Managers in one of Slovenian companies were considering a purchase of a document management system. The main argument for the investment and project was time-saving in document search.

The decision was made after a secretary was asked to perform a simple task of finding a certain contract that was a few years old but still existing. It took her whole 28 minutes. It would have taken her even longer if she had had to find a certain part of the text in the contract.

Would you be surprised if I told you that only a few clicks were needed for such a task?

Reviewing and processing of the received documents are fast and straightforward. Each authorized user may only access their own documents and those which they are authorized for. Document searching and reviewing may be executed by various criteria: sender, recipient, document number, type of document, company and type of document, documents bound by VAT payment, date of receipt, mode of arrival, short description, etc.

The authorized user of the document management system – or the recipient of the electronic document depending on the established work flow of the document – receives a notification of incoming mail by e-mail. It may be incoming mail that typically does not follow a process, or more demanding processes, such as project folders, invoice settlement, contract approval, etc. or other specific processes that require multi-level approving and activities. A simple click on a link in the e-mail you can access the desired document in the document management system. You can review the documents, approve them, forward them to other employees, reject them, comment on them, etc.

You can enlarge/reduce or rotate the documents, mark parts of documents, add comments, emphasize the more important parts of documents, conceal confidential parts of documents or add your signature or company’s stamp (annotations).

Business value lies mostly in quick and simple reviewing of documents, searching by various criteria and time-saving in document search.