Document Management

Every day our offices produce huge amounts of paper because numerous documents emerge from each business process. These have to be filed in a well-ordered way and retrieved within seconds whenever needed.

SJG offers individual solutions for a professional document management.

Thereby, no more mountains of files are created, and the access to the data is enormously facilitated.

With our approach to a strategic document management, we do not only offer you the digitalisation of old and current archives, but also make corporate information and know-how available which is to be used efficiently.

Your advantage:

• Short lead times
• Clear, consistent structure
• Intelligent handling
• Efficiency in data management

Electronic Archiving

The growing flood of information and the necessity of documentation, combined with a constantly increasing cost pressure, make it indispensable today to profit from the benefits of information technologies also in the field of document archiving.

Costs, productivity and competetiveness depend decisively on the improved usage of information.

Your advantages through electronic archiving with SJG:

• Professional processing by trained expert personnel
• Guaranteed processing without contingency risk or unplanned additional personnel costs
• Space and cost saving
• Saving of expensive rental and archive costs
• No investment of your own in hardware, software and maintenance costs
• No investment for storage, rack and archiving systems
• Clear, consistent indexing and archiving according to the criteria approved by you.
• Creation of tables of content
• Digitalisation and scanning (on-site as well)

Scanning

SJG scans your records, printed on one or both sides, black / white or coloured, up to A3. We scan your drawings and plans up to A0, if you wish, including vectorisation.
Thus, your documents become available at any time. Thereby, you save time and money.

We offer you:

• Best scanning quality in shortest time by using high performance scanners for up to 12.000 DIN A4 pages per hour.
• Provision of the data on the same day. At the work place per CD-ROM, DVD or Web.
• Processing with high resolution
• Scanning from 2 cents per document
• Fast image processing, OCR and ICR text recognition
• Storing in and converting into all current formats (TIFF, PDF etc.)
• Effective provision of the data on CD-ROM, DVD, Intranet or Internet

Incoming Mail Management

Increase of efficiency, preservation of competitiveness and cost reductions are today essential for every company. Enterprises are required to optimise their processes in order to keep up with these demands. In times of globalisation and international competition this applies to the core business and especially to data processing and administration. Here the incoming mail management becomes more and more important.

Every day companies receive information by mail, E-mail, facsimile, which have to be processed. Orders and invoices have to be recorded, distributed and edited, inquiries and complaints have to be answered.

SJG offers you:

• Processing of your incoming mail on our site
• Establishment of a digital post office in your company

Thereby, the documents are available for the subsequent processes in digital form.

Thus, manual handling becomes dispensable. The time-consuming processing of paper mail through different departments is reduced to a minimum while your wokflows are optimised.

DM Systems

Do you spend lots of time for copying, filing, mail distribution and searching?

Management of documents and folder structures with the SJG DM Package

After an analysis of your records to be archived, of your business processes and the specific access frequency we prepare for you an individual SJG Document Management Package.

Records which you have to access frequently are inserted electronically into a document management system and then can be immediatly found, edited and distributed.

According to your needs, we define a reasonable system of keywords and indexing, which, depending on your records, can even run automatically.

From consulting about software and hardware and the implementation and training of your employees to the implementation of "file-less" offices SJG is at your side.

Efficient seaches and fast access to records

Tailored to your requirements, we make available your documents for inquiries via Internet technolgies or CD/DVD.

Organisation of the data flow

We support you in the backup of your enterprise data, integrate the DM system into your business processes and warrant legal certainty, future safety, maintenance and availability of your valuable documents.

Digitisation of Blank Forms

An administration company gave us the order to scan and process various contract forms on a short-term basis so that filling them in at the PC is feasible.

Within 24 hours we made the forms available to our customer on CD-ROM.

These can now easily be opened via the program Word and completed in it.

So far our customer had to complete the forms painstakingly by hand or with a typewriter. It required a lot of time to carry out the adjustment in such a way that the lines were found exactly and it was very difficult to remove typing errors.

Since the administration company works with these forms every day the digitisation of the documents resulted in a considerable saving of time and thus costs.

Scanning at the Customer on Site

For one of the leading asset managers in Europe we took on a scanning project where several thousands of bound real estate documents such as office copies of the land register, purchase contracts for plots of land and documents had to be digitised.

The unusual feature of the order was that the records were available on different qualities of paper. Many documents were already very old, the paper had cracks, the writing was partly bleached and unreadable. In order to preserve the documents it was of major importance to electronically save these records.

Since on this occasion these were confidential records it was important for our customer to have the documents scanned at his place on site.

SJG transported the scanners to the different branches of the asset manager. Scanning was carried out by hand feed since almost all of the documents were bound. Subsequently the files were burnt in the PDF format onto a CD that was made available to the customer. It was up to the customer to install the data files onto a client or a server and save them by granting access authorities.

In this connection it is the benefit for our customer that costs are saved by reducing transit times and the times for picking out files. In addition, working with the sensible documents is facilitated that so far could only be leafed through with difficulty because they are bound.
An additional advantage for the asset manager is that the important documents are maintained safely over a long time and that the readability is guaranteed.

Scanning Services at the Company SJG

For our customer, an international corporate group in the telecommunication industry we digitised several million records.

On this occasion these patent files were handled in our premises. Therefore the process was subject to a high security level.

According to the request of the telecommunication vendor the documents were scanned in the PDF format and subsequently read in so that a full-text search within the data files is possible.

The individual files had been laid out in a structured and assorted format, however, without a table of contents. A special aspect of our service was that in agreement with our customer we designed a table of contents for the digitised documents. Thus when opening a document the contents can be seen at a glance. The desired section is immediately reached by mouse click. With it the times for searching in and leafing through the files are efficiently reduced.

Since the files were available in different languages such as German, English, French and Spanish, processing and indexing of the documents was also carried out in the relevant languages.

After the completion of the scanning work the drawn up data files were burnt onto CDs, handed over to our customer and installed on the server.

It is the advantage for our customer that the data files can be accessed at any time. By setting up access authorities the safe access can be made from any desired workplace. Internal times and transit times are saved by it, processes optimised and the productivity is thus increased.

By the increased efficiency in the data management our customer was able to achieve genuine competitive advantages.