Features and Benefits

Overview
What is RealFile
FAQ's
Features & Benefits

REALFILE IS A RELEVANT SOLUTION FOR MANAGING DOCUMENTS.

Document management is a business function that is critical to the operation of a business, yet it is neglected to a large degree and the result is an unnecessary cost to business. Statistics on document management are shocking. For example, a study by Coopers & Lybr and found:

70% of “white-collar” worker time is spent processing paper documents
15% of all paper documents are misfiled or misplaced
30% of documents used daily contain obsolete information
40% of worker’s time is spent searching for misfiled, misplaced, or lost documents
Paper grows at 25% per year in the typical organization, meaning that it will double in just over three years time!
Paper-based processes are hard to validate for compliance to governmental regulation
Most businesses do not have a backup for their paper-based documents, and would be out of business in the event of a natural or other disaster

Actual dollar costs are taken from Gartner Group Consultancy, Laserfiche, and eCopy, Inc.

$30 is the average cost to file one document
$120 to find a misfiled document
$220 to reproduce a lost document
7.5% of all documents get lost
90% of all papers handled are shuffled

We can all relate to some of the statistics listed above by having lost documents or taking an incredible amount of time finding a document. Further it is a fact that the amount of paper continues to grow in file rooms.

For critical business functions like accounting, most organizations have implemented software applications like QuickBooks, Quicken, or Peach Tree to automate their accounting process. Imagine managing your accounting function manually. It would be a nightmare; however, most organizations manage their documents manually. The impact is inefficiency and cost.

realFile is an Electronic Management System designed to support your document management needs. It is different from other systems by being easy to use, highly available, and relevant for your daily operations. By moving to realFile, you will have a powerful tool to organize your documents, store them securely, and find them quickly when you need them.

Below is a list of highlighted features. Enjoy.

realFile has a number of features to help you get your web-based Electronic Document Management System up and running quickly. One of the most popular benefits of using realFile is that it is provided as a service to you. This means no expensive investments in hardware and software and no need to IT staff. Hardware, software, and IT Staff is our job and this frees you up to concentrate on managing your documents and focusing on your core business initiatives.

Access realFile Anywhere
Software as a Service (SaaS)
Search
Storage
Security
Disaster Recovery

Access realFile Anywhere

Feature	Advantage	Benefit
Web Flex Client – access realFile via a web browser	No need to connect via a complicated VPN. No need for special software. Access your files from any web browser whether using Internet Explorer, FireFox, Chrome, or Safari	With this powerful feature, you are able to have your files at your fingertips. Your office files are a login away enabling you to manage your important documents from anywhere
realFile Windows Client – View realFile from your desktop or laptop using Windows Explorer	Just the way you explore the files on your disk drive, you can explore realFile by using Windows Explorer.	You are now able to manage your company files from your PC or your laptop and your files are always available and at your convenience.
realFile Shared Server – Synchronizes the files on your company file server(s) to realFile	As you update files at your office on the company file server, they are synchronized with realFile. This means when you are away from your office, your files are available through the Web Flex Client or realFile Windows Client. Make changes away from the office and when you get back the files will be synchronized on the file server as well.	No need to drag files around on a thumb drive or CD. This never works that well anyway. Suddenly you are connected to your office and free to conduct business anywhere.

Feature

Advantage

Benefit

Web Flex Client – access realFile via a web browser

No need to connect via a complicated VPN. No need for special software. Access your files from any web browser whether using Internet Explorer, FireFox, Chrome, or Safari

With this powerful feature, you are able to have your files at your fingertips. Your office files are a login away enabling you to manage your important documents from anywhere

realFile Windows Client – View realFile from your desktop or laptop using Windows Explorer

Just the way you explore the files on your disk drive, you can explore realFile by using Windows Explorer.

You are now able to manage your company files from your PC or your laptop and your files are always available and at your convenience.

realFile Shared Server – Synchronizes the files on your company file server(s) to realFile

As you update files at your office on the company file server, they are synchronized with realFile. This means when you are away from your office, your files are available through the Web Flex Client or realFile Windows Client. Make changes away from the office and when you get back the files will be synchronized on the file server as well.

No need to drag files around on a thumb drive or CD. This never works that well anyway.

Suddenly you are connected to your office and free to conduct business anywhere.

Software as a Service (SaaS)

In the past, companies had to buy and maintain their own IT infrastructures and manage IT staff at a considerable cost. The good news for management--this is changing. With realFile, companies can take advantage of first class infrastructure, instant updates, and expert advice at a fraction of the cost? This is made possible through Software as a Service (SaaS). realFile provides simple and effective document management as a Software as a Service solution. This allows companies to subscribe to realFile through the Internet without needing additional IT staff. realFile’s outsourced model is a refreshing change by providing a first-class document management solution enabling management to focus on core business functions.

Feature	Advantage	Benefit
Easy to acquire and get started.	No need to purchase hardware/software and manage IT staff.	Focus on your core business and not on technology infrastructure.
Software updates.	Upgrades to the software are included with realFile.	No worries about additional costs every time an update to the system takes place.
Implementation.	Days or weeks.	Reduced risk and cost for you.
Back office duties like backups part of the service.	Managing realFile is the responsibility of realFile staff, not you.	Peace of mind that these critical functions are taken care of for you.

Search

Feature	Advantage	Benefit
Meta data search. When uploading documents to realFile, users may input meta data for documents like title, description, and keywords.	You are able to organize your realFile documents in similar manner as you do with folders in your cabinets and file rooms.	Quickly find important documents like contracts, POs, etc.
Word Index search. Optical Character Recognition (OCR) is performed on every document sent to realFile. This process extracts words from images. Further every word is indexed.	There is no need to take an additional step to perform OCR before filing your electronic document. When you send your document to realFile, OCR is automatically performed.	If the meta data search does not find the document (s) you are looking for, the word search will. Now your documents are truly accessible to you.

Feature

Advantage

Benefit

Meta data search.

When uploading documents to realFile, users may input meta data for documents like title, description, and keywords.

You are able to organize your realFile documents in similar manner as you do with folders in your cabinets and file rooms.

Quickly find important documents like contracts, POs, etc.

Word Index search.

Optical Character Recognition (OCR) is performed on every document sent to realFile. This process extracts words from images. Further every word is indexed.

There is no need to take an additional step to perform OCR before filing your electronic document. When you send your document to realFile, OCR is automatically performed.

If the meta data search does not find the document (s) you are looking for, the word search will. Now your documents are truly accessible to you.

Storage

Feature	Advantage	Benefit
Scalable	As your organization expands and document management needs grow, realFile will scale to your requirements.	Now you are able to expand your business and be assured realFile will support your expansion.
Unlimited Document Storage	As you need more space, realFile is able to expand to your storage requirements.	No need to worry about the size of your files and expanding your space is affordable.

Security

Feature	Advantage	Benefit
Secure Socket Layer (SSL).	Your realFile documents are protected with the same technology as credit cards.	Assurance your files are not being compromised as you work on them on the internet.
realSecure system	Manage users and groups and assign permissions to various parts of realFile.	You are confident that you are in control of your important documents.

Disaster Recovery

Feature	Advantage	Benefit
Redundant	Your realFile documents are stored redundantly across servers and network centers.	Peace of mind that your files will not get lost or accidentally destroyed.
realFile documents on removable media.	You can request your files be sent to you on removable media like a portable hard drive.	Although your files are on the internet cloud, you can also have a copy in your possession.

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