Document Management TOP 4 business savings revealed

Financial Directors are always looking for ways to save money and improve efficiency. The following report reveals the TOP 4 business savings that your business can acheive with a minimal budget. Real savings and testimonials from company directors and managers who have embraced technology and with our help have sucessfully implemented document management solutions.
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FINANCIAL

DIRECTORS

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Save Money

Save Space

Improve

Save Time

Reduce your time spent processing and managing documents by up to 50%Process 100's of purchase invoices in minutes
Spend up to 50% less money on printing & copying costs Reduce your postage costs by up to 40%
Reduce your document storage costs and eliminate offsite storageReclaim your office space
Access and share data more effectively and work remotelyReduce your aged debtor by 25%

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Founded in 2003 Scan Worx Ltd has successfully provided document management solutions to over 500 businesses in the UK. Through doing so, Scan Worx has gained a wealth of experience not just in the workings of document management solutions, but how they can be implemented effectively.Founding directors Jon Milburn and Alan Peck have built the business around providing real workable solutions, with a main focus on delivering real tangible cost savings for businesses. A significant achievement has been delivering solutions into the financial markets making in excess of £10 million in practical profit and loss savings.To make the introduction of document management successful, Scan Worx consults with businesses on their current methods of document management, processes surrounding the filing and retrieval of information and its distribution. Achieving a successful implementation of document management into your business does not necessarily involve changing the way you do things to suit the system you choose. Scan Worx offers a consultancy service covering every area your business needs to investigate whilst considering the introduction of a document management solution. Our service is tailored to the needs of each individual business and culminates in the production of a report detailing our findings and recommendations. This report can then be used to ensure that your document management implementation can progress without any unforeseen worries.All businesses have a document management process in place, but are they aware of how efficient that current process is?Scan Worx can offer you the advice that may unlock thousands of pounds of savings for your business.

The speed of which we can catch a file and retrieve documents is much quicker New Technologies.gif

We have confirmed savings of nearly Â£30k Milner and Boardman.gif

Reduced risk and at least Â£120,000 saved so far.gif

One main issue we had to deal with is our business continuity plan.gif

Adactus finance now has a clear and immediate view of all these transactions.gif

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Our finance department knows exactly where an invoice is in the chain.gif

That is now sublet to someone else and giving us an income of Â£10,000 per year.gif

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The followng downloads are in PDF format and relate to the Series 6 Invu product line. As a valued customer please feel free to download these for your reference.1. Installing an Invu Client2. Installing the Scan Worx Printer3. Adding New Users4. Backing Up Invu5. Document Separator6. Quick Reference User Guide7. Creating & Using Templates in Invu8. Performing a Build Upgrade9. Clearing Current Documents10. Adding New Clients11. Adobe issue12. Setting up a scanner preset
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TOP 4 business savings revealedFINANCIAL DIRECTORS GUIDE
Finanacial Directors are always looking for ways to save money and improve efficiency. The following report reveals the TOP 4 business savings that your business can acheive with a minimal budget. Real savings and testimonials from company directors and managers who have embraced technology and with our help have sucessfully implemented document management solutions.

2. Implement automated electronic document workflows

Be it a purchase order, sales order, expenses or any document that requires authorisation, this process can be very time consuming and have crucial deadlines attached especially when there are large volumes to process. Keeping track of these processes and deadlines can also be a task in itself and requests for copies of originals are very common.By using the electronic in-tray concept, documents are routed between staff for action and authorisation depending on their approval status. It i’s a simple, easy to use and more efficient method of working and ensures that no steps are omitted. It also means that documents are processed quickly with minimum of effort. Tracking the status of the documents by where they are in the process with the audit trails has another great advantage over a manual process. Migrating to an electronic process requires good planning and thorough evaluation of your authorisation processes.

