Paper, paper, and more paper! Lawyers often seem to be drowning in a sea of paper.
Storing all this paper is not the only issue.
How do you keep all of it properly filed?
How do you locate it later when you need it?
How do you easily provide a copy to a client or other party?
For those just starting out in practice, these may seem like minor issues;
however, for those who have been in practice for some time and are dealing with overflowing file cabinets and bankers boxes of closed files,
this is a very real issue. The answer is not as simple as scanning everything and converting the paper into electronic files.
You need to have the proper equipment, software, and processes in place before you get started so that you are as efficient and effective as possible.
Otherwise, you can waste huge amounts of time and resources and not markedly improve the problem.
what is the paperless office? According to Wikipedia:
A paperless office is a work environment in which the use of paper is eliminated or greatly reduced.
This is done by converting documents and other papers into digital form.
Proponents claim that “going paperless” can save money, boost productivity, save space,
make documentation and information sharing easier, keep personal information more secure,
and help the environment. The concept can also be extended to communications outside the office.
Heritage Document Management System (HDMS) is a customized developed system
(based on computer programs in the case of the management of digital documents)
used to track, manage, verify student-employee authencity , store documents from any where and reduce paper.
Provides management of files in electronic format
Converts paper documents to electronic files
The files you're working on in Word, Excel or Outlook can be saved into your cabinets and folders with the click of a button.
Some of the other features small businesses will find valuable include being able to scan documents into the system in PDF,
TIFF or JPEG formats and the option to set up workflows to help keep projects and assignments on task and moving forward.
Searching the system for files is also easy. Besides being able to browse through the cabinets and folders to locate the documents you need,
you can also conduct an advanced search. This allows you to find files based on a number of factors, such as file type,
the date it was put into the system and specific keywords within a document's content
One of the biggest benefits of HDMS Cloud is that it can be accessed from any where, any computer with an Internet connection
Other beneficial features are the security restrictions and audit log.
To ensure employees see only the documents they should, you can set restrictions on the cabinets they have access to.
Additionally, the audit log allows administrators to see who is viewing and accessing which files.
It keeps detailed records of when files are looked at, by whom. Both of these features help you keep tight controls over your documents.
Use of Web Automated Verification to any document issued by the school or call our base line to verify the document.
HDMS update documents information instantly. Instead, verifications and other submissions are stored in a automated processe.
Due to system procedures, it does not take more then two to three minutes for the HDMS to update the documents information
so it can be verified over phone call just after issuing the .