Implementation Concerns
In practice, the process of restructuring information and information flows is very time-consuming and could present numerous obstacles. The introduction of new technologies often fails due to a high degree of complexity and a low level of acceptance by employees, as they have grown accustomed to established storage methods and processes over the years (e.g. the use of file servers). The simple and flexible DMS software searchIT provides a quick remedy to those kind of issues.
Unexpected Costs
Long conversion processes involve high indirect costs. The often mandatory collection of metadata, such as the allocation of keywords or categorization by tags, is a very time-consuming task during current operation. With searchIT you specifically reduce the costs of operation but also of purchasing a DMS system.
searchIT - the Solution
In order to solve the problem of finding documents and files quickly and in a targeted manner, more efficient technologies have been developed than using a simple DMS systems. For example, using internal enterprise search engines. Similar to search engines on the Internet, the search engine searchIT enables companies to search through large amounts of internal documents and information.
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*Based on experience and measurements, the average cost saving with searchIT is 70%.
Our Solution
Document Management Revisited
It is irrelevant where the files and information are stored and which classification system has been used. Millions of documents can be searched in a fraction of a second.
DMS Software With Many Data Sources
An additional advantage of the search engine is that many different sources can be indexed and searched. Regardless of whether it is a file server, database, email server or other information system, searchIT can index almost any information source.
Inhomogeneous Sources - No Hurdle
In contrast to a document management system, the search engine does not force your employees to save the information according to a fixed and limiting scheme. As advanced software for document management, searchIT also extracts information and metadata from inhomogeneous information sources and then enables a structured findability. That’s document management revisited.
A Wealth of Features
Filter by Search Terms
In order to find exactly the right documents in extensive file collections, our document management software boosts various filter technologies. Search terms can be combined or excluded using AND, OR and NOT filters.
DMS System with Extended Filters
Advanced filters by file type, size, date, author or geo-coordinates are available. By connecting individual synonym databases, for example, article numbers can be converted into product names and vice versa when searching in the DMS software.
An Advanced DMS Software
In addition, AI algorithms enable the extraction of topics and the automated classification of documents – which also makes it easier to find information. The use of artificial intelligence helps, for example, to recognize invoices, offers or complaint emails.
Structure und Data Transformation
Structuring Made Easy
In contrast to document management systems, searchIT still masters so-called structure and data transformations. For example, an unstructured folder structure of a file server can be converted into a structured folder structure and the files can be reclassified based on the extracted criteria.
Automation at a High Level
New folders are then created depending on the classification criterion, and the data is assigned accordingly. If the new structure is to exist parallel to the old one, file shortcuts can be used, which makes the duplication of the data unnecessary.
Your advantages of Classification within the DMS
In addition to automatically extracted metadata such as author, date, file type, etc., keyword-based classifications can also be used as classification criteria. With the additional use of AI algorithms, the content of a document can be automatically categorized and topics extracted. Use cases for such artificial intelligence functionality include, for example, the extraction of complaint emails or the automatic storage of extracted invoices by year.
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