Read how 5 accounts staff saved circa 26k per annum and have freed

up 12 weeks every year... Derwent Living

4. Centralise your information to an EDM database

A typical and growing problem that businesses face today is information overload. As a company evolves so does the information it processes and due to the nature of delivery they find this information is split into paper, emails and electronic data and can be spread across a firm. These islands of information can make access to data cumbersome expensive and not as secure as you would like to think. By centralising your information to an EDM database your information will be easier to structure, manage and retrieve, allowing your staff to access data fast and securely with minimal cost. This simple yet sophisticated storage of data will save your staff hours of time, instead of digging around in several possible locations. Staff can access documents in seconds and process it instantly, even from remote locations via VPN and WEB access. Misplaced documents become a thing of the past as OCR engines scan every page of every document allowing the user to search by any key word. Finding a needle in a haystack is not that difficult after all.

Read how a business reduced its cost by £20k per annum and has created

a £10k per annum revenue... Lees

1. Digitse and scan your paper documents

Many businesses still print and copy vast amounts of information, which in turn is costly to manage and maintain and requires an excessive amount of manual processing. The cost to maintain a 4 drawer filing cabinet is not cheap with a typical lifetime cost being around £10k and then additional cost for shipping to an off-site storage. Its fair to say that a good percentage of this information is likely to be duplicated and spread across several locations of a firm making access even more difficult and costly. By digitising/scanning incoming documents, the information is more secure and easier to process and manage and always at your fingertips. Affordable document scanners are highly efficient and make small work of capturing paper with speeds ranging from 20ppm - 120ppm. A 50GB hard drive can store the contents of 100 four drawer filing cabinets at a fraction of the cost of a paper file. By drawing a line in the sand and digitising documents you will see your costs reduce and your profits increase. However, there are key processes and regulations you need to follow before you start.

Read how processing times have been slashed from over 2 hours to

just 15 minutes... TTI

3. Automatically capture accounting data from your documents

Many accounts departments manually process vast amounts of information and spend a large proportion of their time keying data into ERP and accounting systems. In these busy and sometimes overstretched departments the workload can become overwhelming and delays and backlogs occur. However, some of these mundane manual keying-in processes can be automated. There are several solutions that can intelligently analyse and identify the source of a scanned or electronic document, then automatically extract specific key data for verification. With one mouse click, the extracted data can be sent to a CSV file. This valuable data can then be integrated and imported into your ERP or accounting system. Additionally, the extracted data and original electronic document (PDF) can then be routed to an automated workflow approval system and simultaneously be safely archived to an EDM (Electronic Document Management) system. This solution has proven to be extremely accurate and can drastically speed up the flow of information to accounting systems. It can provide a real benefit to Financial Directors who need to have up to date financial information. As soon as PO’s arrive they can be scanned to the capture software and 100’s can be processed in minutes. The relevant data can then be extracted to an Aged Debtors spreadsheet for instant cash flow analysis.

