Instant access to PDF documents and the associated metadata your company generates is key; and controlling who has secure access and the ability to trigger processes to improve productivity can differentiate your business. Maintaining standards compliance and business continuity is essential in this atmosphere of communication convenience – the alternative is increased risk exposure. If yours is one of those companies that still have documents stored all over the place – on desktop computers, laptops, network drives, email, USB sticks and various consumer file sharing sites – you’re exposed! Failure to find critical documents (invoices, case files, contracts, reports etc.) quickly can impact audits and trigger lawsuits. Searching manually for content takes too long, and when the organization has multiple offices, the problem is compounded. Compliance penalties, proof of access to documents, costs of breached SLA’s can be punitive.
Digital Transformation Platform
Vasion Document Management Solution (fomerly MaxxVault) is the complete digital transformation platform that can process all your content, including eForms, Workflows, eSignatures, document capture / archiving, document storage and printing services. Capturing document content at the beginning of your business process, whether it’s the mail room, a customer site, on-prem or a remote office, Vasion stores the document content centrally in a searchable repository so it can be accessed from any device. Never lose a file again and find documents faster.
What's In It for You?
How to automate your entire document life-cycle including capturing, organizing, archiving, accessing, viewing, collaborating, updating, integrating, customizing and managing records
Special Guide on Document Management
Read a Customer Story on how they solved processing over 1,000 new documents daily & benefited from documents automation
Making the Case for Document Management
Learn how to justify a document management system and convert your current filing system to a modern Document Management Solution.
Contract Management & Online Forms Demo
With MaxxVault Document Management System, you’ll never have to worry about accidentally auto-renewing an upcoming contract or missing that one critical related document that’s part of the contract packet.
MaxxVault Enterprise DMS Overview
Get an overview of the MaxxVault Document Management System, its salient features, and application in healthcare, insurance, education, manufacturing, and financial services sector.
Slash Document Processing Costs with docAlpha & MaxxVault
Cut cost & save time by automating your end-to-end business documents workflow with integrated MaxxVault Document Management, and docAlpha, data capture technology.
MaxxSafe File Sharing and Syncing with External Users Demo
Learn how you can stop relying on 3rd party file sharing solutions to share your corporate content with external users while retaining full access control over the content.
Access documents from any device while in your ERP, SalesForce, Outlook or any application and never lose a file again. Streamline processes, ensure compliance, reduce risks, improve services with Vasion. Vasion provides electronic document management systems (EDMS) to small, medium and large companies in over 25 vertical industries. Vasion is scalable as needed: from a narrow feature set in a single department to a full-blown, enterprise installation. Whether from a cloud implementation or on-premise server, the goal is always the same: reduce costs by automating tasks and improving productivity.
- manages and stores digital documents (Microsoft Word or Excel, PDF etc.)
- reduces paper capture, storage, indexing and retrieval of image file formats and can manage any type of file format that could be stored on the network.
- encompasses electronic documents, collaboration tools, security, workflow, and auditing capabilities.
- automate the entire process of capturing, organizing, archiving, accessing, viewing, collaborating, updating, integrating, customizing and managing documents and records throughout the document life-cycle, from creation to destruction.
- helps you in making informed and timely business decisions
MaxxVault captures documents no matter the source: scanner, MFP, E-mail, line of business software, etc. As an organizing repository, not only can you retrieve key documents, but the other attached documents linked to your key index search as well – enabling you to see the entire document trail. Documents are organized based on index criteria, making them searchable rather than fumbling through complex folder trees and your documents are secure. All access and activity with each document and throughout the entire system is tracked.
- Scan station or MFP
- Network watch folders
- E-mail import
- Fax server import
- Microsoft Office integration
- Forms processing
- Line-of-business application
- COLD/ERMRules and Authorization
- Document routing
- Search and retrieve
- Manipulate, annotate and redact
- Version control
- Microsoft Dynamics, AX, GP, NAV & SL
- Sage ERP
- James McGuiness CLAIMS
- ADL Optimum Series
- TeleForm & LiquidOffice
- Microsoft SharePoint
- Sharp, Kyocera, Canon
- Convert your existing documents & meta-data from an older system into MaxxVault including: Liberty, DocuShare, Laserfiche, DocuWare, OnBase & others
MaxxVault captured documents are secure. Securing your documents is crucial to prevent the loss of corporate trade secrets and sensitive financial data. It’s also important in order to maintain compliance with regulations such as HIPAA, Gramm-Leach-Bliley and Sarbanes-Oxley. All document access and activity are tracked throughout the entire system.
