Digital Storage Solutions

Digital Storage Solutions

An average retail store prints anywhere between 1500 – 5000 documents each month and this is just the tip of the iceberg. As time goes on, the volume of a company’s documents continues to grow and so does the challenge of managing those documents. Companies generate thousands of documents for many reasons and filing/archiving them becomes a hassle, not to mention the challenge of retrieving them when you need them the most.

Introducing Digital Deck, the Electronic Document Management & Storage System which will help you get out from under all that paper, streamline your business, and most importantly, save you time and money. Our unique system will help you quickly and easily scan and store paper documents securely so you can file them electronically in a centralized location.  Search features make it simple and fast to find the documents you need so they can be distributed to the people who need them.  The system’s user interface is incredibly intuitive, so computer users of any skill level can use it with little to no training. On average, it takes about 30 Seconds to scan a complete set of documents (contract, receipt, ID’s, etc). And possibly most intriguing…there are no additional hardware costs to get started.

Lotus’ Digital Deck will ensure that your documents are safe and secure, while still easily accessible.

Here are a few benefits of implementing the Digital Deck.

Top 10 Benefits of Digital Deck

1. Compliance

Failure to comply with laws and regulations could result in severe fines, penalties or other legal consequences that are easily avoided with document tracking. Organizations are under more pressure than ever to manage documents for compliance and risk-reduction purposes.

2. Security

Many companies still store critical documents in filing cabinets, boxes, warehouses and even storage units—not a very secure way of storing information. Virtual storage of paper documents gives you the ability to customize security settings, which cannot be done with physical documents. It also ensures that recovering lost data happens quickly and efficiently.

3. Improve Efficiency

Digital Deck increases productivity by speeding up document retrieval and finding “lost” information, streamlining the process of managing and keeping track of important documents and contracts. Indexing documents for future reference allows users to find the documents they are looking for quickly and efficiently.

4. Reduce Costs

Keeping hard copies of records costs you money, time, staff, equipment, and space. Filing cabinets take up too much floor space, which can be costly. Also, retrieving and processing paper-based documents is time intensive, and in a work day time is money. You save money by reducing the need for paper supplies, paper delivery and storage.

5. Reduce Carbon Footprint

Minimize paper usage and take a step towards reducing waste and becoming a sustainable company. Companies are now trying to become more socially responsible and realize that going green means more green for the company.

6. Improve Accessibility

Enables employees to view, share, modify, and store documents quickly and easily from anywhere. It speeds up the process and only takes a fraction of the time it would take with a paper document.

7. Disaster Recovery

Every organization must protect its vital records from all kinds of disasters that may occur, meaning floods, earthquakes, tornadoes, or theft can strike at any time. Implementing a document management system ensures that you will not be affected.

8. User Security & Data Privacy

Between the setup of stores, regions, districts and markets, it is essential for appropriate access to individual groups of users for related data access, and Digital Deck understands this concept extremely well, giving the assigned users access to relevant data only.

9. Purpose Redefined

Every organization has different needs and we understand that. Digital Deck has been designed in such a way use is not limited to retail establishments only.  Digital Deck can be implemented and customized to any business.  Flexibility and customization is very robust, allowing for both document and user level access rights.

10. Peace of Mind

We have brought focus to several benefits of Digital Deck…here are a few more highlights: 1) Ability to view Screenshots 2) Full Text Search 3) Document Creation Templates 4) PDF Conversion & OCR Capabilities 5) Document Workflow Process 6) Auditing Capabilities 7) Safe data backup.