Document Management

PAP - Solution Icon Library - Doc MAnagement
Document Management

Productivity Starts Here.

Welcome to Document Management for the Construction Industry Made Easy.

The documents and information you use to run your business reside in hundreds of places. Filing cabinets, computer hard drives, email inboxes, storage boxes, and even your project manager's truck seat. A document management system is designed to not only give you a central repository to gather and store your documents, it also provides the means to efficiently manage your documents over their lifetime and efficiently allow your employees access to the documents they need to perform their daily tasks.

What’s Possible With Paperless Environments®?

PAP - Icon - Capture 2

Capture

Documents should be easy to capture, no matter where they originate. Scan, drag-and-drop, MS Office Connectivity, smart phone apps, web portals, network file watch and automatic importing are some of the ways to make it easy to gather those important documents into a centralized, safe and secure environment from anywhere, whether you’re in the office or on the construction site.

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Data Validation

Checking data against other databases, such as your accounting system, can not only ensure that the data you are collecting is correct, but also aid in the gathering of additional data for your document stored in other systems. Custom validation rules allow you to hone in your data validation according to the rules you desire.

PAP - Icon - Protect

Security

Easily set up security on multiple levels. Secure by company, document type or meta data levels. Users who do not have the security to see a particular document never know it exists in the system.

PAP - Icon - In and Out

Check-In / Check-Out

The ability to “check out” a document while you are working on it is an important function, especially when dealing with spreadsheets. Easily check-out then check-in your documents from within the document management system or straight from your MS Office application. 

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Annotations & Stamps

Users must have the ability to annotate and stamp documents to provide emphasis or even hide information. Stamps can be setup system-wide or by each individual user. Once annotated, the distribution of the document can be done with or without the annotations showing.

PAP - Icon - Document Lifecycle

Lifecycle Management

All documents have a “life cycle” that they go through. From capture and daily use, to archiving, to final purging from your system. Stop manually storing your past fiscal year’s documents in storage boxes in that dark, hot and dusty storage room for years before finally having to shred them in the end. All of this can be done electronically.

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Meta Data

Key data about the documents must be gathered and stored so that users can have an accurate picture of the origin of the document and be able to easily search for the documents they are looking for. Good meta data also allows the system to “match” like documents together. The ability to customize the meta data gathered by the system is critical.

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Storage

Storage of your documents is key to your document management system’s success. Meta data is stored in a secure MS SQL Server and your documents can be stored on any storage medium or drive you select. 

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Retrieval

Retrieval of documents must be easy and efficient for your employees. Search for documents by document category, document type, meta data keywords, or any combination of data and document types.  Create public or user defined search templates for one-click searching.

PAP - Icon - Versions

Version Control

Keeping track of different versions of a document may be important to your company's policies. The ability to manually or automatically store versions of documents is a key feature of a good document management system. Equally important is the ability to revert back to a particular version of a document.

PAP - Icon - Audit

Audit Trails

Every manipulation of a document should be tracked from the moment it is captured by your document management system to the point in time where it is purged permanently. Opening, closing, printing, emailing, adding pages, deleting pages, etc. are all key actions that are captured by the system for easy reporting.

pVault-Distribute

Distribution

Route scanned batches electronically to process or for indexing and filing. Distribute electronic documents via email, print, queue, web publishing or save-to-file. Consolidate documents and deliver with data and viewer utilizing CDPlus™. Implement APFlowand DocRoute modules to electronically route accounts payable and other documents for collaboration and approval.

What’s Possible With Paperless Environments®?

PAP - Icon - Capture 2

Capture

Documents should be easy to capture, no matter where they originate. Scan, drag-and-drop, MS Office Connectivity, smart phone apps, web portals, network file watch and automatic importing are some of the ways to make it easy to gather those important documents into a centralized, safe and secure environment from anywhere, whether you’re in the office or on the construction site.

PAP - Icon - Meta Data-51

Meta Data

Key data about the documents must be gathered and stored so that users can have an accurate picture of the origin of the document and be able to easily search for the documents they are looking for. Good meta data also allows the system to “match” like documents together. The ability to customize the meta data gathered by the system is critical.

PAP - Icon - Data Verification

Data Validation

Checking data against other databases, such as your accounting system, can not only ensure that the data you are collecting is correct, but also aid in the gathering of additional data for your document stored in other systems. Custom validation rules allow you to hone in your data validation according to the rules you desire.

PAP - Icon - Storage

Storage

Storage of your documents is key to your document management system’s success. Meta data is stored in a secure MS SQL Server and your documents can be stored on any storage medium or drive you select. 

PAP - Icon - Protect

Security

Easily set up security on multiple levels. Secure by company, document type or meta data levels. Users who do not have security to see a particular document never know it exists in the system.

pVault-Retrieve

Retrieval

Retrieval of documents must be easy and efficient for your employees. Search for documents by document category, document type, meta data keywords, or any combination of data and document types.  Create public or user defined search templates for one-click searching.

PAP - Icon - In and Out

Check-In / Check-Out

The ability to “check out” a document while you are working on it is an important function, especially when dealing with spreadsheets. Easily check-out then check-in your documents from within the document management system or straight from your MS Office application. 

PAP - Icon - Versions

Version Control

Keeping track of different versions of a document may be important to your company's policies. The ability to manually or automatically store versions of documents is a key feature of a good document management system. Equally important is the ability to revert back to a particular version of a document.

PAP - Icon - Stamp

Annotations & Stamps

Users must have the ability to annotate and stamp documents to provide emphasis or even hide information. Stamps can be setup system wide or by each individual user. Once annotated, the distribution of the document can be done with or without the annotations showing.

PAP - Icon - Audit

Audit Trails

Every manipulation of a document should be tracked from the moment it is captured by your document management system to the point in time where it is purged permanently. Opening, closing, printing, emailing, adding pages, deleting pages, etc. are all key actions that are captured by the system for easy reporting.

PAP - Icon - Document Lifecycle

Lifecycle Management

All documents have a “life cycle” that they go through. From capture and daily use, to archiving, to final purging from your system. Stop manually storing your past fiscal year’s documents in storage boxes in that dark, hot and dusty storage room for years before finally having to shred them in the end. All of this can be done electronically.

pVault-Distribute

Distribution

Route scanned batches electronically to process or for indexing and filing. Distribute electronic documents via email, print, queue, web publishing or save-to-file. Consolidate documents and deliver with data and viewer utilizing CDPlus™. Implement APFlowand DocRoute modules to electronically route accounts payable and other documents for collaboration and approval.

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Need to Know More?

pVault® is your homebase for Paperless Environments®' full suite of software that is dedicated to connecting your team in the field with the office while simplifying your processes, protecting your data, and saving you time and money. 

Stop Using Office Space for Storing Paper Documents in Filing Cabinets and Join the Paperless Revolution!

Let’s schedule a personalized demo of our software so that a member of the Paperless Environments® team can walk you through the software. Prepare to be amazed at what you’ll find!

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