Document Control System
for Accounts Departments

Micro Minder’s accounts document control system enables an accounts department to control both paper and electronic documents resulting in a more efficient department and reduced costs.

Storage requirements (and associated costs) for paper just keep growing, and many hours of expensive staff time is spent looking for documents that have been physically misfiled, 'lost' under a pile of papers on someone's desk or just plain lost.

The mass of paper keeps growing. Paper files are often hard to find. Documents may not be in their proper folder. Or they may be “borrowed” and then lost on somebody’s desk. Studies show that professionals often lose up to 500 hours a year just looking for documents. Also many important documents are lost.

The system provides a secure method of distributing documents to authorized staff when appropriate. It enables you to manage millions of documents and retrieve the one you need in seconds. It lets you share documents while protecting confidential information.

Document management leverages the value of paper documents. Documents such as invoices, GRN’s ‘ Delivery notes, purchase orders etc are scanned and electronically converted and a high-resolution image is saved on any storage media. The documents can still be viewed, printed, shared and stored, and the system adds an enormous advantage by giving documents active content by indexing and enabling an advanced automated workflow routing.

Electronic distribution of documents reduces your photocopying costs, and ensures that documents are not lost or misplaced . This also provides a higher level of control over the approval process ensuring that invoices are approved in a timely fashion.

With all documents immediately available to appropriately authorised personnel, both internal and external queries are dealt with more rapidly and efficiently and improved customer/supplier relationships established.

The system conforms to the way you work, rather than forcing you to change. It allows you to e-mail or fax documents with the click of a mouse.

Full audit facilities with automatic storage of all e-mails sent and received if required enables your organisation to comply with the requirements of regulatory authorities and to meet supplier/customer audits.