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Electronic Filing

Simply scan a document

save it to an account number and then retrieve it at any time by looking up a customer’s account and clicking on the ‘filing cabinet’ icon. Waste no more time searching for an old document or an important contract. Increase the quality of customer service by spending more time assisting your customers instead of digging through dirty boxes trying to find old lease agreements with Electronic Filing!
[xa_acc style=”xa-default” ][xa_slide title=”Benefits ” openclose=”” icon=”Select Icon—“]SAVES TIME: Look up handwritten notes, returned checks, lease agreement copies, and any other documents. PROVIDES VERSATILITY: Use the EF2000 as a stand-alone system or easily integrate it with the RMA Corporate or Enterprise software to store contracts, leases, or any other documents. ENHANCES CUSTOMER SERVICE: By freeing up time spent on filing, customer service personnel can use their time more productively. PREVENTS LOST DOCUMENTS: Once filed, documents cannot be lost or misplaced. SAVES SPACE: Eliminate the need for costly file cabinets and rental storage space. IMPROVES CUSTOMER COMMUNICATION: Send copies of documents directly to fax machines.[/xa_slide][xa_slide title=”Design Features” openclose=”” icon=”Select Icon—“]Electronic Filing 2000 has been designed to save your company both time and money by allowing you to store your documents electronically. Storing documents and retrieving them is a costly and time consuming project. There are many factors that add into the total cost of this process. These factors include; cost of filing cabinets, file folders, and labels. Time to set up file folders and place new documents in folders and file them into the proper location. The rental of floor space for filing cabinets. The time to retrieve and find the proper file folder and then file the folder back into its proper location and the time to make a copy of the document and send it to the required party. The EF2000 system eliminates these problems. This system will enable you to spend more time with your customers rather than spending time looking for their files and records. You can also retrieve documents more quickly and easily. Critical documents can be stored together to ensure that they are always safe. Furthermore, a few durable CD-ROM disks will replace drawers full of documents. The cost savings are real and immediate. Large companies will recoup their investment in the EF2000 in a matter of weeks. Smaller companies will also see a quick return on their investment. With the benefits of improved customer service, there is no limit to the value placed on EF2000.[/xa_slide][xa_slide title=”How It Works” openclose=”” icon=”Select Icon—“]The EF2000 was designed to operate as a virtual filing cabinet, complete with drawers and file folders. Set up a drawer and folder; select document location and scan. Each document is stored electronically on your computer and can be accessed easily by entering a customer’s account number. Finding documents within RMA Corporate or Enterprise is as easy as pulling up a customer account. Once the customer’s account has been retrieved, simply click the filing cabinet icon and see the documents assigned to that account. Once you have the appropriate hardware and software, you need to complete the three steps below to put your new filing system to work: Install the system. Scan documents into the system. If you are using RMA Corporate or Enterprise, go to Customer Information in the RMA Corporate or Enterprise system and retrieve any stored documents. If you are not using RMA Corporate or Enterprise, use the browse function in EF2000 to retrieve the documents.[/xa_slide][xa_slide title=”System Requirements” openclose=”” icon=”Select Icon—“]The following list is the minimum hardware required to run the Electronic Filing 2000 system.
  • 450 MHz processor or greater (1GHz recommended)
  • 64MB RAM (128MB recommended)
  • VGA monitor with video card
  • 10GB hard disk drive
  • 36X CD-ROM or greater
  • Keyboard, mouse, and monitor
  • Internet connection, Cable, or DSL (for technical support)
  • Network connection card
  • A TWAIN compliant scanner. See Appendix A for models that we have tested with the software. For best results, order a complete kit from ARS. Make sure you have received all required items before you set up the system. If you believe that anything is missing, contact Advantage Route Systems or your reseller immediately.[/xa_slide][xa_slide title=”FAQ” openclose=”” icon=”Select Icon—“]Q. Why use EF2000? A. Storing documents and retrieving them can be a costly and time consuming project. There are many factors that add into the total cost of this process. These factors include:Cost of filing cabinets. Cost of file folders and labels. Time to set up file folders. Time to place new documents in folders and file them into the proper location. Rental of floor space for filing cabinets. Time to retrieve and find the proper file folder. Time to make a copy of the document and send it to the required party. Time to file the folder back into its proper location. The EF2000 system eliminates these problems. This system will enable you to spend more time with your customers rather than spending time looking for their files and records. You can also retrieve documents more quickly and easily. Critical documents can be stored together to ensure that they are always safe. Furthermore, a few durable CD-ROM disks will replace drawers full of documents. The cost savings are real and immediate. Large companies will recoup their investment in the EF2000 in a matter of weeks. Smaller companies will also see a quick return on their investment. With the benefits of improved customer service, there is no limit to the value placed on EF2000. Q. Do I need a fast computer to run EF2000? A. The following list is the minimum hardware required to run the Electronic Filing 2000 system.
    • 10GB hard disk drive.
    • 36X CD-ROM or greater.
    • Keyboard, mouse, and monitor.
    • Internet connection, Cable, or DSL (for technical support ).
    • Network connection card.
    • A TWAIN compliant scanner.
    For best results, order a complete kit from ARS. Q. How do I retrieve my saved document? You have two options. A. You can use the Fast Find button or the Contacts tab in RMA Corporate or Enterprise. To use the FAST FIND function, click on the Fast Find shortcut key , then enter the account number (if using RMA Corporate or Enterprise), date range, and description (optional) to bring up a particular document. If Match Whole Description is checked, then EF2000 will only bring up matches that fit the entire description you have entered. fter clicking OK, the first document will appear on the screen. You may go to other documents listed under that account number by pressing the Next button. If you have integrated RM2000 with EF2000, retrieve documents by going go to Lists, Customer Information, Contacts tab. Click the FILE button to access stored documents. To view one of the documents, simply click one and it will display in preview mode as shown below. You may then choose to print or fax a copy. Can I switch the order of the drawers? Yes, To change the drawer order, position the mouse pointer over the drawer you want to move, hold down the Control key (Ctrl), and then click and hold down the right button on your mouse. Place the pointer over the drawer that you want to switch it with and release the button. The drawer you dragged is inserted and the rest drop down one. Repeat this process until all drawers are ordered as desired. Q. Can I print out a report? A. Daily statistics will generate a report that gives the total of each type of file entered into the system for the specified date range.Enter dates into the From Date and To Date fields to designate the days to include in the report. Q. Where are my files stored on my computer? A. All data files (scanned images) are stored in a single sub-directory of the hard drive. They are stored in a folder called: RMA Corporate or Enterprise scanFiles . It may be located on any drive of the customer’s choice. This folder has up to 100 subfolders for the sorting and storage of documents. Q. What file format do my documents become? A. As the documents are scanned, they are stored in a common format called JPEG. This allows the documents to be viewed by any program that can read and display this format. [/xa_slide]

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