Read how an organisation automated the daily data extraction of

hundreds of supplier invoices... Adactus

Articles

Articles

TTI Article

Derwent Living Article

Adactus Housing Article

Lees Accountants Article

TTI Article

TT instruments

Processing times have been slashed from over 2 hours to just 15 minutes...
Thurlby Thandar Instruments Ltd automate filing of paper and electronic documents, reclaiming employee’s time and reducing the ever growing paper mountain.Thurlby Thandar Instruments Ltd (TTi) purchased and installed the Invu document management solution from Scan Worx in 2004. Since then, TTi has rolled out the solution to the Sales, Accounts and Production departments.Thurlby Thandar Instruments Ltd, was established in 1979 and currently employs over 100 staff in their 2,400 sq m office, development laboratories and factory in Cambridgeshire. The firm operates an ISO 9001 Quality System and manufactures and distributes high specification electronic test equipment."We had thousands of documents to process each week," comments Keith Pauley, Production Director at TTi, "from assembly inspection and test documents, order acknowledgements, packing/delivery notes, picking lists, hand written documents and masses of quality records. All these documents had to be manually filed on a daily basis.""We started out looking for a simple scan and retrieval system but found that the Invu document management solution could offer far more to our company. Invu is a very adaptable and easy to use solution, the installation and training only took a couple of days. We started using the system within production, then rapidly extended into other departments. We now print barcodes on all our picking notes and other production documents identifying part numbers and job references. This has enabled us to scan bundles of documents (in no particular order) into Invu, the Invu barcode reader identifies the document then files it away, automatically entering all the indexing data. Previously, each batch took at least a couple of hours to process but we have now reduced this to 15 minutes and achieve more accurate filing. Once we have backed up the Invu server we simply destroy the paper documents. For the first time we are reducing the amount of paper documents in our office."Another major benefit is the integration of the Draycir Spindle module within the Accounts and Sales departments. Order acknowledgements, invoices and credit notes are sent to the Spindle module which routes the documents to the preferred email, fax or print distribution queue.The Spindle module captures the documents into Invu and automatically indexes them with relevant client data. This procedure has reduced manual filing completely and no more paper copies are produced for the filing cabinetThe Spindle module integrates with our Sage Line 100 and other Windows based applications. Multiple distribution centres can be set up directly from any application then Spindle assigns the document to printer, fax or email queue. Spindle automatically creates a PDF of the document then Invu captures the document, indexes and simply files it away.One main issue we had to deal with is our business continuity plan. The risk of fire is a very important issue as we have no copies of our original paper files and if lost in a fire, it would cause great loss to the business. Electronic archiving allows secure backups to be retained off-site. Overall by implementing Invu we have made filing more efficient, saving on physical space and time, and securing the future of our paper archive.Niki, Senior Buyer comments "Purchase orders and despatch notes have to be kept for up to 6 years. Invu works in the background and documents are automatically saved and filed away. It's very good and a lot easier with Invu."Keith also comments "Racks of old archives will dilute over time and the expensive dot matrix printers are now becoming redundant. I am delighted with the Invu and Spindle products and found they have performed greater than expected.""We installed Invu over a couple of days with two engineers." comments Alan Peck, Document Management Consultant for Scan Worx. "Keith took to the product straight away and has rolled out most of the system on his own! It is great to see that with an easy to use product, good installation and training our clients can develop the solution themselves. However, full support is always on hand as and when required of course!""I am also very impressed with the speed of development TTi have made with the system. They have cut down filing administration by over half and in some departments completely. This system has helped TTi reclaim valuable office space and relieve a majority of the filing burden placed upon the directors and administration staff in such a short period of time."

