Software
The evolution of document management
There are lots of reasons why a business looks to replace their existing document management system. Currently, you might be using a paper-based filing system making use of cabinets and off-site storage or an electronic-based system using Windows folders, or even a purpose-built software package used for the search and retrieval of scanned images, PDFs, email, Word documents, etc.
Replacing these systems can be a daunting task. An alternative may have already been tried, but for various reasons it failed to deliver what was expected; wasting time and money and making a further replacement a reluctant uphill struggle within the business.
Why choose Volume?
Designed to improve productivity and reduce cost in business, our document management software; Volume, offers a different approach to the usual, and more traditional, software functionality. A simpler view is presented, making training intuitive, and user acceptance an easier process, overcoming the main hurdles of implementation.
The application and adoption is an uncomplicated process. Typical administration training usually takes around an hour. Users are trained in less time. Full system rollout to the business and its operations is up and running in a matter of days, not the usual weeks and months which people have grown accustomed to.
Frequently asked questions
What are the costs involved?
Can I view my files away from the office when I go and see clients?
I have a large amount of historic files to scan in. Do you offer a service for this?
How much data can your system store?
Can we get our data out if we decide to change our software?
I work in the financial services sector. Is your software FCA compliant?
Answer
There are two costs involved. An initial capital cost to install, train and set-up the system and a monthly user license fee, based on concurrent connections to the database.
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Answer
Yes. This can be done either via a USB (memory stick); where you can make a read-only copy of selected client files to take away with you, or via the web portal; which provides real-time, live access to data (an internet connection is required).
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Answer
As our product name suggests (Volume), there is no limit to the amount of data the system can hold. One terabyte (TB) of scanned data is equal to approximately 1,500 four-drawer filing cabinets. The data access speed for this database is still very quick.
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Answer
There are two options available, both of which are free of charge:
The first option is to use the database ‘Dump’ option found in the system setup. This will produce a series of folders, one for each file/client containing all their documents in whatever format they were originally stored in, such as TIFF, JPEG, Word, Excel, PDF, Emails, etc.
The second option is a royalty free license to use the software in a single user read-only mode.
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Answer
Yes – all actions taken in the software are audited and tracked by the user’s login details and all data is stored inside the database, not held in Windows files. For data hosted outside the office, we conform to the internationally recognised standard for information security management; ISO27001.
Want to chat? If an agent is available,
the chat icon will be visible to click below
What are the costs involved?
Answer
There are two costs involved. An initial capital cost to install, train and set-up the system and a monthly user license fee, based on concurrent connections to the database.
Want to chat? If an agent is available,
the chat icon will be visible to click below
Can I view my files away from the office when I go and see clients?
Answer
Yes. This can be done either via a USB (memory stick); where you can make a read-only copy of selected client files to take away with you, or via the web portal; which provides real-time, live access to data (an internet connection is required).
Want to chat? If an agent is available,
the chat icon will be visible to click below
I have a large amount of historic files to scan in. Do you offer a service for this?
Answer
Yes – we have scanning bureaus to cope with any size of archive scanning requirements.
Want to chat? If an agent is available,
the chat icon will be visible to click below
How much data can your system store?
Answer
As our product name suggests (Volume), there is no limit to the amount of data the system can hold. One terabyte (TB) of scanned data is equal to approximately 1,500 four-drawer filing cabinets. The data access speed for this database is still very quick.
Want to chat? If an agent is available,
the chat icon will be visible to click below
Can we get our data out if we decide to change our software?
Answer
There are two options available, both of which are free of charge:
The first option is to use the database ‘Dump’ option found in the system setup. This will produce a series of folders, one for each file/client containing all their documents in whatever format they were originally stored in, such as TIFF, JPEG, Word, Excel, PDF, Emails, etc.
The second option is a royalty free license to use the software in a single user read-only mode.
Want to chat? If an agent is available,
the chat icon will be visible to click below
I work in the financial services sector. Is your software FCA compliant?
Answer
Yes – all actions taken in the software are audited and tracked by the user’s login details and all data is stored inside the database, not held in Windows files. For data hosted outside the office, we conform to the internationally recognised standard for information security management; ISO27001.
