Small Business

Rick, owner of financial consulting agency

Rick had started his own financial consulting agency two years ago after working for a big name on Wall Street for almost 15 years. He has seen a lot of success with in the last two years. What had initially started out as a company of two has now ballooned to 20 employees. With all the added employees, finding and sharing documents within the office has become a burdensome task, not to mention the security issues regarding who has access to what. Rick had no idea how to address these problems. Then Rick heard about document management software and the paperless office, but heard that they were very hard to install, use, and maintain, along with a high price tag. Then he read about Docsvault Small Business Edition and that it was designed with simplicity and affordability as the main criteria. He implemented it and has seen immediate results in efficiency, productivity, and his bottom line. Here’s how it all happened.

The first problem that Docsvault solved was the paper clutter lying around the office. His employees would constantly take out files and forget to file them back, leaving them vulnerable to damage, theft, and loss. By scanning in all the files and converting to a paperless office, he made it virtually impossible to lose an important document. He then found added advantages in that it made finding and retrieving files and documents instantaneous. Everyone could find what they needed immediately with the help of the advanced searching, full-text indexing, and saved search.

While converting to the paperless office, he found the benefit of custom properties and profiles. Anytime he brought in a file into Docsvault, whether it was a scanned document, a digital file he already had, or even while saving from Microsoft Office programs, he could assign his own custom descriptive classes, like ‘Client Name’ and ‘Document Type.’ What’s more, he then grouped together these properties into custom profiles, so he could automatically assign groups of properties every time he imported files and not have to tediously assign properties one at a time. He could then organize and search for files based on these properties and profiles, thereby customizing the way he organized to fit his organization’s needs best.

Rick also drastically increased the security, efficiency, and productivity of his workgroup, which has shown through the increase in his bottom line. First, Rick grouped together employees based on their function. He could even have certain employees overlap with other groups, so he wasn’t limited in how he grouped them. He then could control access to files and folders based on what group each employee was in, keeping prying eyes off of his most sensitive files. Docsvault also offers full task management and document routing. He could assign tasks to individuals or entire groups, and attach documents and notes to each task, giving Rick the ultimate tool to keep everybody on track.

Rick found added value through version control, audit trail, and other unique features. The version control allowed everyone in the office to know what the latest version of a document was. Every time someone made changes, a new iteration was added to the version count of the file instead of having to rename every time it was saved. They could even add their own version notes to describe their changes and then search for files based on these notes. If someone needed an older version, it wasn’t a problem because Docsvault allows users to revert back to previous versions. The audit trail feature allowed him to keep track of changes made to various settings and files that he specified. And the Docsvault exclusive features, like right-click access to most features, tabbed browsing, Service Guard to enhance the robustness of his server, and one-click CD/DVD burning made implementing and using Docsvault that much easier.

Even with this comprehensive array of features and functionality, the most surprising aspect of implementing Docsvault has been how easy the transition has been. He has not had the need for any type of IT staff and training the employees to use it was like second nature, thanks to the intuitive drag-and-drop interface based on Windows® file explorer. And the incredibly low price and the high ROI are two aspects that he still finds hard to believe, but numbers don’t lie.

Learn more about Docsvault Small Business Edition and how your organization can benefit from it.