The In-File32 system
- Have you ever wanted to make better use of the space taken up by all your filing cabinets?
- And gain total document security at the same time?
- Have you ever considered using a Document Imaging System?
Space saving
A filing cabinet takes up over a square metre of floor space and can hold up to 10,000 sheets of paper... Which in turn provides little or no security against fire, flood or theft.
10,000 digital images can be held on half a gigabyte of computer hard disk storage and can then be a great deal faster to find than searching through a traditional filing cabinet but with absolute document security.
Absolute document security
A total second copy of all your documents can be automatically taken and digitally stored either on or off site for very little cost.
A new on site 500 gigabyte hard disk costing less than £100.00 can hold enough documents to fill 800 filing cabinets.
An off site system can automatically upload your documents each day and keep them totally secure by using data encryption to prevent any third party from gaining access.
Time saving
By using In-File32 the time taken to file or retrieve documents is greatly reduced.
You can file or retrieve any document from your desk in around 8 seconds and because they will never be lost or misplaced, you will always find them.
Any stored document may be viewed, printed or emailed out to a client or to another member of staff even if they are travelling or working at home.
Email included
In-File32 captures incoming and outgoing emails allowing them to be filed with the client documentation, thus ensuring your documentation is always complete without you having to print and then file emails.
This is also true for any Excel or Word file that needs to be retained.
How it works
Just place your documents (invoices, clients letter, PODs or wills) into a scanner, and within seconds a perfect, and legally acceptable copy will be filed by In-File32 inside your computer system.
This means you will always have a copy to hand so there is no worry about losing documents or files.
Once you have scanned your documents into In-File32 you are able to sort them by document type, date or any number of additional document indexes.
The system is ideal for both large and small businesses where paper is stored and copies have to be kept for taxation or legal reasons.
Once you have scanned your documents into In-File32 you can sort and distribute them into virtual in-trays for your staff to process, which can save you time by not having to distribute documents around your offices by hand, and since they have already been scanned and filed they cannot get lost.
Additionally, if you store plans, charts or HIP packs that require regular updating, the In-File32 system allows modifications to the original by automatically creating a new indexed version; thus allowing the history of changes to be audited and reviewed.
Barcodes and OCR
All documents scanned into the In-File32 system can be automatically filed by the use of a barcode and any filed document may be word-searched using a standard OCR word search engine.
We offer a free survey of your business and will provide you with a business plan to show you the best uses and money saving advantages of switching to a document imaging system like In-File32.
Call our offices to arrange a free demonstration of the In-File32 system in your own offices, using your own documents.
Document security
You can either add the digital images from In-File32 into your own computer system backups or have an automated second copy taken onto an external hard disc for less than £100.00.
We can also arrange and setup an automated and encrypted off site backup to capture all your office files at any time each day or night to suit your business operation.
Why choose In-File32?
- We stay with you from the beginning to the end of the process.
- We install the software and train you how to use it and we wont leave until we have you up and running.
- We have a local telephone help desk for any daily support questions that is second to none.
A complete service from end to end
We provide a complete service from installing your offices with the software and giving half a days free on site training - to a complete project managed service in which our staff start and complete the entire transition: thus allowing you to concentrate on your business.
In-File32 system installation
Our IT staff can install the system into a single PC or laptop or make it part of your total office network.
In-File32 staff training
We can visit your offices to suit your workloads and train your staff at their own desks using the paperwork that they are familiar with. The new scanned documents may be filed on your computers using exactly the same indexes as your current filing cabinets.
Archive document scanning
What will you do with all your old documents? There are many answers.
We can remove old or archived documents from your office, scan and index them to your own requirements and then either return them to you or send them for certified off site destruction or storage.
This can be achieved on a daily collect and return basis to keep your business running smoothly.
Certified document destruction
We can arrange for bagging and collection of documents for BS15489-certified cross-shredded destruction of your documents.
Certified document storage
We can arrange for boxing and certified off site document storage with a fast (box or document) retrieval process and also simply fax or post or courier any requested documents back to your offices.
No more filing
Just scan it - Have it autofiled by OCR and find it fast (less than 30 seconds) by 'autofind' full text search on any name, phrase or number.