Advanced Document Solutions - Copying - Document Destruction - Document Management - Filestar - Hardware - Scanning - Space Management - Storage - Supplier Invoice Scanning

How can Advanced Document Solutions help you!

How can Advanced Document Solutions help you!


Advanced Document Solutions

Advanced Document Solutions overview

Advanced Document Solutions can offer you a complete document management solution to suit the needs of your business; our team of experts are here to get an understanding of your business and its operations and create a tailor made document management solution to help you achieve a better working environment.

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Disaster Recovery - Document Management - Fire & Flood - Scanning - Space Management - Storage

Cost Justifying the Scanning of Your Documents

Cost Justifying the Scanning of Your Documents

Save time and money by scanning your documents

The value of a document can vary greatly according to its intended function. Typically valuable documents may be design data, contracts, financial transaction records, correspondence, certificates, etc. All of these have a quantifiable associated cost related to their storage, ongoing access and archival.

It is this ‘life-cycle’ management cost of a document, which many companies do not realise, occurs and it can be broken down into a number of areas:

Issue 1 – Access time

Typically an office worker will take 8 Hours per week to locate documents they require. This typically equates to approx £5,000 per annum per person.

How scanning can help? – Scanning your documents enables searches for specific information to be performed in seconds. Even individual words can be searched for which would be impossible across a range of paper documents.

Issue 2 – Risk Management

If a fire, bomb or flood strikes then original documents could be destroyed and take months to reconstruct. In some cases this could have a serious impact to a business.

How scanning can help? – Once documents are scanned they can be stored to cheap and reproducible CD-ROMs which can then be accessed on any PC. A customer service department for example could therefore be up and running again as soon as a PC is available.

Issue 3 – Improved Levels of customer service

Improved customer service can improve your market share and by having all of your clients correspondence and documentation to hand it can reduce call backs and associated charges and admin costs.

How can scanning help? – Customer records can be linked to contact databases  and any letter viewed in seconds whilst the customer is on the line. Large reductions in call back costs and improved customer satisfaction therefore occur.

Issue 4 – Sharing Information

Paper based documents can only be shared if they are copied which has both admin and environmental cost implications. These are compounded if documents need to be shared across remote offices.

How can scanning help? – Scanned documents can be emailed or made accessible over a network/internet instantly without copying or the delays associated with courier services.

Issue 5 – Long term preservation

Paper and even microfilm records can become damaged, torn or dog-eared over time. Faxes fade.

How can scanning help? – Once documents are scanned they no longer degrade and they can be copied in seconds onto new media as and when new devices are released in the future. Digital formats can be backwardly read or accessed/transferred at any time giving a high level of ‘futureproofing’

Issue 6 – Misfiling

Every time a paper document is retrieved and then filed there is a small chance that it will not be returned or incorrectly misfiled. Typically 2% of all documents will be misfiled each at a cost of £5.

How can scanning help? – Once scanned documents have been indexed there is no longer the possibility that they will be lost or misfiled.

Issue 7 – Space

Documents can take up a lot of space which cumulatively grows every year. This space is always an overhead and cannot be used for profit production purposes. Cost per sq/ft saved varies.

How can scanning help? – Approx 5 filing cabinets of A4 documents or 3000 drawings can be stored on each CD-ROM which therefore releases space for more productive uses.

ADS have solutions to all of the issues associated with the management of paper documents, the trick is to make all of this simple and easy to use, this is where ADS can help you to achieve a smooth transaction from paper to electronic documents by providing cost effective easy to use solutions.

Imagine being able to instantly locate all of your documentation with one click of the mouse from any existing windows application, well now you can, visit us and book a FREE trial of our new easy to use scanning solution.

Cost Justifying the Scanning of Your Documents

Document Management – Scanning – Storage – Archiving – Destruction – Document Imaging


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Copying - Disaster Recovery - Document Destruction - Document Management - Fire & Flood - Hardware - Scanning - Shredding - Space Management - Storage

The NHS aim to be paperless by 2018

Health Secretary Jeremy hunt has announced he wants the NHS to be totally paperless by 2018 as it could potentially save them £4.4bn which is money that could be reinvested back into the organisation.

