Document Management
DataSafe is an online document management,
storage and delivery system. Based on the
KnowledgeTree EDMS system, DataSafe allows companies
to store and manage their
documents, both private and public, in a secure and
organised manner. Version Management with DataSafe allows
you to maintain as many historical copies of a document
as you wish so that you never
have to face the “what was changed in this
document” dilemma again.
Document Delivery
A second, yet just as vital function of DataSafe is
to provide companies with a means of giving their customers
access to documents. Here
are a few examples:
- A Strata Management
company may need to send the same document to the
owners of every unit in an apartment block. Rather
than send out hundreds of
printed documents, they can deposit a single
document into DataSafe and have
the system send out email notifications to all
the owners. The owners can then
access the document online – not just now
but into the future.
- The customers of a
Fire Safety Inspection company are asking for all
their reports to be delivered electronically. Often
emailed
documents are mislaid or not
received, but with DataSafe, the customer
can download, print or just view
their document as often as they like. It's
always available!
How many times do your
customers ring up and ask for another copy of an invoice
that
they have lost or a report that they have not
received? Every telephone call means lost
productivity – not just for the duration of the
call but also to print the report or invoice
and then to post it out to the customer. With
DataSafe's electronic document management
the customer can “turn
the computer around” and do it themselves.
How Does It Work?
It's simple as 1234!
- You upload a document into a particular folder
- The customer receives a notification email
- They click the link in the email
- They view the document
Easy Access
With DataSafe,
your customers can get access to their documents twenty-four
hours a day, seven days
a week. Not only that, but if the document in question
is one
that is constantly modified such as a budget,
they can access all of the historical
versions
as well.
The Sky's The Limit
DataSafe is not
limited to just a few types of documents. Absolutely
every
kind of document
that you normally post to your customer
can be sent through
DataSafe:
Invoices, Statements, Budgets, Reports – your
imagination is the only limit.
Strong
and Secure Document Delivery
DataSafe keeps
your documents secure. Because of the way in which
our
security is implemented,
your customers only get to see what you want them
to see. Customer
A
never gets to see Customer B's
documents. Even within a customer's
area, you
might
want to provide a secure area
for financial reports that should
only
be seen by
the financial
controller or the treasurer.
No problem!
Aside from your customer's
documents, if you maintain your internal
company documents
within DataSafe, only your
staff get to see them. It's the easy, simple and
secure way to share documents.
Getting
Documents into DataSafe
While DataSafe can
cater for just about any type of document, we recommend
using Adobe Portable
Document Format (PDF) for documents being delivered
to customer. PDF documents can be generated from just about any
program from any operating system
(Microsoft Windows, Apple MAC, Linux) and for
most systems, a pdf generator is available free – you
just “Print to PDF” instead
of a printer. If you're not sure, just ask; we're
happy to advise.
For existing documents, you can simply scan them
to a PDF file.
If you have large documents
or a lot of small documents, our Scan and Load service
can
help you out. Just give us a call and discuss
your requirements with our experienced staff. |