiving solution, DocNet, accessing documents has never been easier.
Minolta Integrated Systems Information Exchange (MiSix) product manager, Mohammed Vachiat, says DocNet is aimed at entry-level to mid-sized companies. "It allows users to file, index and retrieve a variety of documents quickly and easily and access critical information from anywhere at any time," he says.
Each customer has a unique identifier, for example, a contract number, that allows users to track the entire history of transactions relating to that customer. Vachiat says this tracking method results in better customer servicing.
"Without document management systems, a typical office worker still spends up to 40% of his time looking for information. In addition, 5% of all documents are filed incorrectly, even with the best record management. This results in professionals spending over 150 hours annually looking for incorrectly filed documents and about 500 hours on reviewing and routing files.
"DocNet is an efficient and effective way of keeping track of all documents for retrieval and allows users with different user access rights to access the documents they need to do their jobs," says Vachiat.
DocNet has been designed to integrate seamlessly with all multifunctional devices and enables users to manage a vast amount of data including scanned and electronic documents, as well as multimedia files.
Vachiat says DocNet assures quick and reliable 24/7 access to all kinds of critical information on a short-term and a long-term basis and enables different disciplines to use information for different purposes.
"Contracts and policies, for example, can be viewed by CRM, legal and sales people, while bills and invoices can be viewed by approved CRM, accounts, sales and services employees," he says.
DocNet can be integrated into any fax solutions such as RightFax or mail systems, allowing users to electronically fax invoices or contracts to customers in the event of queries.
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