document management uk

TokOpen - Document Management Benefits

TokOpen’s strength is its ability to scale from the small department or company requirements to the largest international multi-site enterprise installation demands with a single document management product.

This is achieved by providing you with the flexibility to select any TokOpen configuration required supported by a portfolio of TokOpen Modules. The simple hassle free upgrade is achieved using software licence files, there is no need to de-install or re-install your system. TokOpen will automatically upgrade itself to the full version with the functionality required.

TokOpen’s benefits can be grouped into 2 main categories.

These are some of the benefits bestowed on TokOpen by customers:

Improve Business Effectiveness and Efficiency

Reduced time to complete processes
“The immediate availability of information has considerably reduced process times. Queries are resolved quicker and claims are processed more efficiently providing a more professional service. The system saves time and frees staff to focus more effectively on important tasks.”

Improved regulatory compliance
“The risk of non-conformance leading to fines or at worst licence withdrawal when audited has been removed. TokOpen’s workflow and its constant document and user security controlling access to files, documents, even data contained in documents ensure we remain compliant”.

Central management and control of documents
We’ve improved the flow of information and documents between staff, suppliers and our customers while still enforcing security and document confidentiality. We’ve achieved this using TokOpen, which has allowed us to store a single document and centrally control who can access it and what they can do with it.”

Consistent electronic filing of documents
“We’ve reduced the number of claims we process because documents are now correctly filed. Manual keying errors have been removed and therefore consequent losses due to incorrect filing. TokOpen does this automatically by reading and extracted information automatically from documents and our systems.”

Immediate electronic retrieval of documents
“We have integrated TokOpen into our main business applications and web site. Staff have access to documents while working in other system screens also while off site using standard web browsers. Integration has been quick and there has been no need to redesign our processes. As a result we have seen a significantly reduction in paperwork, the paper chase has gone and we’re reducing the number of documents printed.”

Reduced facilities and storage costs
“We have saved on office space and stationery costs. Using TokOpen authorised staff have access to the same documents irrespective where they are located in the Country. Now documents are sent electronically using e-mail or e-fax and no longer have to store the same document in different places. We now also have control over document circulation by e-mailing a reference using TokOpen Web that only authorised recipients can view.”

Improved cash flow
“We are achieving tighter and better control of our financial operations and debt collection using TokOpen. All documents that relate to an accounting transaction are centrally managed and available immediately when required.”

Reacting to changes in the business landscape

Disaster recovery
“By implementing TokOpen we have been able to implement a failsafe archives and a disaster recovery strategy that protects our documents. We now have more confidence in our protection against damage or loss due to fire, flood, tornado, vandalism, and more.”

Security and control
“TokOpen has given us total control over our documents. We know who has access to documents and have removed the possibility of having confidential material or trade secrets lying around unattended in the office.”

Visibility and availability of information
“By storing documents electronically we have been able to make them available to customers via the web. This has allowed the customer to enquire directly upon a delivery and allowed us to improve our service while reducing our overheads.”

Competitive gain and improved corporate image
“Using TokOpen we have been able to differentiate ourselves from our competition by delivering an improved service. Staff have access to the same documents from different systems and our more confident handling difficult situations.”

For more information on any of our products or services please call +44 (0) 1908 366 388 or click here to complete our online enquiry form.