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Correct filing of documents in a business situation can make or break a company. Similarly, failure to back-up your important documents can cost dearly.
Filing Clerk can record all of the documents that your business depends on: contracts, faxes, paper mail, e-mail and any other document, such as word processor documents, photographs and CAD drawings.
The documents are automatically catalogued and stored within a single database.
As each document is recorded, the user has the option to send an automatic e-mail to the staff member who is to follow-up on the item. The status of the follow-up is available on a simple to-do list. Ensuring that all important documents are correctly followed-up.
When Developing new documents, Filing Clerk acts as a Version Control System (VCS) or Content Management System (CMS) keeping a definitive copy of each Draft, Review Copy and Released Version developed.
Document life-cycle is controlled by Filing Clerk, Version numbers, and Life-cycle states are recorded along with the document. The ability to promote and demote document to a new version level is restricted to nominated personnel only.
Once recorded in Filing Clerk, document images can not be deleted, or overwritten - preventing loss or forgery. However multiple versions or iterations of each document can be recorded. So that the most up-to-date version is always available, along with the previous version when required. The entire database can readily be backed-up to CD, DVD or Tape, further reducing the chances of losing data.
Documents are given one of three security classifications, ensuring that sensitive information is secure from prying eyes
A versatile and user-friendly list filtering system is employed to give the user fast access to any document. Groups of documents can be retrieved by Type, Folder, Date and several other associations.
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