Document management is a system for organizing and accessing
documents. It combines human workflow guidelines with
technology. Examples of technology are: hardware for scanning, software for digital conversion, and hosting
for remote access.
Content management is a set of processes and technologies
that support collection, organization, and sharing of
information from business documents. It can generate
meaningful reports from a database on demand.
Data migration is the transfer of data to new storage media
or new formats. Examples include the digitization of paper
documents, the movement of old records into a new ERP
(enterprise resource planning) database, and the integration of
documents that a business acquires through a merger or
an acquisition. It often involves automated steps such
as extraction, transformation, conversion and loading from
one database to another. Trained document
specialists reduce the rate of error.
Whether you run your project in-house or outsource it, the
people who process your documents must avoid mistakes, work
efficiently, understand the principles of document content
management, and respect the importance of your business
data. Solvaire recommends that dedicated, competent and
well-trained individuals take up this assignment. Resist the
temptation to dump it on a team that already bears
responsibility for a wide range of other projects. For large
projects, hiring new employees or outsourcing the work
usually makes sense. Consult your human resource
professionals after receiving an estimate of the
person-hours needed to complete your project. If you choose
to have us host your solution, be assured that our data
center is SAS 70 Type II Compliant. If you choose
the in-house option, Solvaire can train both the document
handlers and supervisory personnel. We can customize your
outsourcing to include the amount of work that makes sense
for your situation. Our team can run the whole project from
A to Z if you request it of us.
See our white paper on ways to
avoid common mistakes.
The five major mistakes we describe and illustrate are:
Export of business decisions to
Failure to get buy-in from the
Underestimation of training
Underestimation of workload
during a transition.
Failure to consider workflow processes.
Learn the basic options and how they can apply to your
Discover how to optimize the workflow of your
Evaluate the costs and benefits of a proposed solution.
Introduce changes and train users one department at a
A chemical company failed to renew its ground lease on
time because no one set up an electronic reminder. They
had to relocate a $17 million facility.
Division of Labor Helps:
Full time experts can organize information from your
documents more efficiently than non-specialists. Skilled
labor requires focus.
Precision Adds Value:
You are wise to insist on a document management service
that backs up its claims in writing. Solvaire guarantees
an accuracy rate
higher than 99%.
We can prevent more than one hundred mistakes in your
next ten thousand entries if you ask us to replace a
system that is only 98 percent accurate.
Solvaire has earned praise
from Fortune 500 companies and other demanding clients
for more than a decade. We choose staff with
professional credentials and train them to follow
We offer full project management, or we can customize a
solution with any mix of software, training, staffing