Document Management Solution part of your on-demand business management system.

Documents are fundamental to the entire business management system

e-Advantage Solutions Ltd take the view that every document received (excluding mailshots and similar) is key to the business, it needs to be grabbed into the system immediately and then used to drive the business process. Examples that spring to mind include sales orders received, contracts signed, purchase invoices, staff expenses and receipts.

If the document arrives electronically that's easy if not then it's a simple matter of scanning it in. The original document is then filed in a day file and kept securely. Everything that then happens is done electronically.

The traditional document management system is not good enough for the eLink Advantage™ business management system. The traditional way for most document management systems seems to be related to creating an electronic copy of a document and using it to build an archive record. This software is run outside of the main corporate systems so that all the work and all the extra paper copies will already have been printed. The result therefore must be extra overheads.

eLink Advantage uses a relational database for document management solution.

Another difference in the fundamental system design is that we work with a relational database so it’s easy to attach the document to multiple records, multiple projects and even to diary entries and to-do actions. With the record being electronic, it means that many people can look at it without having to take a photocopy and build their own file, (though they can build an additional personal filing system) also that these people can be in any office, anywhere or can be at home.

eLink Advantage saves creating internal emails

The next element is that every relevant user can be attached to an action, a diary entry or a document, which means that when a change to the action (etc) is made, those users are automatically emailed to alert them. They then do their work, make any additional notes and highlight the next user. This means that there are no more internal emails to be printed out or to be filed and every activity is recorded in what is now a corporate knowledge base. (Any element of the process can be automated via scripted instructions and therefore create a unique workflow.)

Document Management solution also covers all file formats.

So far we have used the word 'document', actually it is closer to a document folder (as in Microsoft Office) and in a particular document you can have many .doc files and indeed any types of files, including .ems, cad, msp, ppt, xls, etc of which each one can be upto 6.5mb.

Database Design for your document management solution.

We fully recognise that each business or organisation is different, so we have found some core records and sub-systems which are fairly consistent eg names and addresses and all the hyperlinks, so that when we need to do the database design and to personalise a system for a new client we can do it very simply and cost-effectively.

Software and security as a service for your document management solution

Naturally eLink Advantage on-demand business management system works over the internet and that means we can provide it on a "Software as a Service" basis, ASP basis. It also means we can provide better security and more effective back-up and disaster recovery routines than smaller companies could achieve on their own. All with system resilience better than most organisations in the UK.

The benefits of eLink Advantage business management system are:

• Reduced office accommodation costs, because only one copy of a document is kept, only one copy of an email is kept

• Faster access to corporate information and corporate knowledge base, because every document is ‘hyperlinked’ to a contact(s), company(ies), project(s), To Do(s) and Diary entries, marketing campaigns, sales opportunities

• Access to the documents is available to authorised people anywhere any time

• Improved staff productivity

• Improved management control, leading to

• Better customer service

• Improved profits

The system can stand on its own as a document management solution or because of the interconnection with other modules available within the eLink Advantage system, it can be used as a starting point for a more comprehensive business management solution.

Your solution can be amended and extended by you on-demand, live on your system at any time, it will grow and adapt to match how your organisation grows and adapts to your market.