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Document Management Systems
Simply— Automate. Accelerate. Advance.
Document Management Solutions that transform the way documents are filed, stored and retrieved. With CNG-SAFE, document management is part of your workflow, not a filing afterthought.
Electronic document management enables companies to manage large volumes of documents, track and enforce privacy, set retention policies, and automate workflow to improve business process efficiency.
Electronic filing cabinets form the core Cabinet NG's Shared Access Filing Environment (CNG-SAFE). Documents are filed independent of document type or format, enabling seamless integration with popular third-party business applications. This means that you dont have to change the other programs that you are already used to using.
Document Management that Enables
- Document Management organizes documents and data in a way that works with your established business practices and rules.
- Document Version Control keeps you from over wrighting that critical document.
- Format Independence is transparent and compatible with your existing programs and document types. CAD files, spreadsheets, word processing files, and email all work within the CNG-SAFE environment.
- Document Management Workflow improves accountability and productivity.
- Security safeguards the integrity of data and documents by assigning access rights at the cabinet, folder, and file level, and tracking usage in log form
- Retention Policies that ensure compliance with contracts and government mandates.
- Tracking improves process management and ensures accountability.
- Integration out of the box between existing business applications and CNG-SAFE
 Paperless office filing products automate and organize documents, resulting in efficiencies that not only accelerate business, but prevent lost, misplaced and misrouted documents.
CNG-SAFE - is the core of Cabinet NG's document management software, allowing instant document filing and extensive management tools such as document versioning.
RETRIEVER - is a simple way to integrate existing applications into the CNG-SAFE document management system.
CNG-Books - is a CNG-SAFE module that allows for unified accounting and document management with QuickBooks.
CNG-FORMS - is a CNG SAFE module that provides complete integration for ScanSoft’s award winning OmniForm using Active X control.
SYNCHRONIZER - automatically syncs CNG SAFE with a client's application
WORKFLOW - automatically route documents and set conditions to how they route and what is done.
CNG Safe
Moving a traditional business process to an automated solution can seem daunting. One of the most important features of CNG-SAFE is the inherent simplicity built into the user interface. After just a few days of use customers experience significant time savings and reduction in errors. CNG-SAFE helps organize:
- Email
- Forms and other custom documents
- Existing documents via scanning
- Memos
- Faxes
- Audio files
- Data from other applications
- Database reports
- Office Suite documents
Built-in format independence
CNG SAFE is compatible with other applications straight out-of-the-box.
- Works with documents in their native format and application
- Consolidates pertinent documents from different applications in a single folder
- Preserves openness to future capabilities
Optimized and efficient workflow
CNG SAFE helps accelerate workflow across the organization
- Improve efficiency and customer service - employees can access customer information to answer questions while the customer is on the phone
- Document and folder routing – gets information into the right hands for prompt attention
- Communicate and share files using standard applications and email programs
- Sensitive to business processes and supports existing rules
- Accessible by anyone with proper authority
- Add new customers efficiently
- Scales with business without adding headcount
Security and Tracking
Limits access to files and tracks where files have been and where they're going
- Critical tool for achieving regulation compliance
- Management reporting – ability to run a report to show audit trail
- Know where your files have been and where they are going - eliminate the guesswork
- Enforce detailed control over document access rights at the user, cabinet, folder, and document level
- Supports versioning control, retention policies, and other Information Lifecycle Management (ILM) Functions
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Retriever
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Retriever & Retriever for WebApps
Retriever provides fast and easy integration between existing business applications and CNG SAFE. Users can access documents in CNG-SAFE via Retriever. While Retriever works with Windows based applications, Retriever for WebApps works with Web applications. Both enforce security and control access to documents based on user rights. Users can also add documents, route information to other users using workflow and email documents from the system. All actions are policed by CNG SAFE’s security and access rights enforcement and document retention policies.
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- Integrates existing applications with CNG-SAFE
- Installs in minutes
- Locates documents without switching applications
- No learning curve for your users
- Enforces user's security rights
- Compatible with nearly all Windows and web applications
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Synchronizer
The Synchronizer feature automatically adds folders to an existing cabinet in CNG-SAFE as they appear in the target application's database. For example, as new clients are added in a CRM system database, a corresponding folder is created in CNG SAFE. This process is valuable in implementing a hierarchical data structure for making sure any changes in data (e.g., phone number, address change) in the top level application are correctly and automatically updated in CNG-SAFE. A must have in any document management system.
Synchronization between the databases is transparent to the user - saving time and ensuring accuracy.
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- Automatically create folders and populate folder indexes in CNG SAFE
- Automatically update folder indexes when information changes in the business application
- Runs on your server – can be connected to the desired database in minutes
- Eliminates the need to re-key data, and data entry errors
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CNG Books
Accounting and document management accomplished in one step.
CNG-BOOKS streamlines QuickBooks data entry and document filing into one consistent and efficient electronic process.
- Save time and increase productivity
- Reduce data entry and filing errors
- Find and file documents quickly
- Support your existing accounting & filing procedures
With CNG-BOOKS, the user can identify scanned documents for entry as a QuickBooks transaction. When the document is filed, a corresponding transaction is automatically created in QuickBooks with amounts and transaction appropriate information. Vendor bills, customer payments, and credit card expenses can be locally scanned or faxed from remote locations to a fax server for entry.
