Once FabSoft's Reform Enterprise has received the initial print stream from any operating system, inbound capture utility, line of business application, etc. Reform can enhance the print stream and send the information to Printers, Fax Systems, Email Systems and Archive Systems*.

Efficient document management is crucial to the success of an organization. Currently, 80 – 90% of corporate information resides on paper documents and businesses spend as much as 50% of their time searching for those documents. FabSoft's Reform offers a complete archiving solution that puts document management within reach for all users, regardless of platform. When a document is converted to electronic format, it becomes a valuable strategic resource. FabSoft’s Reform can automatically route these documents to digital archive systems so that they can be viewed, searched, and printed.

Integration with professional network storage systems

Reform has powerful interfaces to the leading network document management systems. Ricoh's eCabinet, Ricoh DocumentMall, Xerox's DocuShare and LibertyIMS. Reform can control custom indexes, directory locations, full text searches, and full vector searchable PDF files.

Without Reform, using network storage solutions can cause problems because the document needs to be transmitted twice from the business application. Many times documents are missing in the storage system because users will forget to send to the storage system a second time. Reform will automatically distribute to the archive system just by printing once.

Top reasons to go paperless

• 90% of corporate information resides on paper.
• Of all the documents that get handled each day, 90% are merely shuffled.
• The average document gets copied 19 times.
• Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document*
• 7.5% of all documents get lost, 3% of the remainder get misfiled*
• Professionals spend 5-15% of their time reading information, but up to 50% looking for it.
• There are over 4 trillion paper documents in the United States alone – growing at a rate of 22% per year*

*source: Coopers & Lybrand

Archiving documents with Reform provides the following benefits:

Increased Production - Organizations can literally spend days trying to locate misfiled documents, which could be detrimental to business. By storing documents to digital archive systems, users can perform full text searches in order to find information that may be contained in multiple PDF, TIFF or other file type documents.

Increased access to current information - Documents can be shared with other employees on the network, facilitating informed decision making and allowing documents to be processed more efficiently.

Reduces the cost of storing paper documents - Typically, the law requires an organization to save financial and legal documents for at least seven years. Archiving these documents electronically eliminates the annual costs and space needed to store documents in filing cabinets.

Offsite Storage Protection What happens to your business if you have fire or water damage to paper documents? Electronic documents are easily copied and stored off-site so that important information will not be lost.

Instant Access to Information - The ability for several employees to find and use the most current information is a fundamental benefit of electronic document management.

Typical Reform scenario

A purchase order agent has just received a purchase order. Usually, he will enter in the purchase order, print it,walk over to the fax machine and manually fax the PO. However, with Reform, the purchase order agent's job is finished once it is entered into their order entry system. There are many ways in which Reform is able to capture the information from an accounting system. One way is running FabSoft's utility program that captures the printer port. Instead of the purchase order ending up at the dot matrix printer, it is captured and sent to Reform. Reform will process it against the pre-defined Reform template that adds logos, font size changes and lines. Most importantly, it will extract the fax information for the purchase order such as company name, contact name, fax number, subject, notes and cover page name. The new reformatted purchase order and the specific fax information is sent to the fax system with all of the necessary information. The next copy is sent to the Archive storage system, with the important information used for the special index fields and the last copy is sent to a printer and is duplexed. All of these actions occur automatically without any intervention from the user.

*Requires FabSoft's Archive Plug-in and Reform Enterprise

Related Archiving Topics:

Archiving Forms
Archiving Emails
Archiving Faxes