<blockquote><strong>DocuSoft (Nigeria) Limited</strong> is a Total IT Solutions Provider and Document Management Systems Provider including Scanning Bureau Service and Document Storage.</blockquote>
We are a full document and records management solution specialist company.
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This service is provided using the best applications and highly professional and experienced staff to ensure best quality. The services we are offering include:
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<strong>Phase I: Part 1</strong
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Document Examination - sorting, classification and arrangement of documents</li></ul>
<ol>
<li>Inspect and examine the documents for fragility, age and other physical condition </li>
<li>Pre-sorting of the contents of each contribution file by transaction date </li>
<li>Sort content of other documents by the date of creation </li>
<li> Appropriate labeling of folders</li>
<li>Eliminate duplicates and redundant documents </li>
<li> Determine the volume of the documents to be digitized</li>
</ol>
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<strong>Phase I: Part 2</strong></li></ul>
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Physical Indexing - Selection and identification of documents based on transaction date and retention policy. This is a very important aspect of the project that helps to sort and identity the documents that qualify to be scanned. This phase allows us to quickly retrieve any materials you may need while your files are in our care. At this phase, the following process is carried out on the documents.
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<ol>
<li> Documents analysis </li>
<li> Determine Type of documents such as HR, Patient, Employee, Settlement, Tellers, Briefs, Opinions, Drafts, Memos, Letters, etc - a list required
<li> Number documents serially as classified</li>
<li> Submit document marked to be Dispose to higher authority for final disposal</li>
<li>Disposal will be by shredding - separate invoice will be provided if services is required</li>
</ol>
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<strong>Phase II: Part 1</strong>
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<ul><li>Scanning - Pre-Scanning Preparation, Scanning and Electronic Indexing, Post-scanning and Document Migration</li></ul>
Our processes ensure that the natural order of each file in Phase I Part 2 is maintained and that the files are prepared to enable the best possible scanning results. The phase focuses on
<ol>
<li> Staple removal, binding removal, document repair and page orientation </li>
<li> Sorted documents are scanned utilizing scanning technologies </li>
<li> Conversion of scanned documents to required pdf/or other formats as required </li>
<li> Coding and naming documents in temporary media storage pending quality review</li>
<li> Scanned documents are transferred into the appropriate folder in the repository</li>
</ol>
<strong>Phase II: Part 2</strong><ul><li>
Post Scan Documentation and Re-ordering of Physical Files - physical documents are re-ordered and returned in their original state.</li></ul>
<ul><li><strong>BENEFITS</strong></li></ul>
<strong>Fast Retrieval - Better Access to Information</strong>
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DocuSoft lets you find documents quickly without leaving your desk. Paper filing is slower because users must go to files and search manually. These paper files could be in many locations.</li></ul>
<strong>No Lost Files</strong>
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Once a document is in the system it can never get lost. Documents can be searched and retrieved by any single or combination index criteria. Example: Search for all proof of deliveries for January 2006, for customer x. This search will take seconds</li></ul>
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<strong>Share Files Easily</strong>
DocuSoft makes it easy to share documents electronically with colleagues and clients over an intranet or web environment. Documents can be retrieved electronically from any location instantly. Paper documents usually require photocopying to be shared</li></ul>
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<strong>Improved Security - Valuable Tool to Combat Fraud</strong>
DocuSoft can provide better, more flexible control over sensitive documents. DocuSoft offers security right down to document type level. In contrast, all paper documents in a filing cabinet or filing room have the same level of security.</li></ul>
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<strong>Space Saving</strong>
DocuSoft will help recover valuable office space that was previously taken up by bulky paper filling cabinets.</li></ul>
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<strong>Disaster Recovery</strong>
DocuSoft provides an easy way to back-up documents in digital format for offsite storage and disaster recovery. The risk of loss of paper by fire, flood or theft is a real threat to any company. With DocuSoft this threat is eliminated.</li></ul>
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<strong>Flexible Indexing</strong>
DocuSoft can assign custom indexes to documents. Indexing paper in more than one way is awkward, costly and time-consuming.</li></ul>
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<strong>Compliance and Auditing</strong>
An organization is obliged to keep records of its business relationships and transactions for up to five years after the fact, and in labour terms, is required to keep a copy of an employee's letter of employment and related information for up to four years after they have left your employ</li></ul>
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<strong>Improved Efficiency and Decision Making</strong>
Many times a decision has to be made on the bases of a document. No document, no decision. Customers expect more and more of their business partner's these days. One of the key factors in choosing a business partner is efficiency. Retrieving documents manually takes time. Retrieving documents from many locations takes even longer. When using DocuSoft, business partners will never have to wait again for information and doing business will be a pleasure</li></ul>
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