Want to chat? If an agent is available,
the chat icon will be visible to click below
Don’t just take our word for it
– take it from our clients!
Take a look at our case study videos and downloads to see how Volume has helped to transform our clients’ businesses, reduce their costs and increase efficiency.
Functionality
Ease of use is vital in collaborative document management. The logical and unique way documents are held in Volume, both locally or in the cloud, are what makes the application and adoption process straightforward. There is no need to create multiple indexes which can be prone to error. Indexes can include the document’s title, description, category and any additional information. Entering or selecting incorrect indexes means the document can prove difficult to locate in the future.
Volume resolves this problem by treating electronic documents just like paper. Files are held in a predefined structure. The structure is laid out in a standard and familiar way, bespoke to your business, where file elements are separated into tabs and rows. Compare a tab to a file separator in a paper file, each one containing plastic wallets or dividers. Paper is grouped and separated again in the same way a paperclip holds paper together. All held in chronological/alphabetical order and accompanied by a system-wide word search, enabling the fast and efficient finding of a document.
How Volume can transform your business
Use the icons below to scroll through
OCR searching
Automatic file finder
With full OCR and text search capabilities, Volume automatically identifies words, phrases, policy numbers, dates, etc. within document images (TIFFs & JPEGs), PDFs, Word, Excel, emails and most electronic file formats; making searches quick and easy.
Tutorial
Training videos streamed direct to your desktop
‘How To’ training video links are available from all screens, linking to either short informative training videos lasting a couple of minutes, or Knowledgebase documents with easy-to-follow picture guides.
Scanning services
Approved suppliers with the highest security level clearance
We have long standing relationships with national scanning bureaus, offering a discounted client rate. Scan-on-demand and storage services are available, with financing if required, helping to make the transition to a ‘paperless’ solution easier.
Data imports
Customised data imports
With many years of experience, we can import documents from almost any data source. These include existing and defunct document management systems, data stores, on-line data repositories (Amazon for example), Windows folders and Outlook. Our expert software technicians make the transfer quick and easy, with test imports available free of charge.
Locked recycle bin
Documents can never be deleted from Volume
Should a document be deleted, it will go into the user’s recycle bin where it remains. Recycle bins can be included in system-wide document searches, all of which are governed by system security.
Tracking & auditing
Full document history by document and user
System audits monitor user actions, document tracking and movement, page tracking and document change/version control. All levels of audits contain hyperlinks directly to the document in question.
Box templates
Automated option for swift file setup
Keep files clear, concise and consistent. Restrict the user’s behaviour, so you always know where things are.
Microsoft Office integration
One click access and automate updates
Automatically capture and store emails, Word and Excel files. Capture mail merge documents as they are generated in Word and store automatically. Hold all Word and Excel amendments using automated change control. All this without the need to index.
Data access solutions
Hold your data locally or in the cloud, accessed via PCs, tablets or web browsers. Data can be accessed anywhere via the portal, which can be corporate branded and embedded in your website, giving instant access to live, interactive data across the Internet.
What does this mean?
Ultimately, it means that there is no requirement to download PDF documents. The portal provides instant, real time, live and secure access to client files and documents.
Turn your mobile phone into your personal office with fast, secure access to your files.
Not all businesses are alike, that’s why we have data access solutions that are tailored to suit businesses with different requirements.
Security and cloud technology
We know how important safe document storage is and security and software excellence is paramount at Watermark. The accreditation of ISO 27001 assures confidence in our products and market-leading SaaS technologies.
Data held in the cloud is without loss of desktop functionality and without the need for additional supporting software such as Citrix®, terminal services or VPN, but still remains fully compatible with any of these technologies. This makes implementation costs effective across any existing platform.
Cloud storage is replicated across numerous servers in geographically independent locations every 15 minutes, underpinned by Microsoft’s Azure platform.
Fast, effective data access is achieved using highly-optimised internet data trafficking, utilising large data caches which can also be held locally in numerous sites making document retrieval instantaneous.
For more information call us on +44 (0)1274 535090 or email us at info@watermarktech.co.uk
Accreditations
