DMS Document Management
"Never mind where in the world we are, every document is digitally available"
For years, people have talked about the so-called paperless office and now, with OakTree’s DMS module, this is no longer a dream as these goals are within reach. WithOakTree’s Document Management System (DMS) you will be able to register the most common digital files in a central database. Not only all your MS-Word, Excel or PDF documents, but also all your scanned in JPG, TIFF or BMP files can be registered and can be digitally secured in DMS. You will also have the possibility of securing received E-mails directly into your projects, client files or personnel and client cards.
Your distribution list
Every document you receive can be easily linked to your relations, projects, contracts, personnel administration or even more important to any financial mutation within the OakTree Finance system. Every record of purchase can be digitally accessed at the mutation or creditor and can also be directly controlled and authorized. Moreover, OakTree works with distribution lists. Do you want to confirm and sign a new project, digitally secure your rental projects or register a complaint in your client file? OakTree DMS makes it happen.
- Who should receive certain documents?
- Who should initial these documents before they are agreed on?
- Invoices might be initialed by several employees, which can be done digitally.
- Which employees within your organization are allowed to access these documents?
- Scanned documents can be secured by encrypting the file. In doing so, these scans cannot be accessed outside of OakTree DMS and they can only be decoded by OakTree DMS.
ScanStation
With OakTree ScanStation, Oaktree delivers a complete solution. Through touch screens linked to almost any scanner you are supplied with a true scan station. Whether you are using a professional Document Center or a simple flatbed scanner, almost all scanners are supported.
After the scan has been loaded, you can immediately register an invoice or project number by using the touch screen. Because OakTree ScanStation is linked, you are able to search through your relations, creditors, projects or client files at your scanner. The connection can be completed with the press of a button. Did you receive an invoice from your telephone company? Using OCR recognition, OakTree will automatically find the creditor. You can even let the creditor know that the received records of purchase have to be automatically transferred to the ledger 4210 telecommunication. OakTree DMS will automatically record the transfer and it will link your record of purchase to the financial entries. In this way, your accountant can assign the most important records of purchase to creditors, projects and client files.
Workflow management AND THE know-how system
When using ScanStation in combination with OCR recognition, your text will be recorded into the OakTree database. This makes searching through all your correspondence and received documents very easy. Looking for a complaint regarding the Lowlands project? Do you want to find all the Shure Microphones letters? OakTree DMS allows you to search through all your documents within seconds by using only a few search entries.
Example 1:
Imagine that one of your mix tables has broken down. You have a 3 year warranty, except your supplier demands a copy of the invoice containing the serial number. Thanks to OakTree DMS’ Know-How system you can find the correct invoice within seconds, as all your documentation has been digitalized. To top things off, you can create a copy of your record of purchase with the push of a button.
Example 2:
You are assigned to organize a large music festival. Last year things went wrong and you have learned from that experience. You record all your correspondence, letters and records of purchase into your project. In doing so, you have direct access to all your records, project documentation and even which freelancers you have hired. Podium builders can record their designs and approvals into the project. The crew chief or director can immediately receive the entire production folder in his mailbox and your freelancers can automatically receive a digital version of the call sheet.
