What is Invu?
Invu is the UK's leading document management software. There are three main reasons for this:
Invu is very easy to use
Invu is inexpensive
Invu has highly advanced functionality
Invu can be configured to suit you. Whether you plan for example to scan client files, accounts files,
manage emails or Word documents, Invu will allow you to store and retrieve in a way that suits you.
Cleverly, the scanning and indexing procedure within Invu can be a two stage process. This effectively
means an operator can scan all day long without having to stop and start due to the naming, or indexing of
each document or file. Each scanned image will be transferred into an Intray or Workspace waiting to be filed
or actioned in some way. If required, multiple users can view specific Intrays applicable to them negating
the need to photocopy documents.
Each document, or group of documents if required, can then be filed with basic criteria applicable.
Perhaps 'client name' and 'document type' would be suitable, this would be configured to be relevant to each
user or department.
Indexing can also be automated, i.e. a document can be scanned and transferred to the file store without the
need for a user to manually label with the relevant indexing criteria. Invu can be configured to 'read' a
specific area of a document and assign the data it reads to that specific file, perhaps a reference number or
invoice number. Invu can also read various types of barcodes and automatically index accordingly. These
automatic processes allow extremely rapid transfer of data from paper to electronic format, effectively only
governed by the speed of your scanner.
Entering documents other than scanned images into Invu is very easy. Any file can simply be dragged and
dropped into Invu. Also, a filing button can be added into the MS Office suite of products. This enables
simple, fast filing of Word documents and emails for example into Invu straight from the Office application.
If required, documents can be routed manually or automatically to specific users or departments for review or
authorisation. Any document can be tracked instantly showing its status and location within an organisation.
No more photocopying and posting and perhaps costly delays waiting for documents to be returned.
When searching for documents, the user has two main options. They can either search by the index criteria
i.e. what it was labelled as when filed, or they can search on any of the content or text contained within any
of the documents stored in Invu - or a combination of both. They can also search by document type, entry
date, or user etc. Searching on the actual content of a file is extremely useful. In a conventional filing system, i.e. filing
cabinets, if a document is misfiled it can be tremendously difficult to find, sometimes impossible. With Invu,
even if a user misfiles or incorrectly indexes a document, it is virtually impossible to lose because
every word on every file can be searched upon. Put simply, no business should be without this facility.
Searching can also be performed from other applications outside of Invu. Whilst working in a core back office
system or accounts package for example, all relevant documents stored in Invu are a mouse click away.
From the moment a piece of paper, or electronic document, enters Invu, everything is logged. Every action, even
if just viewing a file, is recorded. If a document is altered, such as a Word document, a new version is
automatically created ensuring all users are viewing and basing decisions on the most up to date information
available. Any change or revision change is also stored in the audit log. This audit log is essential for
any business needing to comply with various governing bodies' compliance requirements. A full audit log is an
essential part of proving a scanned image is legally admissible. For further information on
document management legal admissibility
click here.
With all company data centrally stored, backing up or disaster recovery, becomes a simple process.
Many organisations implement Invu simply to protect their business in the event of fire or similar potentially
business destroying disaster. However, many other businesses and IT departments treat the back up and disaster
recovery of electronic data as top priority, but neglect their paper files which are often far more critical to
their business. Short of photocopying every single piece of paper and storing it at another location, they're
simply left exposed, risking the future of their business.
In summary, any business aiming to be successful, efficient and secure long term will not be able to compete
without a comprehensive document management system in place.
Invu quite simply ticks all the boxes.
To arrange a quick demonstration, whether in person or online is your choice, please get in touch.
Click here to arrange a demonstration of Invu
What is document management
