Q: Is the software hosted or an on site installation?

• Either, we have two servers at IS for hosting which get backed up or you can install it on site if you have the network infrastructure. i.e. static IP’s

Q: How much disk space does it require?

• 1 terabyte will allow you to scan in 1000 pages/day for 30 years.

Q: How much band with does it require?

• 1000 pages/ day will require about 6 gigs/month

Q: Are the documents SARS compliant?

• Yes, the documents are encrypted to the standard sars requires.
• The invoices also require the words “Sars compliant electronic tax invoice” to be printed on the document.
• The client also needs to sign a letter or credit application saying they will accept electronic invoices.

Q: Does the software support OCR?

• We can add a plugin for OCR but we prefer to use barcodes as they are 99% accurate and ocr is about 60% accurate

Q: Can your read dot matric barcodes

• Yes

Q: What server specs are required?

• A basic server is required Intel dual core, 8 Gigs ram, sas drives for OS, sata for images

Q: What database does it use?

• Postgres

Q: What is it developed in?

• eSolutions is a J2EE web application developed in Java and deployed in the Apache tomcat environment

Q: What big clients are currently using eSolutions?

A: Sanlam, Hollard, FedEx, Value Logistics. In total about 800 000 documents are archived per day.

Q: What OS does VP run on?

• Linux or Windows

Q: How is the software backed up?

• If it installed on a Linux plat form, we have scripts that can sync the software and data hourly
• On windows you would use your standard backup utility e.g. backup exec

Q: How much does it cost?

The cost is based on the following questions:

• How many documents do you create per month
• How many users

Q: How do the clients get their documents?

• Each account code gets a delivery profile which is updated by your eSolutions provider.

Q: What other documents can you archive?

• Emails, Faxes, Scans, Ftp, Pdf using pdf index tool

Q: What reports do you have?

• Scan station statistics
• Document import statistics
• Missing documents
• Un indexed documents

Q: Does the software have work flow?

• Yes, the software comprises a queuing system for process document indexing, verifying, quality control but these are all tasks specific to document management.

Q: What batch types do you support?

• Split an blank, split on bar code, split on line in page, single page mode, batch mode
• Documents can also be manually assigned to a specific batch.

Q: Will it work with my scanners?

• The software is twain compliant and so will work with 99.9% of scanners.

Q: What scanner do you recommend?

• We have had the best experience with the Fujitsu 6130Z, a little work horse that has a duty cycle of 3000 pages per day and can scan in 50 pages/min

Q: What DPI do you scan in?

• 200-300, black and white mode

Q: Will it work with my MFU

• Yes, you can scan to folder for eSolutions to pick up or scan to email for email archiving

The post Document and Billing Management FAQ’s appeared first on eSolutions.

You can handle the reindeer headband, you love spreading the christmas cheer, but the filing cabinets with the undecipherable handwriting…that’s unacceptable.

Enjoy Life with Dovetail’s Document Management Software

Being Awesome with Record Archiving

So last year your boss asked each employee what they would like for Christmas. You all knew it was coming, you all feel the same way, you all hate those old rusty filing cabinets with the undecipherable handwritten folders. You asked for a document management system; your boss was quite surprised, stunned even. What kind of employee asks for a document management system as an end of year gift? And how is it possible that each employee asked for the same thing? He questions your sanity for a bit, then he decides to just go online and buy the record archiving/document management software thingie you all asked for.

He is surprised at how easy it is to buy, he hands control of this magic document management software thing over to you. You ensure that you use it… to your advantage.

Being a Super Hero with Document Archiving

Your boss still loves to ask questions, he still loves asking for files, from ten years ago. But you no longer wander down to the basement. In fact, no one wanders down to the basement anymore. The filing cabinets have been disposed off, you have captured all records online. There is no unanswerable question your boss can ask you about archived records, invoices, quotes or client information that you can’t answer.

You have control. You look amazing. Your boss asks, you click a button, you answer. Just imagine…all of that power, all of that knowledge at the click of a button… all of that… just because you asked for Dovetail’s record archiving software for Christmas. You’re Awesome!

The post Record Archiving- Making You Look Like a Super Hero appeared first on eSolutions.

Are your days filled with long hours running around looking for records, searching for invoice numbers, phoning clients to clear up miss-communications, dragging boxes up from the store room to search for the folder of the client you assisted several years ago only to discover that the burst pipe you had three months ago ruined all the records from 2002?

That’s no way to live. Why not get a document management system? Your record archiving solution in the cloud. Even more, a document management system can do a lot more than record archiving ,it actually organises, stores, archives, distributes and integrates all of your information.