The first step is give people online access to their health records by March 2015 and by April 2018, any crucial health information should be available to staff at the touch of a button.

Some parts of the NHS already offer a big digital presence whereas other areas are lagging, the scheme Connecting for health allowed X-rays and scans to be stored and sent electronically has seen an increase in productivity that needs to be mirrored throughout the organisation.

Going paperless would mean:

  • Different professionals involved in one persons care can start to share information safely on their treatment
  • Avoiding the pitfalls of a highly complex, centrally specified approach. Only with world-class information systems will the NHS deliver world-class care.
  • Potentially saving the NHS £4.4bn.
  • Electronic prescribing and electronic patient records would give staff more time with patients.
  • Using laptops more than doubled the amount of time clinicians could spend with patients in some hospitals.

To find out how much you could save by going paperless please call 01268 583550 or email us at

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Document Destruction - Document Management - Fire & Flood - Scanning - Shredding - Space Management - Storage

The Lifecycle of a Document Enhances Security Risks. Document Shredding is the Solution.

Strict privacy laws and an increase in identity theft cases make document shredding an important component to running a reliable and trustworthy business.  Ensuring the privacy of confidential business documents is of paramount importance to your clients.  Of equal importance is your compliance in practicing good records management on their behalf.

Document shredding is a very easy and secure process when compared to the damage done once your client’s information, or your own, ends up in the hands of criminals trying to commit identify theft.  It only takes one piece of confidential information for a thief to learn much more about your company and to greatly affect your livelihood.

It is important to understand the life-cycle of a document to realize how significant paper shredding is to your client’s security and your own.  For example, after a document is created, it is stored, retrieved, modified, shared and distributed—these actions happen over and over.  Throughout the life of a single document this repeated cycle makes them prone to identity theft or landing in the hands of an unauthorized user.  This is why it is important to consider digital document management options and secure shredding.

There are many security benefits to document shredding with us, such as:

  • Compliance with federal and/or industry standards
  • Decreased chances of identity theft or loss of confidential documents
  • Knowledge of changing privacy regulations to guarantee maximum protection
  • Responsible and protected service when documents are in our possession
  • Less worry about document security, more focus on recovery and backup
For a secure document destruction solution call ADS on 01268 583550

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Copying - Disaster Recovery - Document Management - Hardware - Scanning - Space Management - Storage

How Document Scanning Benefits your company

The UK’s business world is experiencing rapid changes, and with these changes, business managers are realizing that they can no longer afford to stay with traditional filing systems as their competitors have started using digital systems. Latest researches in the UK have shown that electronic document management frees time, office space and increases an organization’s efficiency – when implemented properly. Bulk Document Scanning is required to effectively and efficiently utilize the document management and document retrieval system. Digitally scanned and stored documents take less space and are more stable and reliable. Bulk document scanning reduces your document scanning prices proportionally.

Traditional documents are no longer useful because

  • They are hard to find
  • Their content is hard to modify
  • Updating the documents is hectic
  • Limited document sharing
  • Continuous document publishing becomes difficult
  • No indication of document contents
  • Higher costs for storage, copying and printing
  • Expensive archiving and document maintenance

Bulk Document Scanning Advantages

  • Information sharing – files can be viewed simultaneously by a number of users across multiple sites or divisions
  • Improved customer service – rather than taking details and calling a customer back with answers to queries or order updates once files have been found, details can be available on screen in seconds
  • Long term file preservation – historical files can be sensitive to both light and humidity. Regularly accessed files deteriorate and faxes fade. Scanned documents are preserved indefinitely.
  • Storage preservation – Document scanning storage requirements are far less than traditional hard copy of documents.
  • Scanning cost reduction – Bulk document scanning cost lower per document and you would actually pay a lot less as compared to what you pay for separate document scanning.