Derwent Living Article

Derwent Living

5 accounts staff saved circa £26k per annum and have freed up 12 weeks every year
Based in Derby, Derwent Living is a not-for-profit organisation providing affordable living to suit a range of lifestyles. Working with customers to build desirable, thriving communities. Derwent Living manages more than 11,000 properties in the Midlands, South Yorkshire and the South East.Derwent Livings property portfolio includes affordable housing for those on lower incomes, student accommodation, specialist housing including accommodation for NHS staff, special need schemes for frail or elderly people and vulnerable women with children.Derwent Living also provides retirement homes for the over 55s and easy living homes to rent or buy including Try before you buy schemes, and homes for outright sale, Part-buy, part-rent. Derwent Living focuses on the provision of excellent customer service and value for money. However, with off-site storage nearing its maximum and the manual processes generating greater workloads for staff, it was recognised that a change in processes was inevitable to control costs.Derwent Livings manual paper based processing was open to error with many invoices being lost or left on employees desks. The invoice approval process could often be long-winded with employees dispersed across different sites. In some cases, invoice approval could take days, especially where the original was not to hand. Worryingly, the current process could be open to fraud as invoices are manually authorised. This relies on the finance department checking hundreds of signatures, leaving room for error.In January 2009, Derwent Living began a key systems review and a document management system requirement was identified. The benefits of instantly accessible and securely stored documents, and using workflows to automate an increasing number of manual processes, were clearly identified. Company director Paul Wisher was aware of document management and its success for other businesses. After a review of available options, especially workflow capabilities, Derwent Living purchased 120 licences of Invu for Business, Invu Workflow and simple integration technologies to integrate to QLx.A series of initial consultations was undertaken, including demonstrations to a cross-section of the business. An initial priority was agreed around accelerating invoice approval and leading to a staged implementation schedule with the immediate introduction of Invu Workflow. During the implementation period the Business Systems Review Team began an awareness and end-user buy-in campaign to encourage swift adoption of the new software.Cost & Time ReductionsInvoice processing has been streamlined by integrating Invu Document Management and the Housing Management system QLx. QLx references are used on Invu-created invoices and these can then be distributed via email to external parties or passed to internal contacts using Invus intrays.The most noticeable impact has been a significant reduction in time spent looking for lost invoices. Previously, the five members of the Finance Department spent at least 30 minutes a day locating invoices for approval an annual time loss of 12½ weeks looking for invoices; a cost of c.£26000.Improved Customer ServiceFollowing the implementation of Invu for Business, Derwent Livings customer service has been enhanced with employee timesheets, release notes, invoices and training guides stored within Invu. Richard Cookson explained. "We have a better relationship with our suppliers. The new streamlined process is extremely efficient, invoices are paid quicker and we no longer lose any!"Improved CommunicationRichard believes his employees are now better informed with Invu Document Management. Our Finance Department knows exactly where an invoice is in the chain and it's now impossible for anyone to authorise an invoice above their limit. Previously, the Finance department needed to check manual signatures. This saves time and we can be sure during the audit process there will be no finance regulation breaches. Training videos are now accessible for all employees to watch at any time on Invus Resource Portal. This also contains links to all our other major systems and staff can click on a link and access any of them. Invu has become a hub for the way we work.Security of InformationSecurity of information is paramount for Derwent. Invu for Business eliminates the anxiety of data loss. Richard continued. "We are no longer apprehensive of losing our organisations intelligence. Even in the event of a disaster we know our documents are protected." Derwent Living plan to increase licence numbers to 250 within the year. There are also plans to build in workflows for expenses forms, overtime forms, new starter forms, purchase order processing and house build completion paperwork e.g. energy efficiency rating documents, gas safety certificates etc. Richard summarised. "By incorporating these workflows, all documents will be available instantly via Invu Document Management. No more searching through thousands of documents on the network drives. It will also allow off-site employees to access everything remotely, saving time and travelling expenses. This has certainly been a huge step forward for us - it's hard to imagine how we dealt with a paper system."

