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Many business issues facing professional services firms can often run and run without any obvious means of resolution. One that seems to have come to the fore over the past few years is the whole issue around document management, centring on the following challenges:
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E-mail management |
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Ready access to information |
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Standardisation throughout a practice |
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Knowledge sharing |
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Security |
Many firms approach APS looking for a solution to their document or content management problems. While document management is a broad area affecting almost every firm, each practice has specific requirements. An indication of how seriously firms are looking for solutions lays in the fact that, over the past 18 months alone, 19 of our top 50 clients have already purchased or implemented Advance Document Management. This tells us we are likely to see many more firms turning their attention to the relevant issues in 2008.
APS research and testing - background
APS has spent the last six years reviewing, working with other suppliers, developing and testing the latest document management solutions available to determine the best options for our clients. We are excited to now offer comprehensive options that range from entry level email and document saving and retrieval, to a world leading document and email management solution – including automatic profiling, version control (with full audit history), scanning, secure web access, and all with an offline capability. The following provides a little more detail on what this all means.
E-mail management
Within Advance version 9.1 APS is releasing Advance DM (an extension of our current Notes and Links). Advance DM provides the ability to “save on send” within your e-mail system. This feature allows users to send an e-mail and at the same time have the e-mail saved appropriately in your document management system.
Some firms have chosen to go further with the fully integrated Interwoven Communication Server, where e-mails can be automatically profiled – not only when sending, but also when receiving – based on the properties allocated to specified e-mail addresses. The beauty with both solutions is that all e-mails coming in and out of your practice are stored, profiled and easily retrievable.
Access to information
As practices become busier, staff shortages and productivity become a bigger problem. Therefore saving time for team members filing and searching for documents is imperative. With Advance DM and Interwoven Worksite APS delivers robust document management solutions for all firms.
Importantly, the document management solution is fully integrated with your Advance PM database. So when you add a new client, or a matter against a client, the necessary properties (metadata) in your document management solution are automatically created. Then, when you save a document from the Advance Client Console, you can view all documents relating to that client or client group. As importantly, powerful search engines save each user more time on retrieval of any content – professionals can see the big picture quickly, then use post-search tools to further refine results.
Standardisation and knowledge sharing
Most practices have standard processes that they would love their teams to follow. However, if their document / content management solution is difficult to implement and manage, said standards are unlikely to be rigidly adhered to. Often firms with multiple partners voice concerns about difficulties in sharing knowledge throughout the practice, or between teams. By saving all documents / content into one system, users throughout the practice can simply search that content to share any information, as well as implement standard business processes, thus saving time and, ultimately, money.
Security
Most practices are concerned about the security of stored documents, and the archival and retention rules around those documents. APS’s document management solutions ensure document security by setting up rules and processes that mitigate risk and allow bulk archiving and retention of certain types of documents.
If your firm is interested in discussing your document management requirements with APS then contact:
Australia - Sam Allert – email: sama@aps-advance.com
New Zealand – Grant Linton – email: grant.linton@aps-advance.co.nz
UK – Tim Bennett – email: timb@aps-advance.com
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