Electronic Document Management

Electronic Document Management is a digital solution aimed at helping businesses efficiently manage and organize their documents. According to the vendor, this comprehensive system can be utilized by companies of various sizes, including small businesses and large enterprises. It is used across a range of professions and industries such as legal services, healthcare, financial services, government agencies, education institutions, and retail.

Key Features

Document Storage and Organization: The vendor states that Electronic Document Management allows users to store and categorize documents in a digital format, facilitating easy retrieval and searchability. Users can create folders, subfolders, and assign metadata to efficiently organize their documents.

Document Capture and Scanning: The vendor claims that users can capture and scan physical documents into a digital format using Optical Character Recognition (OCR) technology. The system offers automatic document classification and indexing to streamline the capture process, along with bulk scanning options for handling large document volumes.

Document Retrieval and Access Control: According to the vendor, the system enables users to easily retrieve documents based on keywords, metadata, or document type. Access control features ensure that only authorized individuals can view, edit, or delete documents. The system also offers document check-in/check-out functionality to prevent conflicts.

Collaboration and Workflow Management: The vendor states that Electronic Document Management facilitates collaboration by providing document sharing, commenting, and version tracking features. Workflow management tools allow users to create and manage document approval processes, with notifications and alerts to keep users informed.

Security and Compliance: The vendor highlights robust security measures, including encryption and user authentication, to protect sensitive documents. The system also offers compliance features such as document retention policies and data backup and recovery to assist organizations in meeting regulatory requirements.

Onsite Scanning Services: According to the vendor, Cleardata offers secure onsite scanning services for digitizing confidential and live documents that cannot be removed from the site. This service is particularly suitable for industries with legal compliance, data security, or efficient project management requirements.

Large Format Scanning: Cleardata provides professional large format scanning services for documents such as architectural drawings, maps, and construction drawings. The vendor claims to use top-of-the-range scanners to ensure exceptional image quality.

Secure Storage and Tracking: The vendor states that Cleardata's scanning bureau offers secure storage for documents and images, featuring early fire detection, security systems, and biometric entry. Documents are tracked using barcode technology to prevent misplacement.

High-Quality Scanning and Image Processing: Cleardata utilizes the latest scanning technology, according to the vendor, to produce high-quality digital images. Scanned images undergo a rigorous quality checking process, and the IT team provides image cleaning services.

Document Indexing and Retrieval: Cleardata offers digitization and indexing services, allowing for easy document retrieval based on relevant metadata. According to the vendor, the electronic document management system enables quick and efficient access to documents, reducing search time.