Justifying Bulk Document Scanning Prices

  • Paper costs – If correspondence or invoices have to be sent by post, then automatically saving a file copy through Document Scanning will halve the paper costs. If they can be sent electronically, then paper costs are further reduced.
  • Print costs – This covers both the costs associated with desktop printing and photocopying. If files can be copied electronically, then photocopiers begin to be surplus to requirements.
  • Rental and maintenance costs – can be cut along with the incidentals such as toner and ink.
  • Storage and retrieval costs – In this, include the liability to your business in the instance of document loss, and the time it takes staff to locate files, maintain filing systems and re-file documents once used. How much floor space could be liberated and how might you be able to streamline your workforce through bulk document scanning?
  • Debtor days – Improved document movement – or workflow – means that getting accounts transactions authorized is much faster, you get your invoices out and in turn pay your own debts more quickly. Filing documents centrally gives your accounts department access to all the information they need to chase aging debts.
  • Distribution – This covers the entire document posting costs. Why send by post when you can email documents much faster, more reliably and for an unnoticeable cost?
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Copying - Scanning - Space Management - Storage

How much paper do I have?

Ever wondered how much paper you have laying around your office but haven’t got the time to sit there and work it out?, you don’t have to because ADS have created a guide for you.

Call Advanced Document Solutions today to get your paper Scanned to disc or stored in our secure storage facility!

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Copying - Disaster Recovery - Document Management - Fire & Flood - Scanning - Space Management - Storage

How would your business cope after a fire?

Scan If you come into work one morning to find your office has been destroyed, would your business recover?

  • Would you lose all of your paper documents?
  • Are electronic documents that are scattered across many different workstations now useless?
  • Have you lost valuable email messages?
  • Where are your customer, vendor and employee records?
  • What would you do?

Paper documents stored in file cabinets are susceptible to fire and flood. You cannot recover a paper document that has been destroyed by a fire or a flood. But the problem goes beyond your paper files. Electronic documents stored on hard drives on workstations and servers across your operation are equally vulnerable to catastrophic loss.

Nobody wants to think they might need to implement a disaster recovery plan, but proper planning could enable your company to survive a disaster.

What processes does your business have in place for backing up critical data? Consider where and how your paper documents are stored. Think about important electronic documents within your network. Now, lock the doors and walk away. How would your company re?establish operations? If you take that thought process and expand it and begin thinking about what you would need to resume operations then you have the beginnings of a disaster recovery plan. This paper addresses specific ways to ensure that your documents can be recovered. But keep in mind, there are many other aspects to your overall recovery plan.


Let’s tackle the issue of centralized document management first. If you currently don’t have an Electronic Document Management System (EDMS), then electronic documents are most likely not consolidated in your organization and fragile paper documents are stored on desks and in filing cabinets on?site.

By definition, EDMS is software that controls and organizes documents. This involves scanning paper documents, filing them accordingly, and making them available to view across your business. In addition to paper documents, electronic documents and email can also be stored in the EDMS. An EDMS will provide consolidation of all important documents within an organization regardless of the type of document. This consolidation creates a centralized electronic repository that not only improves operational efficiency, but also makes it possible to create and implement a successful disaster recovery plan.

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Copying - Document Management - Hardware - Scanning - Space Management - Storage

What is Filestar?

Filestar is a multi-user document management system for large, medium and small enterprises. Filestar manages documents – both paper and electronic and email in a secure audited archive. Filestar provides a solution for many paper-based processes as well as any process that involves controlled storage and access to documents

Filestar is easy to install, set-up and use but not at the expense of a very deep and broad feature set, capable of handling the most varied of requirements that your business demands. Listed below are just some of them.

1. Powerful Document Indexing

Configure custom document fields to capture information you will use to file and retrieve documents in a manner that suits you. These ‘index’ fields can also be populated from your back office systems like Sage Accounts – for example, entering an invoice number into the document filing window can automatically populate other fields like ‘Supplier’ and ‘Invoice Date’ directly from Sage – this makes the filing process very quick and it also ensures data validation. Furthermore, features like ‘Auto-File’ make manual file naming and destination folder selection redundant – to file a document, simply complete one or more index fields and Filestar will take care of the rest for you. The Filewatcher can even automate the entire filing process for you.