Adactus Housing Article

Adactus Housing Group

How an organisation automated the daily data extraction of hundreds of supplier invoices
Adactus Housing owns and manages over 12,600 homes across 25 local authority areas in the North West of England. Comprising six independent companies the Adactus Housing Group has a headcount of c.550 staff and an annual turnover in excess of £45m. A mantra of Quality, Expansion & Diversity drives the Group’s objectives, from growing the organisation, increasing effciency and improving service through to enhanced tenant interaction through the ‘Adactus 500’ consultation group.Underpinning this is Value for Money and in 2010, this lead to the creation of an action plan to reduce the cost of back office services. This included the implementation of a new Document Management system.Value for money shone a light on potential improvements to nance processes. Although Adactus saw the potential benets of Document Management throughout the organisation, Finance was identied as reaping the greatest rewards. Three main issues were to be tackled, all centred on invoice processing:Almost all supplier invoices are paper based. Around 40,000 - 60,000 invoices are received each year and handling them is a slow and labour-intensive process, prone to data entry error. The existing process was reactive and administrative rather than a proper financial control function.Control: A sizeable number of invoices would be in flight at any time. These could be entering into the organisation, awaiting approval with the relevant authoriser or with Finance for matching and coding against the purchase ledger. The company is spread over a number of different offices throughout the North West and paper invoices are distributed using internal post. This creates limited visibility of the organisations overall exposure, poor control and slow processing. Adactus identified a clear need to gain sight of all transactions, a problem area compounded by disjointed systems. Strengthening internal control and enabling better decision making would be fundamental project aims. Auditability and reporting therefore featured high on the project requirements.Service levels: Document retrieval was seen as problematic. There was a constant risk of losing invoices and simply retrieving a document could be a lengthy activity. These were operational constraints dragging down service quality and overall office efficiency. Paper-based invoices are inherently slow to process, ready access to any document at anytime would be a key win.Adactus also identified excessive paper and space constraints as issues. Retaining 7 years of invoices and relateddocumentation takes up valuable office space. The Chorley office is cited as an example where the volume of filing was wasting a lot of space and finding information almost impossible. If nothing else, a wasteland of filing was a high opportunity cost. This space could be reclaimed, re-used and maybe even commercialised.Adactus has a policy of sourcing suppliers close to home and many of these are small. Over 700 firms supply goods and services, notably for property maintenance. Handling these transactions is estimated to cost 75% of all administrative work. 24 suppliers represent 50% of the transactions so streamlining invoice receipt, data entry, approval and payment authorisation for these would be a priority. Getting as close as possible to a friction-free invoice process would entail minimum manual intervention - invoice processing was estimated to account for the time of 4 full time staff.At the heart of the Finance issues was the cost of manually entering data from paper into finance systems.Project StagingA staged roll out approach was adopted and a series of project milestones jointly agreed. The Finance department would be the most complex of all implementations and targeted first. HR Tenancy, development and Health & Safety would then follow. The Finance roll out comprised four stages: the core hardware / software implementation, invoice capture and processing, roll out including invoice notification and reporting, and finally at a much later stage full automation through a new POP invoice processing system.ProofA small number of proof-of-concept trials were undertaken in advance of committing to the project. A review of sampleinvoices took place to establish if they could be adequately read, recognised and data extracted from them. Simple context based integration with Adactus chosen QLF screens was checked too, whilst the exchange of extracted data to QLF for invoice registration was also validated.Solution DesignThe project set out to deliver on four fronts, each being designed via a number of workshops and structure design sessions. These gave a basis for agreeing filing taxonomies and requirements for security, integration, workflow and training.1. Automation of document and content capture of the most significant portion of purchase invoices.This entails invoices being scanned and key data extracted for indexing and entry into workflow processes. Exceptions are managed electronically. Ensuring that the process was understood and signed o_ was important at each step before movingonto the next phase. For example, agreeing the desired document and process flow for invoices ensured that workflows and integrations could be implemented in line with expectations.2. Automation of invoice approvals via document based workflows.Based on the data extracted, invoices are routed to the appropriate approver. Once POP is implemented even this will become an automated process. Automatically this is based on PO data including authorisation limits. Simple validations are also included, such as ensuring correct invoice totals. System based invoice approval is also incorporated, with all activities audit trailed and reports subsequently built to provide additional management information.3. Finance system integration.The Invu solution integrates with QLF for invoice registration with new invoices automatically logged. Additional