Document management for small and mid-size business (SMB) often presents a big challenge. Due to time and budget constraints it is easy to find yourself in a situation where important business documents (electronic and paper) are maintained in disparate locations and are managed in a decentralized manner. This makes it difficult to ensure that you have a complete and consistent view of your customers, suppliers, partners and distributors at any point in time. It is also difficult to establish control over who has access to which documents in your company and to guarantee information security.
Document Management for Small and Mid-size Business (SMB) Made Easy
The iGuana iDM Document Management for Small and Mid-size Business Solution is designed to help you tackle these challenges. At a fraction of the cost, no investment in expensive hardware and IT resources, and no user training, you can centralize all your document archiving processes. The iGuana iDM platform provides a secure medium to capture, distribute, manage, archive and retrieve your business documents via a 100% web-based, intuitive and easy-to-use user interface.
Unified Customer / Supplier Files
With iGuana iDM you can centrally archive all documents pertaining to individual customers, suppliers and partners within a logical tree structure to provide a unified view of each client. For example, you can group all archived invoices, contracts, delivery notes, quotes, e-mails and multimedia files, such as pictures and videos, relating to a particular customer under that individual customer’s file in iGuana iDM. The same logic applies to archiving of supplier and partner related documentation.
You will no longer need to fetch documents from disparate sources, such as paper files, MS Office documents, e-mails, etc. every time a customer contacts you or you need to process an invoice from your supplier. You will be able to access all customer / supplier information from one centralized archive in iGuana iDM at a press of a button.
Paper documents can be easily scanned using a regular multi-functional printer (MFP) or a simple desktop scanner, depending on your needs and preferences.
Secure Access to Documents
iGuana iDM provides multi-tier security on a group level, user level, document level and field level. This means that you can provide different types of access to different users based on various criteria and specify actions that these users can perform on archived documents. Essentially, iGuana iDM gives you flexibility to control who can access which documents.
For example, access levels can be easily configured to allow users from your accounting department to only see and/or edit documents pertaining to their daily accounting tasks. Similarly, department managers may be able to see only documents relating to their departments’ operations and top management can have access to everything.
In addition, documents archived in iGuana iDM can be accessed via the iSearch app for iPhone and iPad readily available through the App Store. Users can view documents they are authorized to see from anywhere, anytime and securely.
Document Routing and Approvals
Incoming documents, such as invoices or regular mail, can be scanned into iGuana iDM and routed to appropriate staff as needed. For example, an invoice from your supplier can be scanned upon delivery and automatically routed to the accounting department for further processing. An approval function can also be incorporated into the routing process, where an invoice is routed to management for approval before it is processed.
State-of-the-Art Platform at a Fraction of the Cost
iGuana iDM is 100% web-based. All you need is an Internet connection and a web browser. You have an option to have the software reside off-premise i.e. in the cloud, as opposed to on your own servers. This eliminates the need to invest in hardware and IT resources.
The iGuana iDM software is designed with user friendliness in mind. It does not require any technical skills or any specialized knowledge to use. Hence, it requires no training. You can be up and running with iGuana iDM in a matter of days, not weeks or months. The system is also maintenance-free.
With iGuana iDM Document Management your business is ready for the future.
Download our Solution Brochure here.