Office-based document management software

Allowing internal control over all aspects of data storage and maintenance

Volume, our ‘local’ document management software (DMS) solution is installed and hosted within your own environment, allowing you complete control over all aspects of its storage and use.

Alternatively, if you’d prefer a cloud-based option, find out about Papercloud

Make an enquiry about our office-based DMSAllowing internal control over all aspects of data storage and maintenance

How Volume can transform your business

Use the icons below to scroll through and learn about the benefits of our document storage solution.

OCR searching
Tutorial
Scanning services
Data imports
Locked recycle bin
Tracking & auditing
Box templates
Microsoft Office integration
OCR searching

OCR searching

Automatic file finder

With full OCR and text search capabilities, Volume automatically identifies words, phrases, policy numbers, dates, etc. within document images (TIFFs & JPEGs), PDFs, Word, Excel, emails and most electronic file formats; making searches quick and easy.

Tutorial

Tutorial

Training videos streamed direct to your desktop

‘How To’ training video links are available from all screens, linking to either short informative training videos  lasting a couple of minutes, or Knowledgebase documents with easy-to-follow picture guides.

Scanning services

Scanning services

Approved suppliers with the highest security level clearance

We have long standing relationships with national scanning bureaus, offering a discounted client rate. Scan-on-demand and storage services are available, with financing if required, helping to make the transition to a paperless’ office solution easier.

Data imports

Data imports

Customised data imports

With many years of experience, we can import documents from almost any data source. These include existing and defunct document management systems, data stores, on-line data repositories (Amazon for example), Windows folders and Outlook. Our expert software technicians make the transfer quick and easy, with test imports available free of charge.

Locked recycle bin

GDPR Compliant

Deleted documents can either be retained within the software or permanently removed.

Visit our GDPR page for more information about this new legislation.

Tracking & auditing

Tracking & auditing

Full document history by document and user

System audits monitor user actions, document tracking and movement, page tracking and document change/version control. All levels of audits contain hyperlinks directly to the document in question.

Box templates

Box templates

Automated option for swift file setup

Keep files clear, concise and consistent. Restrict the user’s behaviour, so you always know where things are.

Microsoft Office integration

Microsoft Office integration

One click access and automated updates

Automatically capture and store emails, Word and Excel files. Capture mail merge documents as they are generated in Word and store automatically. Hold all Word and Excel amendments using automated change control. All this without the need to index.

Frequently asked questions about office-based document management

What are the costs involved?

Can I view my files away from the office when I go and see clients?

I have a large amount of historic files to scan in. Do you offer a service for this?

How much data can your system store?

Can we get our data out if we decide to change our software?

I work in the financial services sector. Is your software FCA compliant?

Answer

There are two costs involved: an initial capital cost to install, train and set-up the system and a monthly user license fee, based on concurrent connections to the database – the affordable way to manage documents and make the shift from paper-based solutions.

Want to chat? Contact us using our contact form here

Answer

Yes. This can be done either via a USB (memory stick); where you can make a read-only copy of selected client files to take away with you, or via the web portal; which provides real-time, live access to data (an internet connection is required).

Want to chat? Contact us using our contact form here

Answer

Yes – we have scanning bureaus to cope with any size of archive scanning requirements.

Want to chat? Contact us using our contact form here

Answer

As our product name suggests (Volume), there is no limit to the amount of data the system can hold. One terabyte (TB) of scanned data is equal to approximately 1,500 four-drawer filing cabinets. The data access speed for this database is still very quick.

Want to chat? Contact us using our contact form here

Answer

There are two options available, both of which are free of charge:

The first option is to use the database ‘Dump’ option found in the system setup. This will produce a series of folders, one for each file/client containing all their documents in whatever format they were originally stored in, such as TIFF, JPEG, Word, Excel, PDF, Emails, etc.

Want to chat? Contact us using our contact form here

Answer

Yes – all actions taken in the software are audited and tracked by the user’s login details and all data is stored inside the database, not held in Windows files. For data hosted outside the office, we conform to the internationally recognised standard for information security management; ISO27001.

Want to chat? Contact us using our contact form here

Accreditations

ISO 27001 accreditationMicrosoft CertifiedISO 9001 accreditationPrince2 Practitioner accreditation
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