interface links in QLF are also be added on key screens (e.g. GL enquiry and invoice entry) to enable document searching by PO number, invoice number, reference etc.4. Repository.Invu Document Management provides a secure, central location for ease of access and retrieval. A simple structure was created based on Finance requirements. As other departments are rolled out their structures will also be tailored.IntegrationThe key integration is with the finance system. QLF data is used to enable strong validation of invoices as they are scanned. So, for example, maintenance orders can be matched against Purchase Orders. Invoices are registered in QLF once scanned and parked ready for payment by the finance team. All other processes are automated where possible, and will be enhanced further once POP is introduced. Invoices can also be called from the appropriate record in the general ledger so theres no need for users to swap out of QLF when processing. The result is a slicker way of working which limits the level of manual intervention.AdoptionIn the main, user adoption has been smooth although there are a few insurgents. The issues encountered during the initial implementation has left some a little wary although this is dwindling with exposure. In addition, some budget holders have perceived the new process as a little more burdensome. This is a logical cost of disseminating approval a great deal of effort was previously hidden in Finance but this has been greatly reduced and control created. Previously, approvers simply picked through paper invoices, initialling them to signify approval and sending them back for processing. Its this lack of quick manual intervention which is missed by a handful of authorisers. However, the wider business benefits outweigh this. Use of the Invu solution has been straightforward and as other departments are deployed Invu Document Managements easy to use nature is likely to ease take-up. Taking Invu on has created a domino effect theres a queue of other departments waiting to have it rolled out to them, These departments are scheduled for Invu implementation during the course of 2011 and 2012, the schedule being in accordance with Adactus own needs and pace.StreamliningAlthough there are only 4 members of the purchase team, around 200 Adactus staff have access to the Invu document repository. For some this is for information, a much quicker route to checking document content and which would otherwise have to be retrieved from a filling cabinet. However, for around 120 invoice approvers Invu now forms a core part of the finance process. Manual invoices are no longer pushed around the organisation, but automated workflows guide electronic versions for sign-off or escalation. The result is much quicker approvals and resolution.ControlWithout doubt, gaining control over the waves of invoices entering the business has been the principle benefit to date. On average, c.200 invoices are received every day. Adactus Finance now has a clear and immediate view of all these transactions, all fully audited and with greater quality control. Whether invoices come in as paper documents or via email they are all captured and lodged against transactions in the finance systems.Importantly, this aids understanding of the level of commitment which the organisation has at any point in time.Finance can also see where there are delays in processing. After 5 days any invoices still awaiting approval trigger an automated escalation email, enabling the team to chivvy along the more tardy budget holder. This speeds up processing and payment, smoothing supplier relationships.AccessibilityAs part of the greater visibility and awareness that the solution has brought to Adactus Finance, the wider availability of documents is positive. Being able to see an invoice any time we need to is surprisingly beneficial. It makes you realise how often a decision had to be delayed because the invoice was out for authorisation, in a pile on someones desk or even lost. It's not just Finance either, budget holders tell me they are seeing the benefits too. For example, simple queries like establishing whos signed off an individual invoice are now straightforward and when they are checking spend against budget they can view invoices on-line which also enhances overall good budgetary control.Service levelsBetter access to information means better decision-making and, where there are supplier queries, swifter resolution. No longer is there a delay if the information is on the document or in QLF then queries can be answered immediately. A supplier calls and, not only do we know when the invoice was received, we know who has it for approval, where it has been and the reason why it is not approved - all at the touch of a button.My experience within Finance departments within the sector means I know that other Housing Associations would greatly benefit from what we have implemented. It simplifies the process, speeds it up and provides much better control and management information. Kimberley Clarke, Operations Director.Invu Document Management will be implemented across more departments across the different companies in the group. The Finance department sees room for improvement with further refinements to the capture process. Reports will be created to give greater management information. The additional use of browser-based approval tools for remote staff and mobile workers will also widen the use of Finance processes whilst outputs to tenants and suppliers can be captured with Invu Content Automation to give a complete record of correspondence.The use of Invu Document Management will be increased across the group over the coming year. It is currently being implemented for tenancy agreements so that our contact centre, arrears and neighbourhood staff can view tenancy agreements on-line for all properties. It has been implemented within Health and Safety to maintain and track vital documents and will be rolled out for development and maintenance records later in the year.

