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Introduction

ALLPOINT is a Home Health Agency that provides general assistance, live-in and live-out services, hygiene visits and appointment escort services to the elderly, disabled and Alzheimer, stroke and cancer patients

Challenges:

ALLPOINT agency needed to co-ordinate on a regular basis with the families of elderly and disabled people as well as caregivers, certified nurses, home health aides, nurse assistants, therapists and dieticians. They need to manage the timings, requirements, feedback, special requests, etc and remember all this data or at least store them where they can easily find it.
  • Storage was at a premium. Needed to archive old documents
  • Needed information quickly; couldn't waste time searching for right files and poring over paper forms

Solution:

Docsvault helped ALLPOINT to manage documents such that information is now quickly accessible and well organized.

Benefits:

Docsvault helped ALLPOINT to archive more than 120,000 paper documents and now they are almost paperless. Some of the Docsvault features that people at ALLPOINT Home Health swear by are Integrated Scanning, PDF Printer (Print documents to PDF), PDF Assembly (Merge, split, append), Back-up & Restore and Folder Templates.

Features like integrated scanning, PDF printer and PDF assembly help to convert documents to PDF and manipulate them to add annotations, stamp or to highlight important text. Folder template feature helps to organize documents better. It helps them to store documents in such a way that when searching for information, they get results quickly.

All in all Docsvault helps ALLPOINT to manage and organize documents better. Also, they don't have to worry about investing in extra space for storing old documents.

Amir Bienstock
President,ALLPOINT Home Health, Inc
Healthcare

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Introduction

Glusing & Muher, LLC provides assistance in practice areas including personal injury, workers' compensation and vehicle accidents. Prior to using Docsvault, they had a hard time managing files.

Challenges:

Time is of essence in any legal firm. Loss of time in searching for documents results in bad customer service, which eventually results in loss of clientele and reputation. This was what was happening in Glusing & Muher, LLC.
  • When communicating with a client over phone, they had to look all over the office for a document in a file
  • Their processes were very time consuming, inefficient and produced poor customer service.

Solution:

Identifying the problem of filing, search and retrieval, Glusing & Muher decided to adopt Docsvault to solve the problem.

Benefits:

Docsvault changed the office of Glusing & Muher dramatically. According to Mr. Franklin Muher, "Simplicity and familiarity of Docsvault interface makes sense. It uses a logical setup for the files, folders and cabinets."

No longer they are running around trying to find a piece of paper in a six inch file which could be anywhere in multiple offices. When a client calls, they are able to talk to them immediately and knowingly about what is going on in their case. Their clients are happier and so are they.

Frank Muher
Glusing & Muher LLC
Law Offices

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Introduction

Harry Dao is an insurance agency located in the United States of America. Prior to using Docsvault, they faced many challenges including security threat

Challenges:

Some of the top challenges faced by Harry Dao agency besides security are:
  • Office was getting more and more cluttered with ugly file cabinets filled to the brim
  • Constantly could not find files that may be in use by others, or misplaced
  • It was hard to keep track of who did what

Solution:

Identifying these problems, Harry Dao decided to look for a solution, which they found in Docsvault.

Benefits:

First and foremost, Docsvault helped Harry Dao Insurance Agency by decreasing clutter caused by their large amount of files and making them go paperless. Besides this obvious and main benefit, Docsvault offered many other benefits to this insurance firm.

Thanks to Docsvault’s audit system, now everyone in their office can find files and open files on multiple computers at the same time. They especially like how customizable Docsvault is. Now they can store multiple phone numbers, emails and other features in a central repository. This also makes it easy for them to make changes.

Hennry Dao
Harry Dao Insurance Agency, Inc
Insurance Agency

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Introduction

Marks Companies is a real estate agency based in Indianapolis. They take care of real estate needs such as buying and selling properties.
Prior to using Docsvault, they struggled with an inefficient storage system for their important documents.

Challenges:

Some of the typical paper handled in real estate agencies such as agreements, deeds, and certificates are very sensitive, making it imperative for them to take extra care of their documents:
  • Time consuming search for documents
  • Archived documents had to be stored off site
  • Employees could not access documents

Solution:

Acknowledging the need to secure and organize their documents, Marks Companies, Inc. decided to use Docsvault.

