Document Management Services in Halifax

Level 1: Basic Document Capture & Storage

“We just need to scan and store documents.”

 

What this looks like

• Paper documents are scanned to PDF

• Files are saved in folders on a computer, shared drive or in the cloud

• Documents can be opened, viewed, and emailed

What’s required

• A scanner or multi-function printer

• A computer with a basic folder set up, many business class MFPs can scan directly to cloud storage apps

• Basic computer storage, network drive, or cloud storage

Limitations

• Documents are not searchable

• Content of scanned documents can’t be easily reused

• Finding information depends on file names and folder structure

 

This works well for:
Small teams that mainly need digital copies for reference, record-keeping, or compliance.

 

Level 2: Searchable Documents

“We want to find information inside documents quickly.”

What this adds

• Ability to search documents by word or phrase

• Text can be highlighted or copied from PDFs

• Less time spent opening files just to find information

What’s required

• Everything in Step 1 plus

• Basic OCR software - (Optical Character Recognition) - can often be limited free versions

What you gain​

• Text inside the scanned PDF document becomes searchable

Limitations

• Documents usually remain fixed in layout

• Editing is limited

This works well for:
Organizations managing growing volumes of invoices, contracts, HR files, or customer records.

Level 3: Searchable and Editable Documents

“We want to reuse, edit, or extract information from documents.”

What this adds

• Scanned documents can be converted to Word, Excel, or other editable formats

• Better OCR accuracy

• Easier reuse of document content

What’s required

• Everything in Steps 1 and 2 plus

• Advanced full version OCR software like Adobe Acrobat Pro - requires a purchase or subscription

What you gain

• Editable documents

• Better layout retention

• Less manual re-typing or data entry

This works well for:
Teams that regularly update documents, rekey data, or repurpose information.

Level 4: Intelligent Document Processing & Automation

“We want documents to work for us  automatically.”

What this adds

• Automatic document classification

• Metadata and data extraction

• Workflow automation

• Integration with other business systems

What’s required

• Everything from earlier steps plus

• A document capture and automation software solution like Umango (you will not require Adobe Acrobat Pro in addition to Umango)

What you gain

• Faster processing

• Fewer manual steps

• More consistent, repeatable workflows

• Better visibility and control

This works well for:
Organizations that are scaling or looking to reduce manual processes and errors.

Choosing the Right Starting Point

There’s no one “right” DMS for every business. The right approach depends on:

• Document volume

• How important search is

• Whether documents need to be edited or reused

• Where the business is headed

Many organizations start small, focusing on solving one issue, and add capabilities as their needs grow.

Next Step: Let’s Talk

 

A short conversation can help clarify:

• Where you are today

• Where you want to go

• What tools make sense now and later

The goal isn’t more technology. It’s less friction.