2. Search on document content

Filestar embeds a powerful document content search engine (the same as that used by Apple and IBM’s websites). You can search for any word or phrase within a document or a combination of document meta data and document content. For example, your documents are filed with a Customer Reference Number – searching on this alone could potentially return hundreds of documents. But with Filestar, you can use the reference number in the search field along with one or more other words that may be present within the document – for example: ‘CRN12433 faulty radio’ – Filestar will speedily return only those documents that match the query. Document retrieval doesn’t get quicker or simpler than this.

3. Detailed Audit Trail

Filestar keeps a detailed audit of activity relating to its documents, from the original location that the document was imported from to actions performed by users, including views, version updates, deletions, permission changes and index data changes. The name of the user and the workstation they performed their action from is also stored. Filestar also creates a digital fingerprint of every document it stores – this provides proof that the document is the original that was stored and has not been illicitly replaced or tampered with.

4. Document Permissions and security

Filestar ensures access to its documents is through a centrally managed secure gateway – there is no need to create Windows shared folders for users to access documents – the actual location of the stored documents is totally transparent to the users. Authentication is required by the user when they access Filestar – this can be through Filestar managed user accounts or through integration with your Windows Active Directory user database. Filestar provides fine grained permissions control of documents, folders and entire document categories – you can determine if users or groups of users can see a document, see its content, edit, delete or even manage the document’s permissions. The search engine also fully honours these permissions ensuring that no user can see a document within a search result set that they should not have access to

5. Automated Document Filing

Scan and store documents directly from your scanner/copier to Filestar with no further user intervention. Using Filestar’s Filewatcher module, one or more Windows folders can be monitored for new documents arriving from your scanner. Using zonal OCR, Filewatcher can be configured to identify the type of document that has been scanned (for example, an Invoice) and to extract key data that would be useful for the filing process. The documents are also converted to a fully searchable PDF format. In combination, these features practically eliminate the need for you to manually index and file documents.

6. Automated Business Processes

The Filestar Workflow module allows you to implement sophisticated business processes – such as Invoice Approval or SOP publishing. Workflow processes can be initiated on particular document actions – for example if a new invoice is added to Filestar. Workflow processes can be used to route documents to users and perform automated actions on documents, for example export a price list document to an external web server if it’s status is changed to ‘Approved & Published’.

If Filestar is right for you feel free to give us a call for a 14 day trial on 01268 583 550.

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Document Management - Scanning - Space Management - Storage

5 Secrets to Successfully Deploying Shared Document Scanning Services

The recession has forced organizations to look for new ways to reduce expenses and drive efficiency.  And, the fact is, most organizations could be making better use of their operations infrastructure.

Recognizing this, more companies are considering shared scanning services centers. By centralizing tasks such as scanning, companies can eliminate redundant systems and processes, optimize their workforce, improve control and visibility over corporate information, and reduce overhead.

A Shared services case study

One major insurer has achieved significant business benefits by implementing a shared services centre for its document imaging and data extraction.  Through its shared services centre, the insurer image-enabled business processes for its auto and property claims organization as well as its financial area, centralizing work from field locations. Today, the insurer’s shared services centre processes approximately 60 million pages a year, or a daily scanning volume of about 80,000 pages.

As a result of creating its imaging shared services centre and redesigning certain document processes, the insurer initially saved $4.1 million a year.  And bigger savings may be on tap.  What’s more, the shared services centre is proving itself as a key business partner and strategist for its clients.  The move to a shared services centre also provides the insurer’s departments with a flexible workforce; on slower mail days, the insurer’s shared services centre is able to leverage mostly part-time staff.

