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DMS Document ManagementSystem

DMS Document Management SystemA Cloud-based document management system (DMS) is a central repository (or a “single point of truth”) for your company documents. Your team can access, view and share documents with colleagues safe in the knowledge they will always be referring to the latest version. By using a DMS to store your documents in the cloud, they are easier to find and retrieve.

Why Do I Need a Document Management System?

A DMS has a number of features that help you keep control:

  • Version Control – no more worrying about people printing off and retaining out-of-date documents. The Digitalquill DMS uses links instead of attachments to share files. Because of this, users are always redirected to the latest document version. You can see the history of revisions at the click of a mouse.
  • Reduce Email Bandwidth and Storage – all those email attachments going back and forth add strain to your server. You may end up with dozens of copies of the same document being transferred. Save bandwidth and storage by keeping documents in our cloud system and sharing links.
  • Access Anytime, Anyplace, Anywhere – out and about with no access to the office? Maybe just a mobile phone? No problem: you can access the system from anywhere, over a mobile connection or a VPN, and view company documents right from whatever device you have in your hand, without it taking up valuable storage space. All you need is access to a web browser.
  • Distribution Lists – You can set up and store distribution lists within the app itself so documents can be shared without having to leave the system. Emails can be sent with standard text to cut down on the time your team spend ‘topping and tailing’ and let them get on with working.

Digitalquill – Experts in Document Management

Digitalquill has been working with Document Management Systems for 15 years. We can help you to setup your document management system to suit your business needs, across all of your devices. For more information visit our website, call us on 01482 424402 or email office@digitalquill.co.uk.

 

Acces Control RFID Systems
Acces Control RFID Systems
© creativecommonsstockphotos | Dreamstime Stock Photos

Do you need to control entry and exit to buildings, rooms or whole sites? If you have a fleet of vehicles that need to pass a checkpoint, it is costly to employ staff whose sole purpose is to open and close gates to allow them access. Key-based systems to control entry are all well and good, but keys can easily be copied or lost, and staff that leave the organisation sometimes retain them. Keycodes need to be regularly changed. The good news is: there is a simple solution to these problems: RFID systems.

AccessMonitor from Digitalquill

AccessMonitor is an RFID system that is used to control access points such as roller shutters, vehicle barriers, doors and gates. Your staff gain access by using an RFID transponder. The RFID transponder can be affixed to a vehicle or integrated into an ID card or key fob. The Access Monitor system is able to trigger the barrier’s opening or release mechanism. Hardware integration is possible with any number of access control points.

Secure Records of Entry and Exit

A secure online  record is kept of all events, and a list can be maintained of people or vehicles that are on site. Your access points can even be nested. The risks of tailgating can be mitigated as entry can only be gained to the second barrier when RFID transponder was properly authorised at the first. Access rights can be controlled either per user or site for total control over your security. All data is stored securely on a cloud server, so your data is not at risk.

Multi-site environments are also supported, and access to any number of sites can be granted – or revoked – immediately, at the click of a mouse. AccessMonitor is the ideal tool not just for your staff, but also as a secure means of managing contractors – the system is granular so you can even restrict access to a single room or route. It is simple to revoke access rights if cards are not returned on time.

Digitalquill: Experts in RFID Systems

Call Digitalquill today on 01482 424402, email support@digitalquill.co.uk or visit www.digitalquill.co.uk for more information.

AVG Cloud Antivirus

Free antivirus software such as Windows Defender is free for a reason. If you want a premium service you need to pay. A fully managed cloud antivirus service is always up to date, always monitored and keeps your business safe from malware, ransomware and viruses.

AVG Cloud AntivirusIt’s simply not safe to run your business computers without virus protection. You can’t simply rely on free antivirus solutions for business use. Most of the free antivirus packages have licenses that prohibit commercial use and as they are intended for home use they are not professionally monitored around the clock. What’s more, your staff may be able to easily turn off the protection. This puts your business at risk of viruses and malware.

The answer is to invest in a proper business antivirus package. Digitalquill are proud to be an authorised seller of AVG. AVG Antivirus is one of the most popular virus protection packages on the market. It has a very low impact on your system and its always-on protection helps to keep your computer free from viruses, spyware, ransomware, rootkits, Trojans, and other kinds of malware. The protection is constantly being updated in the background. When you choose our fully managed cloud service you can rest in the knowledge that you will have a team of professionals working round the clock to monitor your system for potential threats.

