In virtually every industry Companies large and small still generate huge amounts of paperwork — letters, contracts, notes, quotes, patient records, personnel files, memos, blueprints, product specs, project plans — all of which must be stored, processed, shared, and securely managed for later retrieval and use.
In addition, workers create and save large amounts of electronic data on their computers — where no one else can get to it, and on network drives where sharing and security controls are limited. Effectively managing information can be an organization's greatest challenge — and its greatest opportunity for improved performance. Industry statistics show that:
- The average office worker spends 40% of their time looking for information.
- The average document is copied or reproduced 11 times.
- It costs £12 to manage a paper document through its life.
- When an employee leaves a company, 70% of their knowledge leaves with them
- 90% of communication with customers is through documents
Winner of the InfoWorld Technology Award for best Document Management product, Xerox DocuShare is the most intuitive way to capture, manage and share documents and content.
Its easy-to-use web interface allows users to rapidly get up to speed with using the product, but provides a range of sophisticated features such as:
- Shared Clendars
- Threaded Discussion Groups
- Blogs
- Multi-stage Routing of documents to other users for review or approval
- Automated Processing of documents based on triggers
- Version control
- Multi-level Security
- HTML Viewer
- Records management
- Collaborative Project Workspaces
- Integrated Webex
- User-defined Subscriptions with notification emails
- Custom metadata fields such as Invoice Number or Customer Name,
- Audit Trail
- Full text indexing using the Autonomy K2 Search Engine technology.
An extensive array of integration and customisation options also allow the product to be tailored to suit your particular requirements.
In addition to the Web Client, users can also install a Windows client that allows easy access to documents from within the Windows Explorer tree structure and Microsoft Office applications. For those users who spend most of their time working with emails, an Outlook client option is available providing extensive access to documents from within Outlook. Emails can be dragged into DocuShare as documents together with their attachments and documents can be dragged from DocuShare onto emails as attachments.
In use by major corporations around the world, DocuShare can scale from small implementations up to enterprise-wide application. With the security of a big-name vendor whilst retaining a highly effective pricing structure DocuShare offers:
- Ease-of-use - DocuShare is easy to acquire, deploy, use and administer.
- Cost Effectiveness - DocuShare offers benchmark-setting standards for low TCO and fast ROI.
- Power - offers full enterprise library services, and embeds powerful workflow, collaboration, and Verity K2 Search engines in even the entry-level system.
- Flexibility - DocuShare offers significant deployment and implementation flexibility and handles any content type through a customizable UI. DocuShare is tightly integrated with desktop applications as well as Xerox multifunction devices and supports open standards for fast integration with line-of-business and vertical solutions.
- Scaleability and Extensibility - the DocuShare multi-tier platform is architected to scale from small departments to global enterprises. DocuShare offers powerful add-on modules that extend functionality as required, and can leverage your enterprise authentication, database, storage and e-mail infrastructure.
- Security - DocuShare offers multiple levels of security and permission controls all the way down to the document version level, and supports Secure Socket Layer (SSL) encryption and digital signatures.
For those who are project and realtionship focused, DocuShare also integrates with the SuperOffice Relationship Management system do that you can manage all the documents relating to specific organisations or projects.