Strategies for Success

Unquestionably, shared scanning services can deliver big benefits.  But there are five things that organizations should keep in mind to help ensure the success of their shared services initiative.

1. Perfect your own processes before taking on someone else’s work.

The move to shared document scanning services is about far more than economies of  scale. Your group will be expected to provide leadership in improving your organization’s document-driven business processes.

2. Try to make processes repeatable.

This will help reduce your overhead, accelerate the on-boarding of new applications and allow you to apply best practices across applications, improving quality and throughput.  Similarly, don’t customize processes unless it’s absolutely necessary.

3. Invest time upfront understanding the scanning requirements.

Since you’ll no longer be the business owner of the applications you process, you’ll have to work hard to learn their requirements.  Take the time to thoroughly document the requirements of new applications and to map process flows.  Also consider doing a pilot or proof of concept before you begin production.  Not only will you avoid potential pitfalls, you’ll have an opportunity to identify processes ripe for reengineering.

4. Make sure your hardware and software are up to the task of shared document scanning.

You want to ensure that your hardware and software have the scalability to efficiently process additional volume, as well as the flexibility to handle a range of document types and capture requirements (e.g. colour and grayscale images, high resolution images).  The service level agreements (SLAs) you sign with clients may also place tougher reliability demands on your infrastructure.

5. Win over other departments.

The insurer’s biggest roadblock to rolling out its shared services centre was garnering support from business owners and convincing them of the cost savings, as well as the potential process improvements. One way to convince other departments to outsource to you: develop strong SLAs.  The insurer’s shared services centre offers SLAs for each of its internal clients. While SLAs will vary by client, they will typically cover processing turnaround time and quality.

The Bottom Line

At a time when organizations are looking for ways to improve efficiency and effectiveness, a shared services centre for document imaging and data capture can pay big dividends.  And if you follow the strategies above, you can help ensure that your company achieves maximum return on investment

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Accountants Document Management under scrutiny

Searching for documents is costing UK Chartered Accountants a staggering £2 million per day in lost fees, according to independent research released today.

The survey, which was conducted by YouGov, revealed that chartered accountants are wasting valuable time trying to locate documents that have been mis-filed, moved to another location or simply lost, costing businesses dearly.Yet despite this, just one in four accountancy practices have replaced their paper filing with digital document management, making it no surprise that only 3% of operate a paperless office.

With more than 270,000 chartered accountants in the UK, and the survey finding that 83% of them waste up to one hour (worth £88 on average*) of their time per day looking for documents, it is little wonder that this wasted time is costing them £2 million per day.

The survey also revealed that accountants waste more time than looking for documents than other vertical markets, with nearly 26% of their time being wasted, compared to 21% in industries such as construction, legal and insurance.

The root cause of this inefficiency is paper; just 3% of accountancies have 91% or more of their documents saved electronically, even though paper documents can easily be lost or mis-filed due to human error.

With only 3% of survey respondents stating that they don’t believe digital document management would benefit them, the question of why more companies have not yet taken the plunge and become paperless leaps to the fore, particularly considering the growing need to efficiently store and retrieve documents for compliance and audit purposes.

When asked what they would do if they were not wasting time looking for documents, 32% of accountants stated that they would concentrate on administration, compared to other industries, which stated 26%, highlighting the sheer volume of paperwork in the accountancy sector and the need for efficient filing.

Only 26% of accountants stated that they would spend time on business development compared with 31% across all other industries. In addition to this, 20% of accountants said that they would go home on time and 12% said they would spend more time with their team.

“Accountancy practices have to deal with and store huge volumes of documents for both compliance and audit purposes, so it’s not surprising that they are struggling to keep on top of each and every file.  But it is shocking to think that chartered accountants are wasting over £2 million just looking for documents,” commented David Morgan, CEO, Invu.

“By simply deploying a document management system, accountants can streamline the management of all documents and records by ensuring that everything is filed electronically and is searchable at the touch of button, saving time as well as improving efficiency and productivity,” says Morgan.

This post was written by Gary Howes and taken from

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