Benefits:

Docsvault helped Marks Companies, Inc. to form a proper document storage and organization policy, allowing them to store their data accumulated from many years in one place.

Some of the useful features of Docsvault that has helped this company the most are integrated scanning and OCR. This feature takes out the hard work in scanning.
Mandy George from Mark Companies, INC says, right quoteOCR helps search for misplaced documents. All employees can search for documents that are all organized in one place so it is no longer time consuming. Multiple years are in one place.

Document managing features such as version control and profiling makes it easy to control document updates and organize and search documents easily. Security features like access control and audit trail allow employees to access only those documents that they are authorized to, leaving other documents untouched. Back-up and restore tools takes out the need of storing older documents at an off-site location.

Mandy George
Office Manager, Mark Companies, Inc
Real Estate

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Introduction:

American Endowment Foundation is a public charity foundation doing donor advised funds. They were tired of having too much paper and not having access to files easily.

Challenges:

Non-profit organizations have to rely completely on funding allocated by funders, which means they have to handle responsibilities in a limited budget. This makes it very important for them to enhance their management but without going above their allocated resources. Some of the other challenges in American Endowment Foundation were:

  • Poor document management and storage leading to difficulties in accessing files
  • Too much paper

Solution:

To solve their problems of too much paper and poor filing system, American Endowment Foundation turned to Docsvault.

Benefits:

One of the most important features of Docsvault that appealed to American Endowment Foundation was its simple interface, which was similar to Windows XP. They also found Docsvault easy to install and use.

They were able to print documents easily to Docsvault because of its integration with MS Office products. They also found the PDF manipulation options such as splitting and extracting pages and rotation useful. Powerful search feature and document linking were other features that were useful for this organization.

Gail Tobin
American Endowment Foundation
Non Profit organization

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Introduction:

Founded in 1923, Packer Thomas is a CPA and Business Consulting firm with a reputable history. It is a substantiated leader in accounting, tax, business consulting and auditing services.>

Challenges:

This firm is responsible for taking care of sensitive records, tax returns and financial statements of clients, making security and management a challenge.
  • Have to handle a lot of sensitive documents
  • Problems in general administration

Solution:

Docsvault emerges as a solution; it can secure sensitive documents and help manage documents better

Benefits:

Docsvault helped Packer Thomas reduce chaos, improve general administration and safeguard sensitive documents.

Some of the Docsvault features that are especially beneficial to Packer Thomas include integrated scanning and OCR and PDF printer. These features allow them to digitize their paper documents, convert electronic documents to PDF and reduce ensuing clutter.

MS Office integration, Windows Explorer Open / Save Dialog integration, and PDF Assembly made it easier to handle documents. Document managing features such as version control and profiling; and workflow management features such as documents and task routing, quick email and notifications improved general administration. Security features such as access control and audit trail and back up & restore tools helped them to secure sensitive client data.

In conclusion, Docsvault helped Packer Thomas to convert to a paperless office.

James Tims
Supervisor, Packer Thomas
Finance and Accountancy

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Introduction:

Thompson & French Insurance Brokers provides assistance in all private and professional insurance matters including home insurance, corporate insurance, marine insurance, liability insurance and legal aid.

Prior to using Docsvault, they had to face a lot of issues concerning inefficient storage of paper.

Challenges:

Insurance industry is a paper-intensive industry and has to deal with a lot of papers. Loss of documents or inability to retrieve a document on time can lead to loss of time, money, reputation and clientele.
  • Loss of time due to inefficient storage of paper documents
  • Searching for documents and emails
  • Inefficiency due to poor document management

Solution:

Recognizing the shortcomings of their document storage and management policy, Thompson & French Insurance Brokers adopted Docsvault in 2010.

Benefits:

Docsvault helped Thompson & French Insurance Brokers to go from paper to paperless, nearly doubling their efficiency.

MS Office integration allows them to edit office documents inside Docsvault directly from these applications, thereby saving time. They convert documents to PDF, reducing storage space and chances of tinkering with documents.

