K2 Enterprises Review

DM – DOC.IT

Category: Enterprise Content Management - Accountants in Public Practice

Best Fit

Small to mid-size firms. With a sweet spot of firms with seven billers, this product easily fits firms from a very small office of one or two accountants to firms of 50 or more.

Strengths

Non-proprietary data storage format, utilizing Microsoft Windows File Storage.
Runs on your existing Windows servers, eliminating the requirement for expensive SQL hardware and licenses.
Built using universally accepted PDF technology, while requiring no third-party software licenses (such as Adobe).
Can capture, OCR, convert and archive any paper, fax or electronic document into PDF format.
Direct integration with Outlook and other email products for managing electronic mail.
Flexible security and version control to prevent files or folders from being accidentally moved or deleted.
Powerful search engine, using a familiar folder system, makes finding documents a breeze.
Supports multiple office locations and remote access with full support for Terminal Services and Citrix.

Brief Product Description and Pricing

DOC.IT provides a complete solution to the public accounting practice. It is perhaps the most comprehensive we have seen in terms of its ability to offer a beginning-to-end solution, with personal attention and guided assistance implementing its solution. Based in Canada, the company has a number of successful installs throughout North America. While DOC.IT fits a practice of any size, it is very competitively priced for an accounting practice from 15 persons up. DOC.IT’s unique 90-day payment license and pay-to-use makes it easy for small firms to license the product with minimal commitment.

DOC.IT DM is a complete digital document management solution that includes software, training, and implementation methodology developed by accountants for accountants. DOC.IT DM enables firms to become more responsive and profitable by centralizing all document streams into a secure and searchable library of non-editable PDF files and originals. The DOC.IT Workflow Manager, new with the latest release, provides integrated tools to manage “unpublished” documents and to track tasks.

DOC.IT DM manages files originating in many software applications, such as Word, Excel, Outlook, CaseWare, and ProSystem fx. You no longer have to route documents into a maze of folders. Any "printable" document, no matter the type, can be stored in the client's folder in your DOC.IT Archive, so you have, at any given time, a true and accurate picture of all documents pertaining to your client, including faxes, e-mails, letters, statements, and tax returns. All engagement-related documents can be neatly organized and managed in binders, in the way with which most accountants are familiar. The Work-In-Process Binder shows you document status and progress at a glance.

Technical Specifications

Doc.IT is a Windows-based solution. A Windows 2003 Server or better is recommended. Windows workstations should be Windows XP SP2 or Vista grade.

Conversion Features

· Capture, convert, and archive any paper or electronic document into PDF format.

· Effortlessly scan, OCR, convert, and archive volumes of paper into PDF format.

· Automatically capture, convert, OCR, and route all incoming faxes.

· Convert, combine, and archive your Outlook e-mails with attachments into PDF format.

· Further, DOC.IT Import will batch-convert entire folders of documents into PDF for fast archiving.

Integration with Accounting and Ease of Setup

Doc-It does require some technical skills and understanding of filing and working digital documents to install properly. However, the company provides several layers of support and implementation options, including on-site installation support, which may range from a day or two to several days for a larger firm.

WorkFlow Manager keeps your people organized.
Work-in-Progress Manager provides an integrated environment for your "unpublished" or live documents.
Web Client Portal will allow your clients to view selected documents on a secure website.
Bookmark Editor allows documents to be rolled into a single bookmark PDF with an extensive feature set for editing and creating additional bookmarks.
Forms Recognition will allow scanned or printed-to documents to be auto-recognized without the use of Intelligent Job Separator pages.

Representative Client List (if available)

As of this review, Doc.IT has approximately 5000 users representing more than 170 firms across the United States and Canada.

Thorton McCain
Fuller Landau
Segal & Partners LLP
Collins Barrow
Horwath
Weiler & Company

Company History and Contact Information

Howard Brown, President of Doc.It^® started Micro Business Systems Inc. in 1984 as a developer and supplier of custom networked accounting and office automation software systems for companies that required custom solutions. During the 1990's and into 2000, the Company developed a document management and archiving software system that would accommodate all types of documents aimed at small to mid-sized user groups. This document management system evolved, resulting in Doc.It^®. The company has continued to develop the product and will release version 3.0 in 2008 providing a dynamic new interface and tighter integration to the PDF format and Microsoft Office Suite.

Doc.It Corp.
723 South Casino Centre Blvd., 2nd Floor
Las Vegas NV 89101-6716

Canada and Outside US
Doc.It Inc.
945 King Street East
Hamilton ON L8M 1C1

Phone
Toll free: 888.MY.DOC.IT (888.693.6248) Ext. 1
Local: 905.547.1100 Fax: 905.547.1100

E-Mail: info@doc-it.net

Website: www.doc-it.net

Commentary (The following is provided by the Editor with notes and comments from others.)

Doc.It DM solves many of the problems with Paper Storage by:

Doc.It DM stores all documents in Adobe's universally accepted non-editable PDF format. All documents are compressed to save space.
Doc.It DM eliminates the labor to retrieve documents by putting all documents at the employee's fingertips.
Documents can never become lost or misfiled. Every word of every document is searchable using Doc.It DM's powerful search engine.
Documents are shareable with all Doc.It DM users, encouraging collaboration within an office.
Doc.It DM will eliminate the need to print or photocopy a large proportion of documents.
Doc.It DM provides an easy disaster recovery strategy through regular computer data backups.
Doc.It DM provides the ultimate in folder-based security, assuring that only designated users can access documents.

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