Trellis Associates offers business and organizations of all sizes an array of document management products and services which will radically streamline business operations, reduce expenses, and insure legal and regulatory compliance.

• Trellis document management specialist will review your current document processes and recommend appropriate software, hardware and process solutions.

• Trellis will recommend cost-effective, scalable and easy-to-implement solutions matching the needs and requirements of your organization.

• Trellis technical staff will work with your IT and Administrative staff to install and configure your document management software and hardware.

• Trellis specialists provide training for departmental and administrator users and on-going support as required.

• Trellis offers service bureau services to scan and OCR documents and files. These services include: Document organization and preparation, scanning and indexing, document validation, copying to archival media and/or input into your document imaging system.

Do We Need Document Management?

As the volume of documents within your organization explodes, managing these documents can be a real and pressing challenge. If your organization is like many others, paper documents, emails, faxes, PDFs, CAD and other office documents are left unmanaged and stored in filing cabinets, on file servers or on desktop PCs around the office. This exposes your organization to compliance risks, service delays, cost overruns and a host of other challenges.

However, you don’t have to grapple with old-fashioned paper-storage systems, or deal with electronic files scattered across your network anymore! Today, software solutions enable you to reduce the time, cost and complexity of storing and accessing your documents throughout the information lifecycle. They also give you the power to improve access to critical documents, enhance customer service, and operational efficiency—all while reducing risks and addressing compliance demands.

Thousands of organizations around the world use document management every day instead of paper filing systems. The reasons for this change are simple:

• Prevents lost records.

• Saves storage space.

• Manages records easily.

• Finds documents quickly.

• Makes images centrally available.

• Eliminates the need for file cabinets.

Benefits of a Document Management Solution:

“Retrieval time was cut in half”

“Saved $50,000 a year by eliminating off-site records storage”

“Reduced our paper supply costs by $75,000”

“Freed up an entire office by replacing file cabinets”

“Saved us a full-time position”

All these claims are true and well-documented from organizations who have implemented a document management solution. Your organization can recognize these impressive benefits too and more, including:

Increased Operational Efficiency and Better Customer Service

A document management solution automates repetitive and error-prone processes, enabling your organization to streamline processes and gain control of your documents and data. It also eliminates unnecessary, time-consuming and unsecured paper-handling by giving authorized users quick and easy access to information at their desks.

Employees no longer waste time filing or searching for critical documents, or customer information. Instead, documents are electronically stored in a central repository where authorized employees can quickly and easily search and access documents online or directly from their desktops. This enables employees to promptly act on information, resolve inquiries more efficiently, and provide higher and more accurate levels of customer service.

Regulatory Compliance

Today, a multitude of regulations impact document management processes. Regulators can shut down, fine or even jail those who don’t comply. A document management solution helps with compliance by replacing manual document handling and recordkeeping, with tamper-proof repositories where organizations can electronically manage, track and audit critical business documents, and enforce records policies. It also automates and provides greater visibility into business processes.

Legal and Risk Mitigation

The legal controls that once applied to paper-based documents, now apply to both paper and electronic documents. Failure to properly maintain and control records of all types and quickly produce them as evidence in legal proceedings, can weaken an organization’s legal position and expose organizations to criminal penalties, financial loss, and negative publicity. A document management solution helps prevent evidentiary problems by enabling organizations to maintain, store, and control business documents, including specific document versions. It protects documents from tampering, lowering exposure to fraud. In addition, a document management solution provides tools that support rules-based capture and retention of all kinds of document types including fax and email, making it easier to provide any information necessary for litigation and audits.

Disaster Recovery/Business Continuity

A document management solution plays an important role in preparing for a disaster, by enabling you to manage and store business-critical documents on a variety of secure media. Organizations are able to recover more quickly, should a disaster such as a fire or flood strike.

Enforcement of Corporate Data Retention Policies

Many organizations are governed by corporate data retention policies that specify how long data must be retained. Document and records management solutions streamline data retention and disposition processes. This enables you to preserve information as long as necessary and makes it easy to remove information in accordance with corporate and/or legal policies.

Paper and Electronic Document Storage Cost Reduction

A document management solution eliminates the need for paper-based processing, paper storage, printing and distribution and helps dramatically reduce costs in these areas. In addition, a document management solution further lowers costs by reducing the time and resources needed for discovery, audits, litigation and compliance.

Products:

Trellis Associates is proud to be a partner of the Captaris Corporation which features the Alchemy suite of document management tools.

Application Overview

Captaris Alchemy Document Management software creates an electronic file cabinet for your organization, a trusted archive where you can securely store any document type and then find it within seconds, even years later. Alchemy is very good at capturing, indexing and managing scanned paper documents; faxes; emails; PDFs; computer reports; and anything else in its final form.

Why use Alchemy?

Save Time:

Significantly reduce the time it takes your employees or customers to find archived documents of interest—speeding up this process by as much as 90 percent.

Save Money:

Significantly reduce paper storage, resulting in impressive cost savings and reclaimed office space.

Provide Better Document Security:

A trusted document archive helps you comply with government regulations and legal retention requirements.

Why choose Alchemy?

With over 13 years in service, more than 11,000 systems sold into every industry and size of company, and mission-critical uses such as the International Space Station project, the US Nuclear Weapons test data archive and patient records retrieval at many healthcare facilities—be assured that you can trust your documents to Alchemy.