Document Management - Fileme

Pointnet, our web application development arm have developed an affordable Document Management solution in conjunction with one our Financial Services customers.

Our customer had an existing solution that allowed them to scan and index all paperwork that came in and went out of their building - letters, invoices, faxes etc. The existing application database had just under 900,000 documents scanned in different resolutions and formats, which we had to take into consideration. We had to consider scalability for the future and the company also wanted to search documents from multiple offices and sites.

The Pointnet development team got to work creating a web based system that could be accessed through any web browser such as Firefox or Internet Explorer. Using web technology means that there is no installation, minimal workstation maintenance and operating system idiosyncrasies do not get in the way. Users simply key in the web address, enter credentials to access the application and search away from any computer in the world, securely using an encrypted connection!

Simplicity was a key objective for the solution so we took advantage of Web 2.0 controls to create an desktop-application-like experience for the user. Whilst we were developing the solution for our client from the ground up we built in the ability for the it to be hosted and used by other SME companies to assist them in their move towards a “paper-less office”.

For the future Fileme has a great development roadmap; for example for clients wishing to give their customers secure online access to documents, we plan to build in the ability for users to be able to collect a document from Fileme securely, giving clients a record of when documents were collected which gives clear benefits over simply emailing documents to them. For example, with this system in place you will know for sure that a quote for a customer has been collected by them whereas if you were to email it to them you are left wondering whether they have read their email. With the explosion of SPAM mail servers configured to block certain attachments and attachments over a certain size, there are clear benefits to this secure ‘document collection’ approach. This solution puts you in control!

With web based solutions comes flexibility about how you access them. For example, with an Apple iPhone you could login to Fileme when you are on the road and view your indexed, archived documents. No longer do Sales Execs or Account Managers have to carry folders of paperwork around with them.

We are excited about this application - sure enough there is nothing particularly new about Document Management but we think the web based, affordable Fileme will be ground-breaking compared to other solutions available on the market - simplicity is key!

If you are interested in a hosted version of Fileme please register your interest by dropping us an email and when we are at full release we will contact you and you can give it a test-drive.