paperless office & document management

You will note from our Partners' page that we are partners with the market leaders in case, matter and document management. These companies provide software which allows businesses to create electronic or virtual files instead of the traditional paper files and store all their correspondence by way of e-mails, scanned documents and other documentation into the paperless file.

Paperless office systems have many benefits:-

• Disaster recovery – you never lose a file which will be backed up on your virtual server;

• Saving costs of storage and space;

• Facilitates team working – multiple users can work on the same file at the same time. If all the users are working on the same document the filing system will automatically save the same number of different versions of the same document to avoid duplication and overwriting.

As the majority of correspondence is now conducted by e-mail, it is extremely important to have e-mails filed safely and securely.

Personnel costs: users of paperless office systems find it easy to type their own documents which are pre-populated on each matter and are automatically filed, thus the cost of typing and filing personnel can be reduced. All virtual files which contain both ingoing and outgoing correspondence can be accessed from any internet connection anywhere in the world, enabling flexible remote access to your IT infrastructure.

• Paperless office also forms an integral part of disaster recovery. In a fire or flood, the virtual files will not be lost but will have been backed up offsite on another virtual server.

• Security and data protection are dealt with by the IT infrastructure and avoids a requirement for physical storage and shredding. The paperless office software integrates with the other forms of software and operating systems installed in your organisation and users merely have one point of view rather than clicking in and out of different windows. One of our Partners supplies a bespoke accountancy package which comes with the paperless office software and provides a fully integrated accountancy and office management package.

• The paperless office software allows "workflows" to be created thus automising repetitive streams of work which can free up management time as such processes can then be run by less qualified (and less expensive) members of staff.

Document Management

Document management software allows you to search through all the documents and e-mails, articles and other data in your organisation in a meaningful way which allows you to find the "needle in the haystack".

Document management allows the sharing of knowledge between co-workers and other organisations which allows knowledge management throughout your organisation.

Call or email us today to find out more: info@m-i-t-s.com : 0131 240 8622