While viewing an image on screen, the operator enters information about the bill/payment. With the click of a button, the data is sent to QuickBooks and the image is sent to Cabinet NG.
Customer and vendor information are synchronized with QuickBooks accounts to speed setup and ensure consistency of accounting records.
When filing documents, the CNG-BOOKS user is presented with the same pull down and data entry fields used in QuickBooks ensuring that transactions and documents are uniformly filed. Documents can be automatically routed through an approval process based on an extensive rule set and retention policies ensure documents are maintained for required periods.
Companies that select CNG-BOOKS enjoy the rich document management solution underpinnings of Cabinet NG’s Shared Access Filing Environment (CNG SAFE). CNG SAFE can store and manage virtually any document format and with its client/server architecture, flexible security, workflow management, and activity tracking, it scales to fit the needs of growing companies.
CNG-BOOKS expands QuickBooks' productivity by integrating QuickBooks data entry with Cabinet NG's document filing process. CNG-BOOKS unites QuickBooks transactions with the correct business documents to make filing, locating, and sharing documents simple and secure.
Since 2004, CNG-BOOKS has incorporated a stream of innovations that keep pace with user requirements and enhance functionality. CNG-BOOKS gives user the ability to:
- Send and share documents to any other Cabinet NG user within the organization. Built-in workflow automation improves office productivity by making the exchange of documents easy and efficient between users and user groups.
- Automatically pre-fill new bills with data from historic bills to synchronize information quickly from QuickBooks. Pre-filling data helps to create a consistent and error free process when making new entries; automatic updates also keeps bills current and avoids confusion.
- Make both credit and bill entries, and support multiple accounts payable and allow charges against multiple accounts. Professional bookkeeping has never been so easy.
- Open a full range of file formats including PDF, Microsoft Word, Microsoft Excel, Text documents, and scanned or faxed images directly from within CNG-BOOKS. CNG-BOOKS now enables users to enter documents - vendor bills, customer payments, credit card statements - in their original format. Removing the time consuming task of printing and scanning documents is part of Cabinet NG's commitment to eliminating paper at its source.
The CNG-FORMS module automates the creation of data and filing of electronic forms of records into CNG-SAFE. Existing paper forms can be scanned to create new electronic forms (eForms) that are familiar and consistent with existing operations. Users complete forms at their computer or remotely through an optional web-based interface.
CNG-SAFE can track completed forms for processing and approval, and manage the workflow process.
 Complete electronic forms- Auto fill common fields
- Route forms into Workflow
- Recall and print forms
- Export data to any OBDC-compliant database
- Sign forms electronically
- Input data via web with optional module
Users are able to populate common fields across multiple forms, file CNG-FORMS directly into CNG-SAFE, route forms to other users, save form data to an OBDC compliant database, and sign forms using a real-time signature pad or by entering a PIN code.
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Document Workflow Management
Why your business needs a document workflow solution
Virtually every business has documents that flow through some kind of work process. Expense reports, purchase orders, and travel requests are some common examples. As the document passes from one person or department to the next, someone acts on the information and files it or passes the document on for review or further action. The process of accurately tracking the document’s progress from its originator through to its final destination is known as document workflow management and workflow is one of the features that sets Cabinet NG apart from other Document Management Solutions.
How can automating document workflow help your business?
Many of the processes involved in document workflow are repetitive and time-consuming. However, they are essential to your business and require that accurate records be kept. Consider something as simple as a purchase requisition. In this case, a form is usually filled out with information about an item that is needed, along with its estimated cost. The form is taken to accounting and, assuming that some standard criteria are met, a purchase order is generated and returned. The purchase order is approved for the item to be acquired up to a specified cost.
The workflow for the aforementioned document began with the person who generated the requisition, progressed to the purchasing authority in accounting, and ended back at its source. While the document’s journey sounds simple, such paperwork is easily mishandled or lost when it is just one in a stack of many. An electronic workflow system prevents mishaps by tracking the document’s progress through to completion. This becomes increasingly true when the document requires signatures from multiple individuals who may be sidelined for a host of reasons.
Here are a few example documents whose workflows must be tracked:
- Manufacturing
A manufacturing firm might handle packing slips, purchase orders, invoices, item receipts, bill of materials, engineering change orders, and others.
- Service Business
A service business, such as a heating and cooling firm, might have call records, work orders, parts inventory, item receipts, and other documents.
- Professional Services
A professional services firm, such as an accounting and bookkeeping service, might maintain tax records, invoices, payments, and any number of transaction-supporting documents.
What type of workflow system do you need?
As you can imagine, the efficient flow of documents through any organization is essential to remaining competitive. Misrouted, misplaced, or lost documents can cause a number of problems that impact productivity and cash flow.
The document management and workflow solutions previously found on custom mainframe-based systems for large corporations are now available on PC platforms and are cost-effective for almost any small- to medium-sized business. The efficiencies they provide are enormous and typically provide a return on investment in less than 12 months.
An effective workflow system has the following characteristics:
- A central repository where documents are stored and indexed.
- A security system that allows only the appropriate personnel to view cabinets, folders, and documents.
- A flexible workflow methodology with rules that mirror manual processes, and can adjust the flow of information dynamically based on logical criteria. For example, “If a P.O. is more than $100, route to Joe for approval.”
- The ability for knowledge workers to have anywhere, anytime access to the documents they need to get the job done.
- Integration with popular office applications; for example, it might have the ability to view supporting documents for a transaction from within your accounting system.
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