- This in-depth auditing capability coupled with MaxxVault’s rules for retention and destruction help ensure your company is compliant with government regulations.
- Simplify document review process
- Centralized Document Repository
- Improve document quality control
- Access correct and most current document version
- Document content management
- Content Approval and Publishing features
- Enhanced Document Audit History
- Vendors don’t provide onsite support.
- Vendor maintenance & support is required during year 1 of your initial purchase.
- Unlimited long distance phone support is provided to both clients directly and Connectis on behalf of the client when a vendor maintenance plan is purchased.
- Vendors will not provide support to Connectis on behalf of clients who’s contract has lapsed.
- Vendors provide new version upgrades, patches, point releases when requested during the maintenance period.
- Service times are dependent on the contract level of service purchased.
- Vendor services are limited to currently supported versions.
- Pricing fees vary and are based on quantity of products in use + level of service required.
Vasion Cloud is the same software as the on-premise solution, but hosted in the cloud by Vasion. Eliminate costs associated with managing on-premise infrastructure, O/S’s, upgrades & maintenance.
Vasion Cloud enables you to unleash your full business potential with enterprise-class cloud document management software removing the burdens of administration, monitoring, and maintenance of an in-house data center.
The Cloud is freeing organizations of all sizes from the distraction and expense of maintaining their IT infrastructure, allowing them to focus on their core competencies. Naturally, no one wants to move their software to a hosted solution if it means they lose the functionality they currently enjoy. For that reason MaxxCloud Cloud Document Management has been designed to ensure that MaxxVault users still enjoy the full benefits of their investment in document management search, retrieval, security, document manipulation, workflow, records management and access auditing.
Benefits of Vasion in the Cloud (SaaS) are:
- Quick setup
- Secure access to your documents from anywhere
- Industry leading, Enterprise Document Management
- Reduce the workload of your in-house staff
- Concentrate on operations and content, not connectivity
- Supports virtually unlimited growth
- Safeguard your business with consistent monitoring and support, 24×7
- Disaster protection and recovery
Security & Access
With MaxxCloud, your business benefits from working with a single-source provider that understands the needs of maintaining your infrastructure, documents, and data — where your document management applications and data are hosted in a world-class data center and accessed via secure connections over the Internet. Customers hosting their owned or leased equipment in MaxxCloud’s state-of-the-art facility receive direct access to a robust IP backbone providing high-speed Internet connectivity and the dedicated infrastructure necessary to compete in today’s marketplace.
MaxxSafe, a module of Vasion, replaces your company’s 3rd-party file sharing and syncing solution and preserves control of all content shared with external parties
MaxxSafe is an enterprise file sharing and syncing subscription service that allows you to share your corporate content safely and securely to external users. Retain complete control over the content being shared to external parties outside of your company. At any time, access to shared content can be revoked from both the external user or internal company user that shared the content.
Take Control of Your Corporate Content Sharing
MaxxSafe helps you avoid the digital abyss that exists in almost every company as staff use unsanctioned file sharing tools to overcome the need to share and collaborate on documents with people inside and outside of your organization. Gone are the days where you need to use a 3rd-party file sharing solution that doesn’t give you full control over the content being sent to external parties. MaxxSafe is a cloud-based service and removes your company’s reliance on 3rd party file sharing and syncing solutions while giving your company access control over the shared content to external parties.
Features & Benefits
Fill in the form & watch the brief MaxxSafe webinar recording & learn how business can control key documents as staff share & collaborate inside & outside your organization and maintain an audit trail of all transactions. Avoid the digital abyss! Stop using unsanctioned file sharing tools within your company.
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.
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.
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.
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.
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.
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.
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.
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.
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