The Problem
Documents are a valuable resource because of the part they play in key business processes in many industries and service organisations.
The ability to quickly view all related documents is an integral part of simplifying business processes. Although the dream still exists of the paperless office, the growth
of data has resulted in an actual increase in the use of paper, which shows no sign of reducing in the future. An effective document storage and management system, linked to core
business systems and processes offers a number of benefits, notably
control, reduced costs and improved service.
Businesses find maintaining the desired control to be almost impossible, with information typically held in many different ways, and locations, and often with minimal structure.
This prevents effective retrieval.
The Solution is ARK-File
ARK-File provides fast and simple archiving and retrieval of paper and electronic documents
and emails. The key difference with ARK-File is the
integration with the users desktop to provide a very quick and easy way to file documents whilst ensuring that indexing information is
valid in terms of business rules.
When filing a document, file or email with ARK-File, users are presented with a list of information based on their business systems
i.e. client list, property list, project list. Further categories can be added and only valid choices are allowed. Users only need to
select from a list – they are not presented with a list of questions. Indexing information is consistent and valid across the
organisation.
Documents and emails are always filed consistently which means they can be retrieved very quickly. In short ARK-File
ensures fast, consistent, valid filing of all business documents and emails dramatically shortening the filing and retrieval process.
ARK-File integrates with MS Office (both 2003 and 2007) and provides links directly from Outlook, Word, Excel and PowerPoint at the click of a
button
ARK-File allows you to simply
- Convert paper files to a searchable store of data
- Save new Microsoft Office documents to the same store so all related documents are together
- Save e-mails together with other related documents
- Link business systems to the document store
Microsoft Office integration means that ARK-file is accessed easily from the toolbar in Excel, Word, PowerPoint, Outlook and Internet Explorer. Documents are archived at a click of a button
Many of our existing customers chose to access ARK-File from within their existing application. HDS has the implementation skills to integrate with
your existing applications and computer systems
