Document Management (ECM)

Create, Store, and Secure Documents More Efficiently.

At TGI, each potential new customer only means the opportunity to make a difference with our effective document management system.

In most organizations, information is fragmented across customer databases, file cabinets, and emails. Electronic document management systems that use propriety file types or a limited file format can take hours or days to retrieve misplaced data. We work as a business partner whose job is to improve document workflow processes, manage device output, and ensure you can access documents in one place.

We call this a document management system that provides services to help create, capture, store, access, and secure business files more effectively. Result: the efficient processes you need to compete in today’s economy.

Document Capture

All business processes begin with document management, whether a new hire application, a sales contract, a purchase order, a packing slip, or an invoice. Document management is necessary to perform day-t0-day tasks.

They may come from paper documents, email attachments, or downloads from a PC, tablet, smartphone, or the internet. It can be a challenge to gather all the information in one place. Our content managing system supports multiple document formats and provides data capture and document imaging.

At TGI, we know how to streamline the identifying and gathering documents process. Whether you want to automate invoice distribution or convert scanned documents from a printer to a desktop, we can help.

Document Storage

A business’s knowledge exists in various places like paper archives, network file folders, and emails that may be inaccessible to people who need the information to make decisions. A proper strategy for storing documents enables an organization to store documents in one place and track electronic documents that will

  • Enhance customer service
  • Increase profits
  • Improve efficiency
  • Streamline business decision-making

The explosion of information makes it more critical than ever to adopt a strategy for document management information. Many businesses are aware of the need but continue to use proprietary file types. Our system will

  • Improve efficiency
  • Lower costs
  • Incur higher profits
  • Make customers happier

At TGI, we have helped many businesses, ours included, streamline enterprise content management systems that enable quick and accurate decision-making.

Document Distribution

Communication is at the core of a business’s success. Having the most caring employees, the most reliable service, and the best products make no difference if no one knows you exist. Distributing documents in, out, and around an organization is crucial to running a business.

At TGI, we can help your organization distribute your documents and information most efficiently and effectively as possible. Whether implementing a fax server solution or scanning an invoice to a customer, TGI is here to serve you so you can get back to work.

Business Process Optimization

The accounts payable department is a process shared by many companies. Every organization in the world pays bills in much the same way. What separates one business from another is how efficient the process is. An efficient process means

  • Fewer late charges
  • More accurate billing
  • Higher pay-early discounts
  • Better relationships with vendors
  • Increased organization
  • Possible future discounts

Larger businesses typically integrate process management applications with other systems to improve efficiency. You do not need expensive software to make your organization more efficient; you need the help of TGI.

Sustainability

To be eco-friendly means more than installing automatic light switches and eliminating paper cups. By streamlining the capture of your documents, using cloud storage effectively for easy retrieval, and making the distribution of those documents more efficient, TGI can not only impact your bottom line but also help you limit your environmental impact. Some of the benefits with the most impact include

  • Reduction in paper use
  • Reduction in power consumption
  • Reduction in carbon footprint
  • An increased overall efficiency

Records Management

Records management helps an organization systematically and efficiently control records’ reception, creation, utilization, maintenance, and disposition, including capturing and maintaining information and evidence about business transactions and activities.

The TGI records management system provides access to these records. A tracking system audits the process. Deadlines are monitored and imposed upon users conducting business. A range of disposition processes associated with record implementation retention, destruction, and transfer is documented.

Destruction is a process that eliminates or deletes records beyond any possible reconstruction. We have an excellent version control mechanism. The version control mechanism file management plan indicates for each document

  • The type of record
  • Where it is retained
  • Policies that apply to it
  • How long to be retained
  • How to dispose of it
  • Who is responsible for managing it

Workflow

TGI provides a workflow engine that defines and reuses business logic, simplifies business processes, and helps employees effectively coordinate with the organization and each other.

TGI enables companies to respond quickly to changing or new business requirements. With TGI document management systems, documents are electronically stored and organized in a manner that makes sense for a company’s workflow and access needs. The documents are easily retrieved. You can

  • Create an intricate workflow for review, approval, and validation that supports parallel and serial workflow
  • Assign tasks to users or groups
  • Monitor the status process of workflow tasks
  • Configure mail message notifications

Task automation actions and rules

  • Automatic workflow execution
  • Classification of documents
  • Electronic signature
  • Metadata capture

The advantages of automation

  • Document automation
  • A high degree of accuracy
  • Improved quality
  • Increased productivity
  • Reduced labor expenses and costs
  • Reduced operational time

Successful deployment of platforms in a variety of segments that include:

  • Banking and Finance
  • Energy
  • Engineering
  • Healthcare
  • Oil and gas
  • Public sector organizations

Key Features of Document Management Software

Document management software integrates advanced search, collaboration, and essential document management in one solution that makes it easy and straightforward to manage files. It builds a valuable repository of a corporation’s information assets that facilitate knowledge creation and improve business decision-making. Optical character recognition software is often stand-alone software or integrated into the hardware that converts digital images into machine-readable text.

