What has been your experience or you clients with document management systems? Have they lived up to their promise? In addition to financial solutions, Polar focuses on Network infrastructure projects and Managed Network services. We have looked at some third-party document management tools and are very familiar with Microsoft offerings. At this point, most of the third-party products I have seen are still more focused on Imaging and archiving. They don't seem to meet our expectations for the SMB. I think there are enterprise tools that probably "get it", but at this time, we have not been impressed with the offerings. If I were to take a 1,000-foot view, I would say that if you asked 50 people, you would get 50 responses to what document management means to them.
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The document management systems are producing tremendous productivity gains and operational efficiencies for our clients. To be successful, we focus on flexible systems that will meet the needs of the entire organization (finance, operations, human resources, legal, customer service, sales, marketing, compliance, etc). Most organizations start with one department and expand the solution over time so scalability is an important issue. Many of our clients take advantage of opening part of their systems to remote offices, home offices, auditors, vendors, business partners, and customers for better communication, collaboration, and improved customer service via secured browser connections.
What we have done internally and also for several clients is create an integration between our CRM platform (Microsoft CRM) and SharePoint. This solution is very cost-effective and has resulted in streamlined processes that can benefit an organization. We really see the integration of CRM and document management as a key to creating efficiency in our organization and providing the ability to share information and mange data from "cradle to grave" for our client relationships. The next step is to provide an external portal via SharePoint for clients to access pertinent information in a secure environment and add value by providing access to information that we maintain.
Templeton & Company
West Palm Beach, Fla.
I have had two customers in the last year purchase DocLink and have a customer running ImageLink. All three of them have been very happy. One of the DocLink customers says he saw less than a six-month ROI. The others have seen similar results. I would say that document management is helpful and provides many benefits to the business owners and the end users.
First Tech Direct
Royal Oak, Mich.
We are an organization that has consultants in four states and customers in 26 states and two foreign countries. If it were not for our Web-based document management system, our ability to function efficiently and effectively would be severely reduced. Almost every day, I use this feature and so do all of our consultants. For us, the product has been more than the promises made.
Hugh Riddle Jr.
Huntington Beach, Calif.
Document Imaging Systems (as they relate to the accounting department) will never be successful until the integration to the back-end accounting system is improved. Currently, the user still has to print the document and then scan it and index it into the imaging system. What must happen to be a viable product is that the imaging system must emulate a printer, capture the original document to the imaging system, and index it automatically based on some setup rules. For instance, if I print a Payroll Register, the user would have it up to be indexed by the Pay Period End Date and Check Date. In the Accpac world, document- imaging companies have come and gone for years.