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Introduction The computer, the photocopier, the fax machine, the Internet. All of these things have revolutionized the way we do business in the 20th century. But what hasn't changed in hundreds of years?
" Filing "
We still crowd our offices with rickety filing cabinets and compactuses. We still archive rooms full of paper. We still pass manila folders full of loose paper information around the office, only to have them misplaced, hoarded or altered.
" There must be a better way "
There is. CIOPS has in the last few years seen the enormous impact electronic filing is having on the worldwide business community, and scoured the world for a product that will meet our clients' needs for ease of use, affordability, security and flexibility. Our search ended when we viewed the EasiFile™ System from MDi in Scotland.
Introducing the EasiFile™ System
EasiFile™ Archive - the entry level solution to paper storage
- designed to sit neatly on a desk
The EasiFile™ System comprises a Pentium computer coupled to a quality high speed scanner, integrating with custom electronic filing software. The EasiFile™ software is the secret: it enables large volumes of data to be archived, yet instantly retrieved across your corporate network or intranet. All of your data is stored on the extremely reliable high-capacity optical drive or on your network storage 'jukebox'.
Problems facing your business
The following statistics are based on published business productivity statistics:
The paper in your office is likely to increase at 20% per annum - how much space do you have left in your office for filing cabinets? How much does that space cost, and what could it better be used for?
On average a document is duplicated 20 times over its life - how much are you wasting on photocopying in terms of time, office supplies and photocopier maintenance?
Office supplies for filing cost $10 per filing centimetre. How much of this is unnecessary?
What does each lost file cost you in terms of supplies, time and lost customer confidence?
The average office person spends 4 weeks per year searching for, retrieving and distributing files. How many files have you spent hours looking for because they were on someone else's desk or in their attache case?
What would an office fire cost your business if you lost your files?
How do your clients react when you have to give excuses about incomplete or missing files? What is the cost of losing a client because of these problems?
What are you paying in terms of space, time and subcontracting for off-site storage of archive boxes?
How much damage would be caused if an unauthorized person got into your sensitive files?
How many times have you wished you could have instant access to all your files right from your desktop?
How well utilized is your expensive computer network? Don't you think it should be useful for more than email and word processing?
The solution - EasiFile™ The EasiFile™ System sits on a desktop like a normal PC and your existing filing cabinets can be removed to free more of your valuable office space. No matter how many documents you archive on the system, all you need to do is store them on a removable optical disk roughly the size of a normal floppy disk - and each disk (640MB) will hold up to 25,000 A4 pages, the equivalent of four filing cabinets. Duplicate these disks regularly and hold them off-site, and you have a full backup of your entire filing system. Access to your documents is strictly security controlled. Access levels can be customized for each user, each document or even each page in a document. The documents can be printed once accessed, but cannot be altered in any way - satisfying Australian Tax Office requirements for document integrity.
Files cannot be lost and can be accessed from anywhere on your corporate network or intranet - and may even be viewed simultaneously by any number of users. Access to those files is instant, and you can even search for a file by keywords if you can't remember which file you're after.
Can you imagine how impressed your clients will be when you can call up their files immediately, and know that the file is complete, unaltered and secure? Can you imagine how much time your staff will save? Can you imagine how much this new found efficiency will improve your competitiveness in your industry?
EasiFile™ benefits for your business
The EasiFile
™ range currently comprises three different models - the "Archive", the "NetStation" and the "Advanced". These systems offer different hardware configuration options to cater for the size and throughput of your business.Many options are available including different storage solutions and software add-ons to make your system even more efficient.
" I love EasiFile, but I need to... "
The EasiFile™ products are rich with features and functionality, but we appreciate that the 'out of the box' product may not always fulfil the specific needs of some clients. CIOPS are able to tailor the basic systems to integrate with existing applications or processes, or to cater for specific hardware setups. Our aim is to create for you a complete document imaging system to integrate with your office environment.
The system is installed and supported by qualified CIOPS engineers, and the EasiFile™ software is continually reviewed to bring it up-to-date with new developments in the IT industry. Advanced features such as batch mode, annotations, flexible storage, multi-level security and automatic indexing can efficiently turn your accumulated documentation into a readily accessible and thus invaluable asset. Client feedback is also taken very seriously and many current features are the result of suggestions by existing EasiFile™ owners that extend across the business spectrum and around the world. (In the IT industry itself, EasiFile™ owners include well-known names such as IBM, Sony and Panasonic.)
Actions not words We at CIOPS understand that many products look great on paper, but lose appeal when the actual article is sighted. However, CIOPS is confident that the EasiFile™ system is the best of its type, and back up that confidence with a thorough demonstration process. We invite you to view the EasiFile™ System in action at our Brisbane Office, or at one of our established local sites. We will show you the system under actual working conditions, and as part of our commitment to you we will also conduct a detailed cost-benefit appraisal based on your current office set-up. Once you have seen for yourself many of the considerable benefits that an EasiFile™ System can deliver, we can discuss with you the best options for your firm. To arrange an EasiFile™ demonstration please contact our sales department at sales@ciops.com.au. We look forward to hearing from you.
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