What is Invu?

• 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.