Scanning - Scan Directly into the Program
Filing - Document Organization
Web Browsing - Off Site Capabilities
Distributing - Working with Filed Documents
Part of the beauty of an Electronic Document Management System (EDMS) is the ability to share without copying, filing or distributing numerous copies.
The ability to share a document while preventing unauthorized access is key to a secure EDMS. CEO allows the user to do just that during the filing process.
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Documents to be filed can originate from just about any source:
KISS - Keep It Simple Software 1. Select the desired Department 2. Select the Function 'File Documents' |
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Regardless of the original format documents are all filed the same:
Attach a date and document description, and file the document into an existing folder and department. Documents may be shared with as few or as many folders or departments as needed. Beyond document description and dates, an unlimited number of indices can be custom created and attached to documents for identifying, searching and sorting to suit any organizational need. Electronic text based documents such as emails, word processed files, and spreadsheets as well as OCR'd documents can be filed within the full text key word search engine to enable "Boolean" searches by key words and word combinations. |
Templates are a valuable tool built into CEO. Once created, a click populates documents (or folders) providing uniformity and speed. |
Documents may be assigned Retention Codes for scheduled removal from the program. This is a valuable aid for compliance with federal, state, or industry laws and regulations. Retention schedule management is a standard feature to address compliance, as is version control. Whether the documents are scanned images or electronic records, they are stored in CEO in a WORM (write once read many) format. Editing is tracked in audit reports, and version control ensures that any edited document is "saved as" a new version with all versions including the original stored in the database. CEO also provides a process to automate filing of "aggregated" batches of PDF documents created by various report writers including quarterly statements and other client records. Once filed, documents are available for search, view, edit, email and more by users with the appropriate permissions. Documents may even be viewed off site through the Web Browser, another great tool available from CEO. |
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To purchase or arrange a demo:contact sales@ceoimage.com or call 800.523.1066 |
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