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Software: Document Management

Document Management Banner

Do you spend too much time searching for documents, or have you lost important paperwork in the past? Perhaps you want to reduce your paper usage and become more efficient? With the Document Management facility in Opera 3 you can store your documents electronically and they can be accessed quickly when you need them.

"Opera 3 gives us unprecedented control over our business and is spot on for our requirements. Information can be easily accessed and thanks to Opera 3 we more informed about the business and productivity has increased thanks to the efficiency savings the software brings"

Aline Imray, Cheltenham Festivals

  • What is Document Management?

    With Document Management you can electronically store customer orders, supplier invoices, credit notes, signed delivery notes, job costing timesheets, payroll & HR documents and general correspondence. Stored documents can be easily accessed using friendly, easy-to-use retrieval software, and can even be reported on.

    Documents can be captured and indexed individually, in batches or by barcode. Captures are automatically tracked, with full auditability from individual files to system level. Reporting can be done by date or user range.

    Benefits of Document Management

    • You’ll never lose important paperwork again
    • Significantly reduce time spent searching for documents
    • It’s more secure - your documents can only be seen by those who need to see them
    • Drive efficiencies by reducing your paper and printing costs
    • Become paperless and improve your environmental footprint
    • Free up more space in your office
  • Easy To Use

    You’ll find Document Management easy to use and also has user configurable screens. Images held within the system can be accessed using friendly, easy to use retrieval software for instant access. Your staff can be up and running straight away - and start utilising your investment.

    Five Primary Functions

    • Capture
    • Indexing
    • Retrieval
    • Archive
    • Reporting

    Content Indexing

    Content Indexing captures words from machine typed text, scanned images, .txt and .doc file types and uses the text to index the document. This automated method of indexing documents is in addition to Manual Indexing and Barcode Indexing, making it even easier to retrieve documents.

    Content Indexing enhances the use of captured data within Document Management with:

    • Inclusion and exclusion dictionaries which allow you to manage the words that are used to index the document
    • Improved retrieval and analysis of data which allows for cross reference of documents using any combination of words and terms

    Deferred Indexing

    Captured data can either be indexed at the point of capture, or at a later stage with Deferred Indexing. Users will enjoy greater flexibility including:

    • Documents can initially be captured as a batch with a name without being indexed, and can optionally be assigned to a user for future indexing
    • Ability to browse, create and index a batch from images created by multi-function devices such as large photocopiers that ‘scan’ to a path on the network