Lees Accountants Article

LEES Accountants

How a business reduced its cost by £20k per annum and has created a £10k per annum revenue
LEES Chartered Certified Accountants, based in Norwich, is a major independent partnership of accountants servicing the East of England through teams of experienced and qualified accountants and tax specialists.Established in 1947, the firm has developed a reputation for professionalism with an individual touch and is acknowledged as a truly dynamic and progressive practice.LEES client base includes a healthy mix of large manufacturing and service companies, professional partnerships and owner managed businesses. These range from newer technology, professional services, arts and media clients to established and traditional business sectors including farming, retail, tourism, food, manufacturing and construction. For many years LEES Accountants advertised itself as a modern vibrant practice with a youthful outlook. However, in one aspect of the business this was not the case: LEES struggled with the volume of paper records. Paper documentation was stored in a warehouse on the outskirts of Norwich at a cost of £20,000 per year. Document retrieval was slow and occasionally documents were misfiled or lost. Being unable to provide documents to order adversely impacted LEES quality of client service. Iain Clayton, Director had been looking at document management for some time. He explained, “Behind the scenes we were still struggling with the lack of document management systems. A paperless office was something that we really wanted. We needed to retrieve key information faster to enable us to make informed decisions faster and claw back some of the wasted chargeable time.”LEES purchased 30 licences of Invu Document Management. Iain continued, “We had about a day and a half of training and people just wanted to get their hands on it. The training whetted the appetite and it really was a very swift implementation.Business Expenditure ReducePreviously, LEES Accountants stored all files in a warehouse on the outskirts of Norwich at a cost of £20,000 a year. Iain explained That warehouse is now sub-let and is giving us an income of about £10,000 a year. On that issue alone you could justify introducing the software.All documents are now scanned directly into Invu using a multifunction device and then shredded. LEES Accountants also decided to scan all back copies. Staff have all the information they need directly at their fingertips for rapid and flexible retrieval. LEES has also seen costs diminish with the reduction of printing and photocopying documents.Increased Chargeable TimeAll staff have direct and immediate access to its files. Consequently administration time has decreased and chargeable time has risen.Iain clarified the change. Many times in the past we have gone to a filing cabinet to pick out a file only to realise one of our colleagues had already taken it out. Then you didnt know which colleague had it! Now it doesnt matter - everybody has access to everything all the time allowing them to work faster and increase the amount of chargeable time.Enhanced Quality of ServiceLEES Accountants was keen to choose the dedicated integration with IRIS Practice Management. Iain explained their requirement It really does integrate well with the other software. I was very keen to make sure that happened. We had IRIS, Microsoft Office and other products. He continued, Until Invu and IRIS formed this partnership we didnt have the back end setup to support our external image. But certainly thats not the case now. We are able to work from anywhere - we have the digital capacity to take a laptop anywhere in the world and access all of the files we need whenever we need to and it really has opened the doors for us. This was impossible without a document management system that could back it up.Invu has dramatically improved the business processes of LEES Accountants. LEES is now one of the most up to date practices in the UK, now known as paperless. The practice has peace of mind, safe in the knowledge that documents are stored securely and wont be lost or misfiled. Documents are shared between fee-earners in a controlled fashion, keeping tabs on processes and deadlines and there are minimal delays. Invus infallible audit trail ensures controlled processing. This makes LEES Accountants more effective and means that the practice is in good shape in the event that the Practice Assurance Inspector calls. Iain continued, If I was to say anything to other accountants I would say if you are a competitor of ours don't bother getting it. If youre not a competitor then I would wholeheartedly recommend it.

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Remote Engineering Terms and Conditions