Enjoy Life with Dovetail’s Document Management Software

Information Management= Document Management- Records Management

The names you can put to a document management system are endless.

The point is it basically saves you time, money and space. Believe it or not record archiving and management can do a lot for you; it can assist with staff retention, skills transferring, information security, information integration, supply chain optimisation and even collaboration and integration.

There is no reason for you to not have coffee next to your computer anymore… even if you do spill  it on the invoice next to your desk, that invoice should have been captured and stored in the cloud…. which means it is safe…from coffee stains and from your boss’ judgement. Even better, if you created the invoice online (which you probably did) or received it via email (which you probably had) you would just have clicked a button to save it to your record archiving system which means the only dilemma you now face is hiding that coffee stain on your white blouse.

Further, when you’re done making a new cup of coffee and you send the invoice to your client you can sit back, relax and wait for the document management system to notify you when the invoice is opened.

Then, you can enjoy a sly grin as you sip your coffee…. you have eyes and ears everywhere… all thanks to Dovetail’s Document Management Software– What more could you ask for?

The post Have Eyes and Ears Everywhere with Document Management appeared first on eSolutions.

Now let’s focus on the background of that picture: the five metal filing cabinets stacked side by side against the wall, the files spilling out of the drawers, the files toppled on top of the filing cabinets, the editor’s desk spilling over with paperwork, his type writer hidden under an array of newspapers; a secretary running in and out of the office with papers in her hands trying to figure out where she filed the proof of payment for the town banks latest advertisement… what was the size of the advertisement that they ordered? Would the editor notice if she gave them a full page… do they usually order full page? Where is their folder?

Document Management Has Streamlined Admin 

Now let’s forward again to 2014… Did you know that there are offices today that are completely paperless. You’re probably not surprised. As Amazon is already planning delivery by drone a paperless office in the 21st Century will definitely not make you gasp out loud. But the fact that we can actually survive in an office environment without a filing cabinet certainly is a wonder.

Record Archiving is the answer to administrative chaos. It is the answer to information that goes in one ear and out the next. If you lose a file, it should be on the system. If you can’t remember what a client ordered, log onto the system and check, if you don’t know if a client received an invoice, log on and check.

Document management has taken office administration management to a whole other level. And once again, we hear those three wonderful words: in the cloud. Yes document management software offers you record archiving in the cloud. Backup and secure your information at the click of a button. Share information with your clients, your suppliers and your employees by allowing them to access your records.

 Go p

Reduce admin costs with Document Managmenet

aperless- Get Document Management Software

If you have a business, want to start a business or are starting a business, document management software is your best bet to get on the right track fast. Streamline administrative processes, ensure accurate data reflection across all channels of the supply chain and integrate communication between all stakeholders- do all this with the implementation of a document management system– your record archiving solution in the cloud.

The post Paperless Office=Document Management Software appeared first on eSolutions.

Document Management and Record Archiving will ensure that your company’s crucial information is on file

42% of an organisation’s knowledge is held in the heads of its staff- scary? Of course it is. There is a reason why staff retention enjoys so much attention from business management courses and analysts. Your employees might know your company better than you know it. The reason for this is not that you are lazy or spend too much time on the golf course, but quite simply that you can’t apply yourself to ten different positions and ways of thinking in one day.

Document Management and Record Archiving  is The Answer

So what are you to do? Your staff are walking around with 42% of your company’s knowledge in their heads; Your financial accountant looks like he is ready to retire and your secretary is about to go on maternity leave- how will you make up for the knowledge lost in their absence?

Why not store it?

While employee retention is a must, it is not always a viable solution. You can’t force your secretary to work during her maternity leave and you can’t force your financial accountant to work past the age of 75. Instead make sure that even though you are unable to transfer all their knowledge to your own head, they transfer all of their knowledge to a record archiving system.

Just Imagine! Every document your financial accountant has ever created, sent to a client, filed, faxed or emailed can be sorted on a system ,organised into separate folders and even be accessed by your clients should you want them to. Document Management and Record Archiving make life a lot simpler.

Skills Transfer in the Cloud

As staff retention is not always viable, skills transferring in a company is crucial to ensure that valuable information, skills and procedures are not lost should an employee no longer work in the company. Document Management Systems serve as a supporting mechanism for skills transferring as it will host all documentation and correspondence performed by an employee through the process of record archiving.

Should a new employee start without any training or induction from the person who previously filled their specific role they can go through the system to get an idea of how tasks were completed, which were completed and what client expectations are, thereby making life a lot easier FOR YOU!

The post Are You Using Staff for Record Archiving? appeared first on eSolutions.