They don’t need a full-time person to look after their scanning jobs, thanks to folder monitoring tool. Quick email and alerts allow them to stay updated of all document and folder activities. Search tools allow them to locate documents in no time. Back-up & restore tool allow them to secure their valuable data.



Tom Laloo
Owner, Thompson & French Insurance Brokers
Insurance

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Introduction:

Saxon Auto Group has been serving the Twin Cities community for over 80 years in both automobile sales and service. They wanted to create a paperless environment in their office.

Challenges:

Some of the major challenges concerning document management faced by Saxon Auto Group were as follows
  • A less sustainable environment with too much paper
  • Difficulty in searching for documents

Solution:

Saxon Auto Group turned to Docsvault to find a solution to their document management problems.

Benefits:

Creating a paperless environment is not very difficult and not even very expensive these days. In fact, its cost is easily recovered with the multiple benefits it offers. Docsvault Professional is flexible, reasonably priced document management software that gives high ROI.

According to Jack Saxon, right quoteIt is a simple to use "point and click" program that allows us to make custom screens and, most importantly, allows our own search fields for stored files. As equally important, this program allows to scan directly into the screen you are in and not having to do a second step of importing.right quote

Features such as Integrated Scanning have made scanning a breeze and OCR has enabled them to search documents by the text contained in scanned documents. Other useful features for this firm are PDF Printer, which allows printing documents to PDF; PDF Assembly that allows merging, splitting and appending PDF documents and other features like version control, profiling and search.

Lastly and most importantly, the back-up and restore tool allows them to preserve their data without having to worry about it. .



Jack Saxon
Owner, Saxon Group
Auto sales and services business

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Introduction:

Richard Christie, the proprietor of Xieconsult wanted document management software for individual use and Docsvault fit the bill perfectly.

Challenges:

Richard Christie of Xieconsult faced the following challenges prior to using Docsvault:
  • Inability to find inter-related paperwork
  • Always having trouble in searching documents

Solution:

Docsvault Professional not only helped search documents but also find inter-related documents at Xieconsult.

Benefits:

When you are managing a small business, it is all the more important that your documents are organized and easily retrievable. Most businesses feel the need for a good document management system that is easy on the pockets and answers most needs of small businesses.

Xieconsult had the same need and Docsvault was the answer to their needs. Some of the features like Integrated Scanning and OCR, MS Office Integration and Printing documents to PDF were extremely helpful to co-ordinate documents in a structured, uniform manner.

Document management features such as version control and profiling makes it easy to easily find various documents and their versions. Local collect folder and back-up tools are other useful features of Docsvault Professional that Xieconsult find useful.
With the powerful search feature and profiling, Xieconsult can not only search documents but also find inter-related documents at one go.

Lastly and most importantly, the back-up and restore tool allows them to preserve their data without having to worry about it. .



Rich Christie
Owner,Xieconsult
Small business

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Introduction:

Started in 1993, Windy City Parrot operates a bird boutique and online store providing products for exotic birds.

Challenges:

Surrounded by exotic bird stuff and the pressure of handling too many customers make it important for Catherine Tobsing (President) and Mitch Rehman (VP) to stay on top of the things. The topmost challenges faced by them are:
  • Too much paper
  • Inefficient and unnecessary labor

Solution:

Docsvault Professional is a perfect tool for SOHO and Catherine and Mitch realizing its potential adopted it as a solution.

Benefits:

Needs of small business owners are much different than large corporations that need advanced collaboration and security tools. Docsvault Professional provides tools that are useful for small business owners.
One of the most useful tools for Windy City Parrot is MS Office Integration as it eases creating, editing and saving Word and Excel files. PDF Printer, which helps convert MS Office documents to PDF, is another useful feature that has helped this firm.

They also like the powerful search function, as it makes it easy for them to search documents by tags, dates, flags and text contained within. This quickens the speed of work, as all documents become handy.

Lastly and most importantly, the back-up and restore tool allows them to preserve their data without having to worry about it.



Mitch Rehman
Vice President, Windy City Parrot
Small business