Frequently Asked Questions - DMS
1. What is Document Management?
Document Management is the process of managing documents through their lifecycle. From inception through creation, review, storage and dissemination all the way to their archival or weeding out.
2. How will scanNplus benefit my organization?
scanNplus is complete web-based solution. An organization can manage and share documents electronically in a distributed environment using scanNplus suite of products. scanNplus empowers your organization by :
- 1. Reducing COSTS through process streamlining
- 2. Ensuring legal and regulatory COMPLIANCE
- 3. Enabling employee, partner and customer COLLABORATION
- 4. Access scanNplus DMS From any where. Work From Anywhere, Anytime
With scanNplus, enterprises have the ability to manage mission-critical information to make better decisions while reducing costs and improving productivity
3. What Document Formats scanNplus Support?
scanNplus allows users to create, manage, share and distribute any form of electronic document using any desktop software or tool. Word processing documents, spreadsheets, presentations, reports, forms, audio, video, artwork, photographs, engineering documents, drawings, and virtually any other file format can be stored and managed in scanNplus. Best of all, it's very easy to use and you can access your documents from anywhere at anytime over the Internet.
4. What are the Features of scanNplus DMS (Document Management System)?
Document Security, Document Upload, Document Formats, Version Control & Document Update, Document Folders, Document Viewer, Collaboration, Document Indexing, Document Indexing, Document Audit Logs, Search & Retrieval, Wide Web Access.
5. scanNplus supports Revision control?
The powerful revision control feature allows for an unlimited number of versions of a document to be stored automatically. This feature allows users to revert back to earlier versions of documents with just a few clicks, compare different versions, and even audit changes to their documents. The Revision History tool displays every revision with dates, times and authors
6. Is there a limit for Document classes and files in scanNplus?
scanNplus DMS Enterprise edition do not impose any limit to the number of Documents classes and files that you may create and store with any performance penalties. In order to efficiently manage millions of files, the system supports paging on the server and client side. For example, scanNplus never lets the server return the whole search result to the client, if the results contain more than a page full of information. This minimizes the server resource, the client resource and communication resource utilization.
7. Do you have to be a computer genius to operate scanNplus?
No. Any person who can operate and use internet / web based application environment will have no trouble quickly accessing the documents they are looking for. Our system is extremely user-friendly and easy to master
8. How do I store documents in scanNplus?
scanNplus stores documents in document classes. You need to create a document class first and assign appropriate permissions.
9. What is Imaging?
Imaging is a method for converting paper documentation into an electronic format, using scanners and associated techniques such as Optical Character Recognition, etc. Through Imaging, paper-based documents are converted to electronic format for introducing in a Document Management System.
10. Does a digitized document lose its original format or quality when scanned?
No. The document on the screen looks exactly like the original document, including all images, handwritten notes, signatures, etc. However, the quality of the digital document depends on the scanning quality. If you print a well-scanned document, the print copy will look "exactly" the same as original document.
11. How is scanNplus DMS better than the other Document Management Systems?
scanNplus is a mature product that has been developed and refined through more than 10 years. During this period, it has been implemented worldwide in a number of organizations across different industries. scanNplus meets the high standards of robustness, cost efficiency, scalability, security and ease of use.
12. Can I see who is performing what action on my documents?
Yes. Audit logs are account of the operations that are performed on the document classes and on individual documents by various users. It helps to establish accountability and estimate the effort of users. The actions for which an audit trail can be viewed are classified as user actions, document class actions and document actions. The details for the specified criteria are displayed for the specified period.
13. How secure are my documents in scanNplus DMS?
scanNplus is highly secure system in which each user is assigned unique user ID and password. Users are assigned rights and privileges on document classes. Roles enable the user to perform administrative functions, whereas access rights are the permissions to access modify and delete documents. Also documents are AES encrypted and stored so even if users have access to hard-drive they can not open the document.
14. Is customization possible in scannplus DMS?
Yes. We provide ERP Solutions. We customize software as per customer's requirement and implement new features as per their needs.
15. Can we do Document Indexing in scanNplus?
Yes. Document Indexing is possible in scanNplus DMS Software.
16. Where could we install scanNplus DMS software?
We provide free installations of software at customer's premises. Cloud Based Installation and installation on server. We can install scanNplus DMS at customer's local system and access by using static IP Address.
17. What is Workflow Management in scanNplus?
scanNplus DMS has a completely configurable workflow management module. You can design your business process workflows using the workflow configurator. Create your own data-entry fields and incorporate business rules based on which the document flows through the various activities in the business process. ScanNplus gives you complete visibility of the business processes, allows you to monitor and take corrective action to resolve any bottlenecks in real-time.