Speedy Organizer Document Management

Award Winning Speedy Organizer document management system is a practical paperless office application for businesses of any size. Combined with any MFP, any scanner, any digital copier, or just with your computer, Speedy Organizer allows businesses to manage all their documents in a “Practical Paperless office environment” and finding documents has never been easier or more secure. Never lose a document ever again. Speedy Organizer is easier to use, faster and more powerful. Most document managers on the market today offer reduced performance and reduced flexibility of search criteria compared to Speedy Organizer because they use standard Windows file structures. As more and more documents are stored, ultimately performance, security and flexibility of searching will be compromised.

Speedy Organizer  with SMARTFILENAME technology is the heart of the system At the heart of Speedy Organizer is a uniquely designed search engine which uses the most up to date document search technologies and search algorithms. They are specifically designed to handle all of the diverse and different formats of departmental and office documents that your organization will have. Traditional Internet information search engines often can provide hundreds and even thousands of possible hits for just one specific information request. This is totally impractical from a business efficiency perspective. Who is going to check hundreds even thousands of returned hits to find the specific document required?  Speedy Organizer automatically enforces your own business filing procedures so that documents are put in the same place and in the same manner with out exception, regardless of who is filing them. This"Smartfilename” technology ensures that when you need to find a document only as few matches as possible are provided to satisfy the specific document request. This significantly reduces the amount of elapsed time a user would need to find the requested document. It is much more efficient to find a specific document when presented with 5 choices than it is 50 or even 500. Speedy Organizer and the powerful “Smartfilename” document search engine allows you to store and retrieve all your documents more securely, more easily, more efficiently, and faster than any other system.

Speedy Organizer, Simple User Interface

Storing Documents Fast and Easy

Speedy Organizer will automatically catalog, index and store every document as it is loaded. All of your business documents can be easily located for cataloging into Speedy Organizer from anywhere in the system. Hard copy paper documents and files in your office are stored using a Scanner, MFP or Digital copier via the single main menu. In addition, digitizing your business documents regardless of the source can be accomplished much more quickly with Speedy Organizer by allowing multiple documents to be loaded at one time, or if preferred documents can be loaded one at a time.

Retrieving and Searching for Documents

The “Smartfilename” technology and our document search engine clearly provide the most benefit to clients when retrieving and searching for documents. It ensures that you will always find the document you need, simply and quickly. Retrieving any document(s) can always be completed in just a few seconds from the same standard menu, which intuitively prompts the user for the search criteria. The “Keyword search” either for a specific document or for multiple documents is accomplished by simply filling in the values of the field or fields required.“Advanced searching”, allows for the clumping of documents together by similar search terms like date or year. When information for a specific field value is perhaps unavailable, Speedy Organizer provides a “Full text search” capability that will search the entire text of any document. Speedy Organizer even provides the ability to find documents anywhere on the system by interfacing directly to a “Complete Windows system search”, again from the same standard main menu. Speedy Organizer uniquely provides these four different search methods from the same single main menu ensuring your documents will always be found, will always be secure and will never be lost. Any and all of your documents will always be available in a matter of seconds.  

Enterprise Wide Distribution of Documents 

Speedy Organizer from the same standard single main menu provides an extremely easy way to distribute documents once retrieved. Document(s) can be printed immediately, or shared within seconds via email or fax, to any physical or geographic location worldwide. While providing a very flexible and easy way to distribute documents, such distribution is only done in accordance with the company’s security and access procedures. This ensures that only the right people get the right information.

Security is Easy and Extremely Effective

Improving the security and access of documents is an important benefit when moving towards a practical paperless office environment. Company papers and documents have been traditionally stored in physical files, physical file cabinets and in blocked off rooms where access at best may be controlled by key access. This type of security in most cases is physical and therefore often vulnerable. Speedy Organizer’s security features provide for a new and higher level of document security. A security level previously unattainable when simply storing documents in physical file cabinets. Optimum security is achieved easily, with security automatically designated for each document or range of documents. By using specific user and administration ID’s in combination with a complete audit trail of when and where everyone who has worked with any document, ensures maximum security. Speedy Organizer can also utilize and leverage Microsoft’s “Active Directory” so that you can keep existing security levels the same. The definition of all of the required security access is accomplished very easily when Speedy Organizer automatically catalogs and indexes a document to the system.       

Works with Any Scanner

Speedy Organizer operates with any scanner, copier or MFP (multi function printer). Speedy Organizer operates as an addition to any of the hardware manufacturers already supplied drivers that interface directly to the Windows operating system. When using Speedy Organizer past investments of time and money into a “practical paperless office” environment is never compromised or lost regardless of the hardware you use. In the event that your business requirements change and the company now needs a different scanner, copier, or MFP. All of your documents will continue to be immediately accessible and all of your business operations will continue to operate without the need for additional change of any kind. Your investment into a practical paperless office environment is always secure.

Standard Industry Templates

At no additional cost the Speedy Organizer system comes pre-packaged with 45 plus standard industry form templates. These templates have been developed jointly with our clients and represent all of the traditional business types and models. In addition, numerous templates are available to assist a new client with the implementation of departmental and workflow analysis to easily set up and route documents around the organization. The availability of these templates as an integral part of the Speedy Organizer system ensures that a new client can quickly and easily implement their own comprehensive practical paperless office solution in less than a day. More importantly the “practical paperless office solution” that you implement will be customized to your company’s own specific needs and standards.    

Embedded Help and Tutorial

Speedy Organizer comes with a complete set of help and tutorial facilities. These facilities include comprehensive standardized help menus throughout the system. In addition, our clients have immediate access to Speedy Organizer’s knowledge based help system via the Internet, providing all of the up to the minute latest information that you might need. A complete audio/visual tutorial system is also always available via the web providing all of the “HOW TO” information needed to get you started. In just a few minutes you will become conversant with our Speedy Organizer system and it’s functions and how it can immediately provide your company with an easy path to implementing your own powerful practical paperless office solution.