DOCSBOXTM is an appliance linked to the office copier and integrates a number of features and functions found only in high end office document solutions. DOCSBOXTM is a turnkey appliance which can be installed with minimal technical IT resource and requires no integration with other software products. DOCSBOXTM pricing meets SME budgets and allows for unlimited users. Customers also get a practical web presence with all their document management functionality.
Key Features
Document capture & routing - Scan documents in with metadata (keywords) and route to secure containers
Storing both electronic and hardcopy information - Collate related hardcopy, emails, electronic copy to make information more relevant to end users
Document conventions - DOCSBOXTM functionality has been integrated in a way which provides a platform to enable users to instantly access established protocols and disciplines of use, ensuring accuracy of filing and accuracy of retrieval
Searching and retrieving - DOCSBOXTM has functions like OCR and full text indexing making retrieval of information easy and reliable
Creation of an intranet - Staff have the ability to work remotely and securely
Microsoft Office Plug-in - Enables users to save and access information from the application they are working in
Creation of an extranet -- Provides secure access to selected information to third parties (e.g., suppliers or customers). This provides customers with an instantaneous and practical web presence
Automated backup - Many small companies struggle with backup; DOCSBOXTM makes key file backup simple and reliable
Unlimited users and fair pricing - Many other similar systems do not offer as much functionality, are more expensive, and charge per seat. DOCSBOX brings enterprise level functionality to SMEs without these barriers
In many office environments, the nature of document capture storage and retrieval leads to unnecessary labour cost and wastage. For example, duplication of information and extra printing, offsite document handling and access costs, etc. Add to this, the fact that many office multifunction devices are also often isolated from the document architecture of organisations. All this inevitably means staff is distracted from core activities and information processing costs are increased.
Key Challenges
Unstructured filing of hard copy and electronic information in different locations means it is difficult to capture and find information
Nearly impossible remote access and sharing of physical documents
Document chaos due to lack of easily implemented protocols/disciplines around information storage/use
High cost of software, the IT resources needed, and the perception of IT being complicated and not meeting expectations discourages the use of this type of solution
Non-existent or clumsy backup and security for documents
Inability to consolidate ALL relevant information (i.e., emails, hard copy documents, electronic spreadsheets, etc.)
DOCSBOXTM enhances the office multifunction device by making it a rapid and reliable electronic gateway or hub to critical information. The office MFD is no longer simply a copier or printer; with DOCSBOX it becomes the tool for information capture and management in the organisation. Users can be running DOCSBOX in minutes, not hours.
Introduce consistent disciplines - Reduces the reliance on individual staff knowledge and provides a company-wide process for capture and storage
Increase the value of your MFD - The office MFD coupled with DOCSBOX reduces time spent filing and searching for information
Centralise access to information - Many companies have information on PCs, CDs, email, and even in boxes. DOCBOX consolidates this information making it more meaningful to staff and customer
Secure - DOCSBOX is password-protected and can incorporate SSL security (bank-like encryption) to help ensure sensitive information is delivered securely
Guard against data loss using back up and restore functions - DOCSBOX allows you to create and implement an automated data backup plan; what to back up, when to do it, and where to store the backup information
Improves team performance - By providing access to information from anywhere, anytime using a web browser, users can collaborate on projects and respond more quickly to customer enquiries without having someone fax information or even wait until they return to work
Better communication and collaboration with customers and business partners - By default, DOCSBOX becomes a pre-configured intranet or extranet for staff and customers to share information and receive automatic notification
Reduce outsource storage costs by using DOCSBOX to burn CDs and DVDs of archival information
Minimise retrieval costs and searching time - By virtue of having a DOCSBOX convention in place retrieval costs from outsource suppliers and searching time by staff can be minimised
Why Choose Xerox?
Our systems help our clients introduce DOCSBOXTM to their organisations with the minimum of interruption
We have competent trained staff well versed in helping you put the right DOCSBOX process in place
By attaching DOCSBOX to your copier, we help you gain more value from your MFD
