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DocuVantage OnDemand®

Created to complete what was missing.
After years of working with the major electronic document management products and realizing there was much left to be desired from the available applications, Document Advantage Corporation developed a complete electronic document management software suite that includes rules-based business process automation, e-mail/fax management and even records management compliance.

DocuVantage OnDemand® is a software-as-a-service (SaaS) application that can meet the needs of a single user or thousands of users in an enterprise-wide implementation.

Making your document management different.
These days you'll see electronic document management solutions offered everywhere; even copier companies are marketing document management solutions with their equipment. As a buyer, you will want to ask yourself, does the solution this company is offering really solve my issue? Does it keep me from needing to print documents? Does it take away the worry that I'm not meeting my compliance requirements for retaining records?

Our take on electronic document management is that it should provide a solution that manages the document from its creation to the end of its life-cycle, including its disposition. In order to do that, you need key functionality from your application that is integrated and available in modules so you may add the functionality as your business needs require. Here is how we do it:

DocuVantage OnDemand® has four core modules allowing customers to purchase the “Base” Module and simply turn on other modules as your needs require. These include the base Archive module, Records Management, Email and Fax Management and a Business Process Workflow module. Additional functionality includes Electronic Signature and Production Capture.

Unlike the “toolkit” approach offered by other vendors, the DocuVantage OnDemand® application is completely integrated and allows users to quickly and easily add functionality as needed. As a SaaS solution, DocuVantage clients can be up and running in as little as four hours.

One size fits all.
DocuVantage OnDemand® is highly scalable, allowing you to implement an individual office, department or enterprise-wide application and be assured that you can continue to grow without outgrowing your solution. The application can expand and be enhanced without the heavy expense and IT resources associated with many other document management solutions.

Plays well with others.
DocuVantage OnDemand's hosted application enhances any organization by providing secure browser-based access to your information. The architecture can seamlessly integrate with your existing environment, and the supplied Web Services API enables line of business integration. Use our application to push or pull information from your other mission critical applications.

Did we mention it's online?
It's true! With DocuVantage OnDemand®, you will now be able to, capture, store, automatically route and search for your documents and information from anywhere with an internet connection. No expensive hardware to purchase, no software to install and best of all, you won't need an IT department to help you use it. DocuVantage's support team is here to help you.

DocuVantage OnDemand® can be the critical link organizations need to make the most of managing information, helping you to build a sustainable competitive advantage.

DocuVantage OnDemand® Modules

Easy Capture, Search/Find Capabilities

Upload documents easily by dragging and dropping files from your desktop, by browsing, importing or even using a scanner or multi-function device from any location.
Index and search for the document(s) you need according to your file classifications, i.e. keyword, author, category or document title. The application uses Optical Character Recognition (OCR) and Text Search to read the text on the pages you upload, making it as easy to locate information as searching on Google!
Easily search for and retrieve your text-based electronic documents based on content. Desktop word processing documents, scanned documents that have been converted to text using OCR, and other text-based files can all be quickly searched into a ranked list. Select either the pure text file or the original source document for viewing.
Securely store and access your documents using your Web browser. Your documents are stored in a single, secured repository, allowing for a virtual office environment and eliminating the need for file cabinets, expensive real estate and searching through shared folders.
Archiving capabilities ensure that your information is stored regardless of employee turnover, helping you maintain compliance.
Increase space as needed with ease, no equipment to purchase.
Improve your response time with staff, customers and auditors by now having the ability to locate your information in seconds.

Version Control/Tracking Revisions

Collaborate on documents with ease by using the check-in/check-out feature found in DocuVantage OnDemand®. Only one user may edit a document at a time; other users will view the previously saved document.
Find the most recent document version without confusion.
Remove the need to re-invent the wheel when a document is lost; all versions are stored and can be accessed in a single repository.
Save time by limiting unnecessary version formatting that is required in traditional collaborative environments.

WORKFLOW

BUSINESS PROCESS MANAGEMENT AND AUTOMATION

Automated process workflow facilitates increased productivity. You can view the status and location of each document as it electronically flows from one workstation to the next. Based on your observations, you can determine how to eliminate unnecessary processes, enhance quality control, improve customer satisfaction and speed delivery of products and service. We put the power of electronic document management in your hands.

Design and deploy new business workflow processes with the supplied GUI-based process editor.
Set up rules-based workflows within the system to push documents to the appropriate people in the business process, ensuring tasks are being completed in a timely manner. Documents aren't left sitting on someone's desk, and the information is efficiently moving through the business processes.
View exactly where each document is in the business process, monitoring all inputs and outputs.
Identify and remove bottlenecks that can increase overhead and decrease service.

RECORDS MANAGEMENT COMPLIANCE

Streamline the management and access to important records. Through an interface backed by administrative access control, companies can enable faster, more cost-effective records management while laying the foundation for compliance with key government regulations.

Manage a document/record from its creation to its disposition providing a secure repository for accurate and reliable business records.
Set retention controls and alerts to minimize the risk of audit and litigation.
Eliminate paper document storage, resulting in zero time searching for lost or misplaced documents.

EMAIL/FAX MANAGEMENT

Emails and faxes are an important part of information flow. Maintaining storage and easy access to these important business communications improves customer service, routine business processes and regulatory auditing.

Store emails in the system for archival; e-mail software was not designed for long-term storage and does not perform well when people store large quantities of e-mails.
Automatically route inbound e-mails into a workflow for review and processing.
Automatically route inbound faxes into a document repository or workflow for review and processing, eliminating the need for printing, e-mailing or watching the fax machine to adhere to HIPAA compliance.

Electronic Signature

Remove time consuming and costly processes for document review and signature by electronically routing and delivering contracts to internal and external users.

No faxing, printing or couriers.
Manage and track the entire process including versions, delivery and signatures.
Remotely access contracts from anywhere using the web.
Maintain document, history and audit trail in secure, compliant and protected repository.

Web Services API

Easily integrate with other web applications
Easily integrate with on-premise applications

Additional Advantages

Cost Efficiency and Discount Pricing

Because DocuVantage OnDemand® is a SaaS application, it is offered as a low monthly subscription fee.

DocuVantage products and services are also available to our government purchasers on GSA Advantage® and on Florida State and Local purchasing contracts. Volume discounts are available for all DocuVantage OnDemand® modules and services to government purchasers.

Cut operational costs in your organization, while ensuring that your department continues to provide necessary services as you face cut-backs and remove overhead costs such as couriers, storage, faxing, and duplicating/printing costs.
With DocuVantage OnDemand®, there is no equipment to purchase and no need for additional IT support.
We manage the application and its upgrades 24 hours a day and 365 days per year with a guaranteed uptime service level agreement. Your IT resources can focus on their core tasks without the burden of another application to learn and maintain.

Infrastructure and Application Security

In using DocuVantage OnDemand®, your electronic records are stored and protected within Equinix, a global, secure Tier IV data infrastructure, guaranteeing that your organization’s security requirements are met and always available.
Within the application, you can control each staff member’s permissions, allowing each individual minimal or maximum document access privileges.
Use notification settings to alert you when a document has been changed.
Track the status and location of every document in your system, as well as who is viewing and editing the files.

Curious how we can improve your organization's document and information management?

Call our office at 863.326.6360 ext. 1 or e-mail us for your free consultation and find out exactly what improvements we can make for you.