MarkView Document Library
Optimizing Document Management
Is the paperless office a myth? Forbes magazine states that the paperless office is one of the worst predictions in the history of technology.¹ The advance of technology has created an ever growing volume of paper. Paper documents expose the organization to unnecessary risks and costs. A system that manages handles paper and electronic documents in a secure manner reduces risk and cost.
Managing All Document Types
With so much corporate information paper based, systems that manage only electronic documents do not address a significant amount of corporate information. Separate systems for paper and electronic documents introduce the risk of multiple versions of the same document and increase the workload for those searching for a document. The MarkView Document Library, a standalone index-and-retrieve application for both MarkView and non-MarkView documents, manages all document types. For paper-based documents, the MarkView Document Library accepts feeds from Kofax capture and fax server systems.
The MarkView Document Library also manages electronic documents. Any user with the proper authorization can add or retrieve documents from a browser based interface with a single click. All documents are stored in their native file format.
Managing the Document Library
Using the MarkView Document Library Administration browser based user interface, administrators create document types and their associated properties to enable document searching and retrieval. Along with the default system properties, custom application specific properties can be created. Security is addressed as administrators define user group access privileges by document type. Group level privileges can also be applied to individual instances of a document.
Autofiling is implemented via barcode information. When barcode information does not properly index the document, MarkView Document Library routes documents to an unfiled document list where an authorized user enters document property information via the document details page.
Searching Quickly and Easily
For users of corporate information, the most significant challenge is finding the documents you need quickly and easily. The MarkView Document Library presents users with an intuitive search function that screens searches by name, filename, creation date, creator, document type, document text and the property values defined upon filing. Document text refers to the ability to search the entire text within a group of documents for keywords even if the documents are of different file formats. Wildcards are supported to assist in searching.
The search function applies the applicable security rules created at system setup. For example, the returned list of document types will only display those to which the user has access.
Providing the Single Source of the Truth
The MarkView Document Library provides a “single source of the truth.” With multiple document systems (paper based and electronic), different versions of the same documents may be saved electronically and stored in multiple filing cabinets. Significant labor is wasted tracking down different versions and reconciling documents. Mistakes are more likely to happen. Audits become more complicated and take longer to perform. With the MarkView Document Library, these problems are eliminated as the stored online document becomes the single source of the truth and all paper documents are eliminated.
The Benefits of the MarkView Document Library
- Lower Administrative Costs – Document transportation costs are eliminated, as are the costs of physical storage space: office space, filing cabinets, offsite storage, microfiche equipment, etc. Clerical time is no longer spent looking for lost or misfiled documents.
- Increased Productivity – For every manager that accesses documents, the time and expense of locating, copying and mailing documents is eliminated.
- Improved Control – With the MarkView Document Library as the single source of the truth, compliance with corporate standards and legal regulations such as Sarbanes-Oxley is improved.
- Simpler Audits – With all documentation available online through a browser, internal and external audits are completed in less time with fewer people affected.
- No Training Required for Employees – Due to the intuitive browser based user interface, training is generally not needed for employees using the system.
- Easy Deployment – With browser based administration and access, the MarkView Document Library fits with modern enterprise computing environments.
- Configurable Extensions – the MarkView Document Library can be configured to each customer’s specific needs. The Kofax professional services team can extend the MarkView Document Library in the areas of batch processing, workflow, advance search, and bulk document filing.
¹ Burning Questions, Final Answers, Forbes ASAP staff, Forbes ASAP, May 28, 2001.
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