1. REMOTE INSTALLATION1.1. A standard day of engineering, for Remote Installation, Remote Training or Remote Consultancy consists of six hours. Unless with prior arrangement, this will be 10:00am until 4:30pm, with 30 minutes for a lunch break.1.1.1. Please refer to your Sales Consultant if you require engineering outside of the standard engineering hours.1.2. Each day(s) engineering will be monitored and signed off according to your own implementation plan. This will be discussed and outlined prior to an engineer visiting your site.1.3. If the Scan Worx Ltd Engineer he/she does not complete the specified work satisfactorily, or if for any reason you are unhappy with the level of service you receive, you need to put your complaint in writing to the Head of Technical Services within 5 working days as hereafter a claim cannot be made. The Head of Technical Services will be able to issue the Customer with a Complaints Form on their request.2. THIRD PARTY2.1. If you have an internal or external IT engineer, please arrange for him or her to be readily available during the installation. This will fast track the process if there are any server/network issues. Scan Worx will accept no responsibility for the work carried out by any 3rd party internal or external IT personnel.3. PROTECTION AND INTEGRITY OF DATA3.1. The customer accepts full responsibility for backing up all the existing data, sufficient to ensure a full restore of the server(s), and/or client workstations, to its/their original state, prior to the Invu installation taking place. Scan Worx Ltd cannot be held responsible for any loss of data that occurs as a result of inadequate system back ups.3.2. All sensitive data, or potentially sensitive data, viewed by the Scan Worx Ltd Engineer(s) will remain undisclosed. Should the customer not wish the Scan Worx Ltd Engineer(s) to have access to particular data, it is the customers responsibility to restrict access by the appropriate means.4. DATA MIGRATION4.1. If any data migration/import work is to be carried out, it is imperative that the customer has a full backup of all data to be transferred, as in rare circumstances data transfer can corrupt files. Scan Worx Ltd will take no responsibility for data loss that occurs during any form of data migration/import.4.2. Scan Worx does not guarantee or warrant that the use of the DI Toolkit will meet your data processing requirements or that the operation of the goods will be uninterrupted or error free.5. ENGINEER SUPERVISION5.1. It is the customers responsibility to monitor the Scan Worx Ltd Engineer(s) activities while on site or using remote access software. If the Engineer(s) is left unattended it will be deemed that the customer authorises the continuation of engineering, or other activities, unless otherwise stated.5.2. If the Customer feels at any time the actions of the Engineer(s) are untoward or detrimental to the business, they must:5.2.1. Notify the Engineer(s) to cease all actions immediately until further notification.5.2.2. Contact Scan Worx Ltd head office to alert a senior manager of these actions.6. ADMINISTRATIVE ACCESS6.1. It is the customers responsibility to ensure that the Scan Worx Ltd Engineer(s) has appropriate local Administrative access to the server(s) and/or client workstations at the commencement of installation. This includes Administrative access rights, usernames and passwords, VPN access, IP addresses, and/or any other necessary information. If the provision of the aforementioned delays the installation, the Customer will be accountable for any additional costs incurred. Although the Scan Worx Ltd Engineer(s) will do the utmost to ensure all the aforementioned information remains confidential, the overall responsibility of the server and client workstation security remains with the Customer.7. ENGINEERING COSTS7.1. All scanners supplied by Scan Worx Ltd need to be professionally installed by a qualified member of the Scan Worx Ltd engineering team. This service will be chargeable; your sales consultant will supply you with the cost.7.2. Remote engineering can also be scheduled on an ad hoc basis for £100 per hour.7.3. Please be aware that all price quoted are excluding VAT.8. POST INSTALLATION8.1. Any detrimental effect to the server(s) and/or client workstations that occurs outside of the stated engineering times outlined in the site report, is not the responsibility of Scan Worx Ltd.8.2. All nonessential engineering work carried out by a Scan Worx Ltd Engineer(s) will be chargeable or deducted from any existing engineering time, (A detailed outline of Scan Worx Ltd costs are available from your Scan Worx Ltd sales consultant).8.2.1. This includes both onsite and remote access engineering.9. PRE INSTALLATION9.1. The customer is responsible to completing the server and client specification Appendix A prior to the Scan Worx engineers visit to site. This document can be found in the pre installation document and details the minimum specifications required for both servers and client pcs. Scan Worx will accept no responsibility for the customers hardware specifications not meeting the minimum requirement to allow the Invu product to function and perform satisfactorily.10. NON INVU RELATED ISSUES10.1. If the Scan Worx Ltd Engineer(s) spends time resolving an issue(s) which proves not to be an Invu-related issue, nor an issue created by the Engineers actions, then the customer will incur the cost of the Engineer for that time.11. SUBJECT TO CHANGE11.1. The Terms and conditions outlined in this document are correct as of the 21st of January 2009. Scan Worx Ltd reserves the right to change any or all of the terms and Conditions without prior notice. By clicking on the accept button below you are confirming that you have read and understood the Remote Engineering Terms and Conditions.

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