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What is an EDMS?
An Electronic Document Management System (EDMS) is a computer system (or set of computer programs) used to track and store electronic documents. It is also capable of keeping track of the different versions modified by different users (version control). Read more about whether your organisation needs an EDMS in our resources section.
What is Cloud Computing?
Cloud computing uses a network of remote servers hosted on the internet to store, manage and retrieve data, as opposed to using a local server or personal computer.
What is Papershrink Office?
Papershrink Office is used to upload, store and retrieve your electronic documents. Your documents could be scanned at Papershrink via our document scanning services, scanned by your organisation, coming into your organisation electronically or generated internally.
Every EDMS needs the ability to upload, store and retrieve the information your organisation uses on a daily basis, quickly and easily. Papershrink Office is a cloud based system and has been developed using Microsoft technology. It also has team collaboration and is designed to make your admin life easier... and it does.
Papershrink Office EDMS completely eliminates shared drives allowing you to save documents from Office applications directly into the cloud.
Why buy Papershrink Office?
Papershrink Office is designed to make your admin life run smoothly. It aims to simplify your electronic document handling, provide controlled access to sensitive information and enable team collaboration on documents and projects across multiple devices.
We offer a free 30 day trial for Papershrink Office, so you can see for yourself how easy it is to use. To complement Papershrink Office, we offer traditional document scanning and document consultancy services.
We recognise that it may be easier for some organisations to send their paperwork to us to sort, scan and upload. On the other hand, if you wish to do it yourself, we will show you how to do it effectively and make sure it fits in with your existing business processes.
We have extensive experience in scanning, document management and professional services. By purchasing Papershrink Office you have access to a range of relevant expertise. We can advise you on how to scan into Papershrink Office yourselves or we can take your paperwork away and scan it for you – you simply pick and choose what you need from us. We offer the full package for any organisation looking to go paperless.
How do I use Papershrink Office for business intelligence?
As part of our Papershrink Office premium package you can download metadata from your documents to excel to analyse and create business insights — upload back to your dashboard — create a live-link so a pivot table refreshes automatically as documents are uploaded into Papershrink Office. This tool can be used for budgets, actuals and for KPI’s. This way, you can create a living document in excel that will continually update without the need for you to create reports weekly, monthly or quarterly.
What types of businesses is Papershrink Office EDMS suited for?
Due to the cost and time implications of keeping paper files, Papershrink Office is of particular interest to the following sectors:
- Charitable organisations
- Logistics and transport
But any business that uses paper in the office and needs a secure depository can use Papershrink Office.
How are documents captured?
There are lots of different ways to get documents into a document management system. You can scan in paper documents or save electronic files directly into Papershrink Office (in 'save as' options in Microsoft programmes). Read more about the Papershrink scanning process. Click on "Scanning Process" from the list of fact sheets in our resources section to read more about how we work.
How do I retrieve my documents?
Using the search functionality in Papershrink Office is just like using Google — it’s essentially a search engine for your meta data. Papershrink Office will search within every document to find you the document you want. There is also the facility to 'follow documents' so you are informed of any changes made to a particular document and check documents in and out. You can also search on a documents tags.
Is it possible to share captured documents?
Yes. This is the key benefit of Papershrink Office — your colleagues and team members, with the right permissions, can also view and work on documents. Not only can you share them with your team, you can make them available to other departments, or even customers or other stakeholders. You can do this through a web portal.
What document formats are supported by the software?
Scanned documents are usually stored as Tiff or PDF/A files. However, any other documents can also be stored including CAD drawings, MS Office documents, emails and even .wav file voice messages.
How are document revisions managed?
Every time a document is changed in some way — a page deleted say, a new revision of the document is created. This means you can go back through the revisions and see the history of the document. Revision control assists compliance and also makes managing changes on contracts or project documents easier. Papershrink Office has an advanced document revision system which not only lets you see the current version of a document but also lets you open and see all the previous documents. These are numbered so if one is deleted you can still see all the other remaining documents.
Is metadata assigned to individual documents?
Every time a document is archived by time, archived by, number of pages, dpi, the information is stored with the document. This is often referred to as metadata. Index data is the custom information that is used by the end user to identify the document like the supplier name or contract ID.
How much storage space will I get in the cloud?
The amount of storage space you will receive is dependent on the Papershrink Office package you choose. Our basic package gives you 25GB, our professional and premium packages allow 100GB. However, additional storage space can be purchased separately.
What kind of documents would I typically use Papershrink Office for?
Paper documents, scanned and archived electronically is a good starting point. You will already have your Word and Excel documents on a shared drive so adding in your HR records or your purchase invoices is a typical starting point.
How is compliance enhanced with the Papershrink Office EDMS?
An enterprise class EDMS (rather than say DropBox or Google Drive) will have a full audit trail and document history from the point of capture (scan and import). Every time a document is viewed or printed, the history is updated. This is part of the requirements of the British Standard for Evidential Weight and Legal Admissibility of Electronic Information (BS 10008), including electronic storing and archiving, together with a certificate of destruction and a documents retention policy. Read more about BS 10008 compliance in our resources section.
Are there limits relating to the size of individual documents?
You can add any size document into Papershrink Office. Scanned documents are usually stored as individual Tiff files — one page = one file. This means viewing a large file, say 500 pages, across the web can be very fast.
Do documents need to be saved to a hard drive or suitable server?
No, all documents are saved to the cloud which is in fact a G-Cloud approved platform. Security and access controls are in place to stop unauthorised access to data. G-Cloud is a UK Government program to oversee industry standards and certifications for this type of service.
Does the system handle version control?
Yes. Papershrink Office does have version control which is a key part of a document management system. Every revision you make to a document is recorded, including deletions.
Can files be shared between departments?
Yes. Collaborating with departments and even remote suppliers or customers is a useful feature of the system.
How secure is Papershrink Office EDMS?
Security is critical. Papershrink Office is a G-cloud approved system. Some of the key security features are the enforcement of ‘hard’ passwords for added security and the ability to wipe mobile data remotely to prevent unauthorised access. (This can be carried out by Papershrink).
Are there any advanced security options?
Ensure added security with Papershrink Office Premium. Set up the IP locking feature to limit account access. This involves commanding only certain emails from specific domains with specific IP addresses to be delivered to your organisation. For advanced protection go for encryption at rest — set access controls on documents by encrypting which users can view the information and what kind of access they have access to.
What documentation and support is provided with Papershrink Office?
All Papershrink Office Business packages include initial configuration, however levels of support are dependent on your choice of package.
Papershrink Office Basic - basic email set up and no telephone support
Papershrink Office Professional - email and telephone support
Papershrink Office Premium - email and telephone support and any additional assistance is charged at our daily rate.
The telephone help desk is open Monday to Friday, 9am — 5pm 01733 394269. Help desk ticket submission for all system users is in use to ensure prompt resolution of issues. All Papershrink Office users also have access to Papershrink Office user guides.
Is there a limit to the number of users?
Number of users will depend on your chosen Papershrink Office for Business package.
Papershrink Office Basic - 1-24 users
Papershrink Office Professional - 25 minimum level of users
Papershrink Office Premium - 25 minimum level of users