FileStar is a revolutionary resource that is simply invaluable in todays office practices and is offered through Docutech Office Solutions, please see below for some of the current ways in which this technology/software is providing cutting edge office solutions to it's users...
Why do you need document management?
When you have a business to run, document management is probably not at the top of your agenda. Besides, are the results of such a small investment going to be so tangible? Absolutely.
Small investment, big impact
You may not in the short term see whole filing cabinets disappear but when a customer calls and you can have their relevant documents at your finger tips not only will you see the benefits but your customers will too. It doesn’t cost anything apart from a little time to give it a try.
FileStar is a multi-user document management system designed for the storage and retrieval of both paper and electronic documents.
FileStar has been designed to be installed with the minimum of technical support and used straight ‘out-of-thebox’ with no configuration.
FileStar implements a number of unique features such as ‘Auto File’ and ‘Auto Title’ to make filing of documents as simple as possible.
Super-fast document retrieval
Retrieval of documents is fast and intuitive allowing you to locate a document using the ‘Windows Explorer’ style tree view or searching on index fi elds and document content. Use the integrated document scanning application to convert paper documents into digital documents, fi led and titled with a few clicks of the mouse.
Filestar is our multi-user document management system for large, medium and small enterprises. Filestar manages documents – both paper and electronic and email in a secure audited archive. Filestar provides a solution for many paper-based processes as well as any process that involves controlled storage and access to documents.
Configure custom document fields to capture information you will use to file and retrieve documents in a manner that suits you. These ‘index’ fields can also be populated from your back office systems like Sage Accounts – for example entering an invoice number into the document filing window can automatically populate other fields like ‘Supplier’ and ‘Invoice Date’ directly from Sage – this makes the filing process very quick and it also ensures data validation. Furthermore, features like ‘Auto-File’ make manual file naming and destination folder selection redundant – to file a document, simply complete one or more index fields and Filestar will take care of the rest for you. The Filewatcher can even automate the entire filing process for – read more about this here.
Filestar embeds a powerful document content search engine (the same as that used by Apple and IBM’s websites). You can search for any word or phrase within a document or a combination of document meta data and document content. For example, your documents are filed with a Customer Reference Number – searching on this alone could potentially return hundreds of documents. But with Filestar, you can use the reference number in the search field along with one or more other words that may be present within the document – for example: ‘CRN12433 faulty radio’ – Filestar will speedily return only those documents that match the query. Document retrieval doesn’t get quicker or simpler than this.
Filestar keeps a detailed audit of activity relating to its documents, from the original location that the document was imported from to actions performed by users, including views, version updates, deletions, permission changes and index data changes. The name of the user and the workstation they performed their action from is also stored. Filestar also creates a digital fingerprint of every document it stores – this provides proof that the document is the original that was stored and has not been illicitly replaced or tampered with.
Filestar ensures access to its documents is through a centrally managed secure gateway – there is no need to create Windows shared folders for users to access documents – the actual location of the stored documents is totally transparent to the users. Authentication is required by the user when they access Filestar – this can be through Filestar managed user accounts or through integration with your Windows Active Directory user database (or sub-set of). Filestar provides fine grained permissions control of documents, folders and entire document categories – you can determine if users or groups of users can see a document, see its content, edit, delete or even manage the document’s permissions. The search engine also fully honours these permissions ensuring that no user can see a document within a search result set that they should not have access to.
Scan and store documents directly from your scanner/copier to Filestar with no further user intervention. Using Filestar’s Filewatcher module, one or more Windows folders can be monitored for new documents arriving from your scanner. Using zonal OCR, Filewatcher can be configured to identify the type of document that has been scanned (for example, an Invoice) and to extract key data that would be useful for the filing process. The documents are also converted to a fully searchable PDF format. In combination, these features practically eliminate the need for you to manually index and file documents.
The Filestar Workflow module allows you to implement sophisticated business processes – such as Invoice Approval or SOP publishing. Workflow processes can be initiated on particular document actions – for example if a new invoice is added to Filestar. Workflow processes can be used to route documents to users and perform automated actions on documents, for example export a price list document to an external web server if it’s status is changed to ‘Approved & Published’.