Document Storage Software – Save Your Business Records to a Secure, Easily Accessible Digital Archive
IntelliChief’s document storage software is a modern solution for managing your company’s records. No more valuable space wasted on office storage solutions, and no more valuable time wasted on manual document retrieval. All the information you need to keep your business running smoothly is accessible at a moment’s notice, right from your computer or smart device.
Electronic Document Storage Solutions
With IntelliChief, you can save contracts, sales orders, purchase orders, invoices, employee records, and other important documents in a secure electronic archive. Your files are automatically classified and organized, and retained until they’re no longer needed.
Adding New Documents to Storage
Our document storage software offers solutions for both electronic and hard-copy documents. You can keep all of your content on the same system, making it easy to find what you’re looking for.
As you create or receive new documents, IntelliChief lets you:
- Save emails (including PDF attachments, JPEG attachments, and other corresponding files) directly from your computer
- Automatically import new emails and faxes as they arrive
- Scan in hard-copy files using a traditional scanner
As each document is converted to an electronic image, our software cleans up any imperfections (such as stains and smudged text) to increase the quality of your files. It can even capture the data that’s contained on each document and send it directly to your enterprise resource planning system – eliminating the need for manual data entry.
Once a document is added to your electronic repository, you can search for, edit, and share the content at any time.
Retrieving Files From Your Document Storage Software
When you need a specific document, IntelliChief lets you search the full text of your entire archive. You can search by any keyword or criteria, such as:
- Document type (invoice, employment application, engineering change order, etc)
- Date of entry into the system
- Customer or supplier business account number
- Purchase order number
- Any other custom information collected during the indexing process (our software automatically collects the printed data from each document, without you having to manually enter it in.)
You can retrieve your documents directly from IntelliChief, or while working in any of your other business systems. Our document storage software can integrate with accounting systems, customer relationship management systems, HR solutions, and other core technologies. Without clicking from one screen to the next, you can access any of the files you have saved in IntelliChief.
You can also link content together, allowing users to access corresponding information as it’s needed. For instance: when you receive an invoice for a purchase order that’s already stored in IntelliChief, our system can connect the records in your archive. If you’re processing an invoice and need to refer to the purchase order, it’s already there, waiting for you to pull it up.
Collaborating on Document-Driven Workflows
Document storage is important – but for the most successful companies, it’s only part of the big picture. When it comes to enterprise document management, you need to be able to process your records as fast as possible – and IntelliChief helps you do exactly that. As a result, it’s easier for your employees to collaborate on document-intensive processes.
When several employees need the same document at the same time, our system lets them all complete what they need to do, without holding up the rest of the team. Because the documents are stored electronically, employees from different offices and business units can access the same files at the same time. And with mobile access software, they can even process documents from their smartphone or tablet.
Are Electronic Document Storage Systems Secure?
Security is our highest priority. With our electronic document management system, you can control internal (and external) access to your corporate content. Your documents are only visible to employees with the corresponding permissions – and you can even choose to redact confidential pieces of information. This helps you protect your sensitive data, while easily complying with HIPAA, Sarbanes-Oxley, and other government regulations.
Additionally, our systems keeps track of every time a document is opened, edited, or shared. At any time, you can see a comprehensive paper trail of who interacted with each document, or generate an activity log of when your content was viewed or edited.
Together with our data protection solutions (like SSL technologies, configurable firewalls, active directory authentication, and perimeter networks), this keeps your business documents fully protected. Our take? Storing your documents in our software is more secure than storing them in desktop folders or filing systems.
Get Started With IntelliChief’s Document Storage Software
Getting your documents into IntelliChief is easier than you think. Our team can handle the setup, helping your business easily transition to electronic document management. And any time your company grows, we can re-configure your software to meet your changing needs.
To learn more about IntelliChief’s document storage software, contact us today.