FAQ
What is online or hosted document management?
Document management (aka document imaging, electronic document management or digital
document management) is an electronic means of storing paper records by converting
traditional paper files into electronic images. Paper files are scanned, saved and
organized. "Online" or "hosted" document management means that you can access
the document management application from any PC connected to the Internet, and that
your files are securely stored and backed up at a remote location. This eliminates the
considerable cost and effort of the traditional method of purchasing, managing and
maintaining on-site server, software and backup systems. Having these services available
online and eliminating the extra cost and hassle of an in-house system puts robust,
secure document management within the reach and budgets of even smaller businesses.
How can document management lower my company costs?
An office dependent on paper incurs unnecessary costs and introduces distractions
that affect your primary business focus and value. From small but significant costs
such as storage and shipping to hidden costs in the areas of productivity, customer
service or compliance, paper documents are a burden on both the top and bottom line
of your business. By limiting or eliminating the costs and risks of paper documents,
you can increase profitability by permanently and securely storing your documents
online. Your staff spends less time filing and locating misplaced files, resulting
in more productivity. You'll also benefit from a reduction in expensive office consumables
- print toner, paper and storage supplies - further increasing your ROI from online
document management.
How can document management decrease the risks associated with storing paper
files?
With an online document management system, you can rest assured that your company
is still in business when disaster strikes. Floods, fire, hurricanes and earthquakes
threaten the continuity plans of any paper-dependent business. Scanning documents
decreases your risk by providing an electronic, location-independent means of
accessing your important business documents. eBridge maintains your documents in
multiple secure, high-availability data centers so your system is available whenever
you need it, 24/7/365.
Is eBridge the right system for me?
If you store and retrieve documents for your business, eBridge may be right for
you - but we invite you to contact us so we can
find out more about your operations and needs, and discuss the solutions that would
work best for your business. You can also call 877-676-6067 between 9 a.m. and 6
p.m. Eastern time.
How is eBridge different from other document management systems?
Most document-scanning solutions operate on either a standalone PC or a client-server
system, meaning that all of your documents are stored locally, on in-house hard
drives. Many of eBridge's customers start out with this type of in-house system
just to see if document scanning can benefit their business. While it starts out
simple, many businesses quickly realize the limitations and risks of an in-house
system. eBridge's system provides a way to easily and consistently index your documents,
as well as convert typewritten text (OCR) so that it can be used to retrieve files
with minimal effort.
In-house systems are often sidetracked by inconsistent file names, duplicate
copies and multiple file folders that can eventually lead you to abandon the
practice of scanning, and send you back to the days of simply putting up with the
cost and hassle of paper. When integrating a document management system with your
business, you should take into account the limitations and risks of standalone systems.
Assess the extra benefits provided by a proven service like eBridge versus in-house
technology, and decide which best lets you optimize and protect your business.
Who can access my documents?
Only authorized users have access to your electronic filing cabinets, and each user
has predetermined rights that allow them to retrieve, view, delete, annotate or
copy files into the eBridge system. Easy, intuitive administrative controls allow
customers to create users and assign these access rights and security-level controls
by either type of document or file cabinets.
Can a user edit or alter scanned images?
An online document management system does not allow the original image to be
altered or edited. It is important to protect the original image in order to maintain
both the legal status of the document and the integrity of the system.
How does eBridge integrate with other PC applications in my office?
eBridge uses a special print driver (available for a one-time fee of $295 per account)
that allows you to print directly from standard PC applications into your eBridge
file cabinet, rather than printing and scanning the files. This is particularly
useful for companies that need to regularly file email correspondence.
Can I import an existing image or file from my computer into eBridge?
Yes, you can import any file in virtually any format from your computer into eBridge's
document management software. This function eliminates the need to print before
scanning.
Can eBridge use information from other application (accounting software,
spread sheets, etc.) to search for and retrieve documents?
eLink is a free utility provided by eBridge that takes information (i.e., customer
numbers) from third-party applications, such as billing or customer management software,
and uses that information to search and retrieve documents from the eBridge system.
The eLink works with virtually all third-party applications for quick and easy retrieval
from your primary application by simply highlighting data in that application and
using a HotKey to switch applications and initiate your document search.
Is there an audit trail?
Yes. An audit trail permanently records username, date, time and any actions taken
with each image.
Are my online documents safe and secure? Why is this better than an in-house
system with online backup, like Carbonite or Mozy?
eBridge maintains an enterprise-class data center with redundant backup capability,
both on-site and in remote data centers around the country. All files are encrypted
from the source (your PC) and in the data centers on our servers, eliminating the
chance of your data being viewed by anyone other than an authorized user. eBridge
also burns a backup CD/DVD each month that contains your recently added images.
There can be a significant cost and detail associated with building and maintaining
a similar level of redundancy and data protection. eBridge is more than a data backup
- it's an entirely Internet-based application that allows you 24/7 access from anywhere,
at any time.
What scanners do you recommend?
eBridge recommends and certifies specific model scanners offered by our technology
partners - the Canon DR series, the Fujitsu FI series (excluding the ScanSnap scanners)
and the Kodak i Series.
Do I have to get one of the recommended scanners?
You are not required to purchase one of the certified scanners. However, for seamless
one-step scanning, the scanner you use must be 32-bit TWAIN compliant, and the TWAIN
driver must be installed on the scanning PC. There are many TWAIN-compliant scanners
on the market, including multifunction devices (fax, copy, scan), and most will
work with eBridge's system. Please be aware that they may have limited functionality,
which may impact the performance of your individual system.
If you’d like to check to see if your scanner is compliant with our system,
please call our account team at 877-676-6067 Option 1.
What are the minimum requirements to access the eBridge online application?
- Windows PC running XP, Vista or Windows 7 (not Windows 95, 98, NT or 2000)
- Pentium 4, 1 GHz or Higher
- 1GB memory (Scan PC)
- Dedicated Internet connection
- Internet Explorer 7.0 or higher
- TWAIN-compliant scanner (scanners ship with USB 2.0 cables; PC must have USB 2.0
to connect via USB)
- Recommended minimum 17” monitor
- Microsoft .Net Framework v2.0 or higher
What if I do not want to scan my own documents?
For those customers that do not want to purchase a scanner and scan their own documents,
a number of reliable national and regional service bureaus offer scanning services,
including back-scanning and day-forward scanning. Please contact your Account Manager
if you would like assistance locating one of these providers in your area.
What does the product training involve?
It's incredibly simple to use eBridge's document management software. Our support
staff will train you by telephone in less than two hours, and you'll have access
to a complete training manual and online webinars. Training is included in the eBridge
training and setup fee; ongoing customer support and upgrades are free of charge.