What would you advise us to scan?
Most paper documents can be scanned. Such as incoming correspondence, Tax Files, Tax Returns and archive files. However, most accountants initially “draw a line in the sand” and start scanning documents from a certain date. With Invu’s excellent virtual Intrays documents can be scanned directly to managers and staff for review and filing, and workflows can be set up to deliver incoming post – creating a virtual post room.
How do we decide what scanners are required?
This all depends on what volume and type of documents you want to scan. Multi-function copiers are good if multiple people need access to scan.
More often than not accountants usually designate a member of staff to the scanning process and start off with a desktop scanning station attached to a workstation.
These devices start from around £490 and can scan A4 batches of 50 at up to 25ppm. Both colour and black & white modes are readily available. Larger and faster models can process over 90ppm with advanced straight paper paths that detect paper clips and staples and can even scan continuous computer paper.
Invu can accept any shape and size of paper.
How do we find the paper once it is scanned, is it placed in an electronic filing cabinet?
Finding paper/documents is never a problem with Invu. Advanced search engines can retrieve documents even if they’ve been misfiled. Any file can be recalled by searching the text content (full text retrieval) of the document in seconds. Documents can be easily filed/indexed from within the Invu intrays or directly into the Client File structure. You can file and retrieve by any indexed keywords i.e. Correspondence, Tax File, Working Papers, Accounts, Payroll, VAT etc.
Can we run OCR (Optical Character Recognition) on the contents of the page for keyword searches?
Yes. Invu automatically OCRs all scanned documents and all electronic file formats allowing key word text retrieval on any document. Invu will even highlight the actual word searched when viewed
What can be stored in the archive?
Any electronic file formats, such as e-mails, Word, Excel, PDF, Tiffs, HTML Webpage, WAV files (electronic dictation) and so on. All MS office products have an “File and Save“ to Invu button. Emails with their attachments can be exported to the archive and automatically capture key field data i.e. who the email is from, the subject and original date received.
Can the archive be accessed remotely?
Yes. Invu can be remotely accessed via a VPN connection or by using a thin client such as Citrix or Terminal Services. Also, this will give you remote access to your Invu in-tray to review documents not yet filed – e.g. Incoming post.
How fast is the retrieval, and will the system slow down as it is filled with documents?
The retrieval of documents is almost instantaneous and does not slow down based on the number of documents held within the system.
Who would scan the post?
This depends on the size of firm. In smaller firms a Partner normally reviews the day’s incoming post and passes it to the receptionist for scanning to the Invu intrays. Larger firms still use the same principle but set up a sorting and scanning post room with electronic post workflows (document routing)
How do we handle signatures?
Document workflows can be tailored to go through an automated routing process; documents can be approved with electronic signatures and secured with an electronic pin number. All documents in the automated workflow can be tracked in seconds.
What is different about your system?
Apart from being accredited by the ICAEW, the system is one of the easiest document management solutions to use; the vast and increasing numbers of accountants that are currently using Invu are very happy with the product and they have found it to be high quality and best value for money. Also “drag and drop” can effortlessly move files from one intray to another adding notes, alerts etc. Codefree is a unique integration tool developed by Invu – by inserting a query button over your existing CRM, Codefree retrieves specific client files with a single mouse click. Invu is also a member of BASDA.
How do you license the product?
Licensing of Invu is done on a named user basis. Invu can be purchased as a single user license through to unlimited user license.
How do we back up the data?
Backing up your Invu file store is simple and it can be provided by your normal back up routine. However, Invu can offer best practice for this procedure.
Security?
Security is very important to Invu and we are always developing our software to ensure system integrity. Invu has an un-editable audit trail which complies to industry standards (BSi PD0008) Also, user privileges are can be set at document level and group security access.