When you sign up for our Cloud-based service, we will monitor:

  • That the Virus guard is installed and working
  • That the latest virus definitions are installed
  • That scheduled scans have been completed as specified
  • If viruses are found we are immediately alerted
  • We can initiate remote updates of virus definitions
  • We can initiate virus scans remotely on specific PCs or your entire system

Cheap Business Antivirus Software

It is not expensive to keep your business safe from malware with fully managed cloud virus protection. Our AVG service costs as little as £0.95 per month per user (when you buy 50 or more 24 month contracts). You will benefit from an expert team that monitors your system for threats 24/7.

For more information call us on 01482 424402 or email office@digitalquill.co.uk.

 

DMS Document Management

A Document Management System (DMS) lets you access and control your company documents at all times. Instead of languishing on individual workers’ hard drives or within disorganised file shares, the files can be held centrally in the cloud and worked on collaboratively. Version control becomes simple, and you can cut down on the amount of paper you use.DMS Document Management

Document management software makes it easy to combine paper and digital files into a single electronic storage system: physical documents are scanned and digital ones are imported. Files can include Word documents, Excel spreadsheets, PowerPoint presentations, PDF files, and almost any other format you can imagine.

Here are six reasons why you need to invest in a DMS for your business:

1. Document/file storage

Cloud-based document management systems act as a central repository for all your documents. You can then subsequently access, view, change or share them with colleagues. No need to waste your precious time looking through files and folders to find a document.

2. Document security

When documents are not properly managed, the likelihood of information getting into the wrong hands cannot be underestimated. Sensitive information being compromised can do real damage to a business. Document management software lets you keep confidential business information safe through security policies and role-based access control (RBAC). This means that only authorised users are allowed to view certain files. If there is a fire or flood, cloud-based DMS ensures your business-critical documents are not lost.

3. Access anytime, anyplace anywhere

Just like cloud-based software solutions, cloud DMS allows users to to access documents anywhere, anytime, on a number of devices. This is particularly useful when teams re collaborating on projects on the go or remotely.

4. Organise your files

By using tags, categories and meta-data to mark up your documents, they are easier to locate  and retrieve for future use. When recorded with the right taxonomy, a search using appropriate keywords can get results in seconds.

5. Save time and money

Time saved is money saved. The less time creating, working on, collaborating on and rewriting Documents, the better. Running a document management system can be done at very low cost and yields huge dividends in time-saving.

6. It’s good to share

When they use a DMS, users can share and collaborate on documents with their colleagues, regardless of their location. They can control who they share files with, and can do so through links, by publishing on the internet or emailing them as password-protected files. The audit trail functionality means that they (and you) know who has viewed or edited files which can be critical when attempting to identify process errors and inefficiencies.

Digitalquill – Experts in Document Management

Digitalquill can save you time and money through Document Management Systems. For more information call us on 01482 424402 or email office@digitalquill.co.uk.

 

AVG Reseller - Fully Managed Cloud based Virus Protection

AVG Reseller - Fully Managed Cloud based Virus ProtectionIt’s not safe to run your business computers without virus protection, nor can you rely only on the built Windows Defender or free anti virus solutions. Most of the free anti virus packages have licenses that restrict commercial use, so you are not legally allowed to use them in a business. Even if you did, they would not be professionally monitored and your staff would easily be able to turn off the protection. This puts your business at risk of malware.

The solution is a proper business anti virus solution. Digitalquill are proud to be an authorised seller of AVG: one of the most popular anti virus packages on the market. It has low impact on your system speed and its always-on protection helps to keep your computer free from viruses, spyware, ransomware, rootkits, Trojans, and other kinds of malware. It is constantly updated in the background to keep you safe, and when you use our full managed cloud service you will have a team of professionals working 24/7 to monitor for potential threats.

When you sign up for our Cloud based service, we will proactively monitor:

  • That the Virus guard is installed properly and is working
  • That the latest virus definitions have been updated
  • That all scheduled scans have been completed
  • If any Viruses are found we are immediately alerted
  • We can initiate remote updates of the virus definitions and the virus guard software
  • We can initiate virus scans on specific or all PCs on the system

Cheap Business Virus Protection from as little as £0.95 per month

It is not expensive to protect your business with virus protection. Our cloud service costs as little as £0.95 per month per user (when you buy 50 or more 24 month contracts) so you can benefit from an expert team that constantly monitors your system for threats without breaking the bank.

Call Digitalquill today on 01482 424402, email support@www.digitalquill.co.uk or visit www.digitalquill.co.uk for more information.