Vasion Document Management
Digital Transformation Cloud Platform

Legal proceedings can quickly generate a great deal of paper and electronic documents. Much of the time, emails and electronic files relevant to the case file are printed so that all documentation can be found in one place – an ever growing paper file.  Paper storage costs a great deal of money in infrastructure , in maintenance, in physical storage units, in floor space and/or off-site storage facilities.

Using Vasion, all files are combined into an electronic file system that can dramatically reduce costs.  Paper documents can be scanned and stored alongside electronic documents on the server, rather than in extensive file rooms.  As electronic files, they are easier to secure and also back up.  The Vasion search engine makes finding needed documents quick and easy.  hard copies of documents can be printed on an as-required basis.  Likewise, sharing documents with opposing counsel can take place electronically on DVD or thumb drive, further reducing costs.  Eliminate the delays and costs associated with managing the crush of paper documents with Vasion.

The Human Resources department deals with a wide variety of documents, most all of which contain personal and private information.  It is essential that organizations properly secure and manage this information in order to comply with legal regulations and to avoid lawsuits.  With Vasion, securing applicant, employee and corporate data is easy.

As new resumes and applications arrive, Vasion can be both the database and the filing cabinet.  Using the index fields in Vasion, the key skills of an applicant can be listed and searched quickly, presenting a short list of applicants instantly.  With a simple mouse click, the resume can be displayed or emailed to the hiring manager.

Once hired, Vasion makes finding all subsequent information regarding the employee a simple process as the documents share the same index values.  Pulling up a vacation request is simply a matter of entering the employee name and the document type (vacation request).  This is much quicker and easier  than rooting through filing cabinets. Vasion can also act as a repository for corporate forms, such as handbooks and insurance claims.

Vasion also improves document security.  Only those with login credentials to Vasion can access the documents.  As a result, if an unscrupulous employee finds themselves alone in the HR office they still won’t be able to access the document or chance seeing something left out in the open.  Providing greater efficiency and security for the price of a couple of filing cabinets, Vasion is a must have for any HR department.

The accounting department has been plagued by monotonous and labour intensive shuffling of papers for long enough.  Expensive and wasteful, paper can virtually be eliminated from the accounting process with Vasion and Artsyl InvoiceAction.

Incoming purchase orders, invoices, proof of delivery, statements, memos and other documents can easily be stored and indexed in Vasion from MFP or a desktop scanner.  Outgoing documents can likewise be scanned or electronic copies can be sent to Vasion using the auto capture folder or the Print to Vasion utility.  As a result, accounting clerks can pull up client or order information in seconds to review and process an account.  For instance, payment may not be made until the proof of delivery document is shown n the supplier’s folder.

Vasion also makes it easy to answer customer questions and requests, improving customer service. If a client has questions about their invoice, the customer service representative can call up an image of their invoice while on the phone and even email another copy to the client as they are speaking.  There is no need to call the client back while the documents are sought in the paper file.  With Vasion, all the information any employee needs is right at their fingertips.

Customer service is the let differentiator in a competitive industry. Proper management of files and rapid processing of documents can demonstrate to your clients that you are truly there for them. Vasion can help give your real estate office that extra edge, making the process of selling homes and winning clients that much easier. As a central repository for client files and common forms (Such as listing agreements and purchase agreements), finding information is as simple as entering the client name or property address.

In addition, mortgages, inspection reports, photographs and email correspondence can all be kept in one, east access file. Virtually eliminating lost documents, Vasion ensures that time is not wasted on mundane office takes but on finding the right buyer or home.

Municipalities of all size and shapes are inundated with documents. Clerks need help managing and maintaining documents in compliance with the needs and regulations of their municipality. While most have their paper records management policies working well, Vasion can make it that much easier, efficient and secure. Additionally, electronic records in email or sitting unprotected on the network pose a completely new set of management problems that Vasion can easily solve.

Once the documents are sorted in Vasion, they are secure form prying eyes. Document access is restricted at the point of entry and then by the user profile. A system containing millions of documents may only yield a few hundred, depending on your profile. There is no longer a need to worry about unlocked doors or otherwise unauthorized access into the accessed a document or if a document or if a document was printed, edited, emailed, etc. the details regarding “who,” “where” and “when” can be discovered quickly with the Vasion document history.

Acting as a central library, documents are easy to find ready for collaboration and distribution. There is no fear of accidental moving or deletion from the network, unauthorized access or unmonitored changes. Vasion, vital information is always available when needed.

If your business is the management of several businesses, then Vasion is a must. Each franchise location constantly sends financial and accounting data, employee records, supply and inventory lists and maintenance reports. All of these documents increase the volume of paper, increase costs and decrease operating efficiency.
Vasion , immensely simplifies these processes. Documents from each franchise location can be uploaded to Vasion from that location, saving shipping costs and reducing the time it takes for the central office to receive and therefore process the files. Vasion security ensures that, while each location may be able to access their documents, they cannot access those of the other locations. That privilege can remain with the clerks in the head office.

With Vasion, documents are a quick search away. Correspondence and information sharing with suppliers, marketing agencies and insurance companies is simplified as documents are quick to find and easy to share via email.

Construction contractors are always on the move from site to site. Under the contractor’s arm or on the dashboard of their truck are building plans, receipts, contracts, inspection reports and a variety of other important documents. Keeping on contractors and businesses (that are often irregular with their communication and paperwork procedures) is a monumental task.
Vasion can help simplify the job of constructing a complete paper trail. Documents can be scanned into Vasion where they are secure and easy find. At a glance, it is possible to find the latest purchase order and corresponding invoice and share it via email. Building and site plans can be called up at a moment’s notice and contracts can be safely secured.

Construction projects can be challenging; managing the documents shouldn’t be. Make life easier with Vasion.

Because most sales at automotive dealerships are local and often repeat customers, positive initial purchase and service bay experiences are vital. Sales, service and the part departments of auto dealerships generate a great deal of paper and the management of this paper is expensive, time-consuming and, with Vasion, unnecessary.
Vasion can reduce the amount of paper your dealership consumes, the number of file cabinets in your location, fax machines, even off-site storage because you can quickly find and directly e-mail documents instead of printing and mailing paper files. Your staff also gains instant access to the files they need. Scan or print documents directly into Vasion can view all of the documents they need without leaving their desk.

Providing greater efficiency across the dealership, Vasion helps simplify the selling/financing process and keeps your customers happier through improved service.

Universities are constantly launching new research projects as students and professors strive to discover new technologies, find ways to improve our health or improve our understanding of huge amounts of data. Reviewing and understanding this data is the key to the success of the research. Vasion is an economical choice for simplifying the process of filing, organizing and collaborating on research information, enabling the process of discovery that much easier.

Acting as a central library, it is easy for members of the research team to access researched articles and papers, status reports, bibliographies, and other reference data. Using index searches, researchers can pull up the needed information quickly and also permit more than one researcher the ability to access the same document at the same time.

Vasion keeps the research team focused on their goal and eliminates the distraction and costs associated with managing both electronic and paper file systems