Software Review - DataMagine

Document Management

Document management programs that allow IT departments to offer their companies paperless systems for their record keeping are becoming more and more popular as the demand for "green" solutions continues to grow. Paperless document systems can save a company money by shortening the amount of time it takes to process and search for documents therefore decreasing cost of labor, as well as by saving money on supplies such as paper, folders, filing cabinets, and even saving money on storage space. A great option for a paperless document management system is DataMagine by Agilysys. 

DataMagine lets you save images of documents into a database with easily searchable indexing information that allows users to find what they need quickly and without moving from behind their desks. Gone are the days of fumbling through filing cabinet after filing cabinet in search of that elusive file that you were sure was there a month ago and that you need for that meeting in an hour! DataMagine is also great for obtaining "approvals" before putting purchase orders in through the purchasing department or for making sure that all those who need to review a form for an employee can do so before it is made official. There are a million ways the product can be used, but just to give you an idea, I'll explain some of the ways we use it.

Obtaining Approvals

Depending on the cost of an order, department supervisors and upper management have to sign off on a purchase request before the order can be submitted to a vendor. After the request has been approved, a purchase order must be made, and soon after the arrival of the items, an invoice appears and confirmation that all items arrived as promised must be obtained along with approval from management before the invoice can be paid by the Accounts Payable department. This is where DataMagine has wonderfully improved our purchasing process! With DataMagine, users can create their purchase requests and submit the job right into the software where they only need to worry about selecting the proper document type and department. With this information, the program seamlessly routes the job through each step of the process. The job will appear in the correct person's DataMagine inbox where they can view it and approve it to allow it to move to the next step. When everyone in the process has approved their step and the order has arrived and been paid for, we have someone that applies the proper indexing values to the document (information used to search for the document later) and the job is "filed" away in archiving. The job can easily be found later if information is needed from the document simply by using the search option in the program. The search allows you to enter any of the indexing data used when saving the document to then search for it and any other documents that might match the criteria. For example, I can find all orders over $300 made by the Food and Beverage department between March, 2014 and May, 2014. I can also enter just the purchase order number if I am looking for one specific document. This can be very handy when accounting needs information fast!

Benefits

DataMagine is very user friendly! It only takes a about 20 minutes to show users how to enter a document for approval, how to approve any documents that have come to them, how to search for documents that have been archived, and even how to index documents into the archive. The setup and maintenance  the IT department will need to do is pretty easy as well. The back end of the system is stored as a SQL server database and the tables are well designed and easy to query. The software has to be installed and an ODBC created on each user PC. Creating the templates to route the documents to the proper people can be tedious depending on how complex the approval process is, but it's not difficult and the task can be assigned to either an IT employee or even a semi tech savvy purchasing employee. The program has proven very stable despite heavy usage throughout our corporation and when something does "break" (not just a user error),  troubleshooting the program is usually very straightforward and the Agilysys support staff are customer oriented and helpful and the user is typically back to work shortly.

DataMagine saves time, money, and space! If your documents are archived into the database, there is no reason to keep a paper copy, so you won't need filing cabinets or the space they would normally take up. Electronic documents and forms can even be used to avoid creating a paper document at all. This saves money and also has the added benefit of saving the environment. Time is saved filing, searching, compiling, and passing around documents for approvals with DataMagine. The added efficiency of a paperless process can save money in labor costs and allow employees to spend their time on other tasks. The cost of the software license, a server, and the computer storage are more than paid for with the savings.

DataMagine allows for easy tracking and accessibility of documents! Once documents are entered into DataMagine, it is easy to search the system to see what step of the approval process they are in or if they have been indexed and archived, you can easily pull them up for viewing. This will save employees from having to waste time searching for lost documents or recreating them if they cannot be found. Permission settings inside DataMagine allow IT staff to limit which users have access to what for each feature, so you can set them up for exactly what they need and keep them out of what they shouldn't see.

DataMagine is easy to integrate with other systems and there are a number of optional modules to allow customization! Last but not least, DataMagine can be integrated with other programs to allow data to be archived automatically from another source. There are also additional modules that can be purchased to make the system fit your company's individual needs better.

DataMagine is truly an amazing product that can make your company's document management substantially more efficient. Your users as well as your IT department will love the product's easy setup, use, and maintenance. I highly recommend the product!

References

http://www.agilysys.com/solutions/by-products/document-management/datamagine