A practical document management system helps owners of businesses upload. manage, and archive data from documents while maintaining security. Many document management systems have software tools that manage a specific document process, like article or contract management.

The Association of Information and Image Management reports three-fourths of businesses use document management solutions. This information reflects the scale of information organizations must oversee and the diverse number of document solutions available.

You must consider the scale of business information and the range of solutions we offer. Document management software uses document scanning and captures to unlock data from static business documents.

It extracts valuable analytics and insights with machine learning and Artificial Intelligence (AI). Deployment options include on-premises, cloud, and hybrid. Look to TGI for a fully managed, cloud-based document management system.

 

The document control software boosts enterprise and workgroup productivity through:

  • Better informed decision making
  • Improved product time-to-market, meaning faster sales cycles
  • Better customer relations
  • Document sharing practices

You can:

  • Control content
  • Collaborate with colleagues on projects and documents
  • Capitalize on existing documents by the location of information sources, experts, and documents
  • Manage digital content and documents

The following are functions of document management software. It provide:

  • A searchable, central repository for records
  • Digital upload and file format that eliminates the need for extra cost space for paper storage
  • Improved efficiency and organization
  • Minimized risk of damaged or lost records with digital document storage

Whether you have hundreds, thousands, or millions of files in a management system, you can find any document quickly.

  • Our system has features, such as filters and search suggestions, that allow retrieving content fast.
  • Smart folders group files organize documents based on content rather than where it is stored, making content discovery easier.
  • Enterprise content management provides access from the web, desktops, mobile apps, and productivity applications with work-from-anywhere support using familiar interfaces and devices. No learning curve is required.
  • TGI offers easy enterprise content management that searches across 60 or more business document management applications.

The Best Document Management Software

Many document systems are organized and designed to be easily and quickly read by an authorized user.

A few things to consider are

  • Storage location security risks
  • Capabilities and user experience
  • Scalability
  • Productivity and flexibility
Improving Paper Processes

TGI endorses the following document management software.

  • M-Files
  • Microsoft SharePoint
  • Rubex by eFileCabinet
  • Office 365
  • LibreOffice
  • Adobe Document Cloud

M-Files

M-Files is chosen for this list because of its ease of use. It has optical characteristics recognition. M-Files can automatize the metatag and scan files. It features two-key print/download protection to safeguard confidential information. M-Files has a comprehensive electronic documents management tool with easily understood, intuitive interfaces. It is suitable for a variety of industries, such as

  • Business Consulting
  • Manufacturing
  • Banking services
  • Energy
  • Construction engineering
  • Accounting

Microsoft SharePoint

This is the best overall document management system. SharePoint offers extensive business management capabilities. It has excellent collaboration tools that make document management processes of editing easy for all team members.

When additional instruction is needed for the staff to learn the software’s full functionality, SharePoint is among the best platforms on the market. SharePoint can create content centers for teams or organize archives for individual projects. You can create custom metadata fields for digital documents stored in the system. It makes organizing documents easier.

Rubex by eFileCabinet

Rubex offers annual or monthly billing. It is low-cost but requires a bit of a learning curve. Rubex is cloud-based technology. You can use the cloud remotely to log in from any internet-connected computer or mobile device. It is among the best document management software systems for organizations with remote staff. The software makes retrieving all stored documents easy.

Mailing Software

Other DMS Platforms

Office 365, LibreOffice, and Adobe Document Cloud focus more on creating and managing documents instead of the storage management of documents from multiple formats and sources.

Maximize Content Value

Documents stored in multiple places can cause chaos. They may be in network drives and email, on USB sticks and laptops, on paper, mobile apps, PDF files, and across various file-sharing sites and repositories.

Those content siloes increase security risks and drain business productivity. TGI document management systems use General Data Protection Regulation (GDPR) compliant and seamless information governance to get content under control. Our document management tools systems break down siloes and enable productivity fr0m anywhere.

Get in Touch with TGI

TGI is ready to assist. Let’s connect today to see how we can help your business.
Call 866-468-4462 or complete the form below.

Get in Touch with TGI