Digital Archiving:
Moving Mountains (of Paper)

Easy-to-Use Document Archive, Search and Retrieval Capabilities Extend PayBase Solution

Without a doubt, today's stringent regulatory and transaction-intensive business environment has created what amounts to an enormous financial records management challenge. Traditional paper-based filing systems are no longer practical or cost-efficient for managing the indexing and retrieval of massive volumes of invoice and payment data. And, as financial records increasingly migrate from paper to electronic, more companies are seeking alternative ways to archive, search and retrieve critical documents digitally.

In a recent research report, Gartner Group estimates that companies with electronic archive and retrieval systems in place have reduced their document management and support costs by as much as 20 percent. Yet, enterprises currently considering the creation of digital repositories are finding that stand-alone document management systems can be an expensive, time-consuming business proposition.

To help organizations successfully respond to a convergence of regulatory, cost-management and operational efficiency issues — knowing that access to financial documents can be critically important to a business for a very long time — Bottomline offers a variety of financial document imaging and archiving solutions designed to extend current investments in existing Bottomline products and services.

Powerful PayBase Extension
With CreateArchive®, Bottomline's digital document archive solution, searching and retrieving indexed electronic financial documents is fast and easy. For PayBase® users and others, CreateArchive replaces the manual processes of printing, sorting, filing and retrieving paper documents. Users are able to see or access archived electronic images of records and files — 24 hours a day, seven days a week — using a secure Web browser. CreateArchive can be used to:

• Drive efficiency in accounts payable and accounts receivable processes by reducing paper-based document storage and retrieval;
• Improve customer, vendor and employee satisfaction with faster, more efficient access to critical payment and receivables information;
• Streamline record keeping and auditing.

Existing PayBase capabilities enable users to instantly generate indexed PDFs of original documents, eliminating the need to print check copies. These electronic files are then automatically transferred to CreateArchive. The archive can also be populated with scanned invoices or check requests associated with corresponding payments.

Security and Control
CreateArchive allows administrators to easily design Search Design Documents (SDDs), specifying which search fields are presented, which are required and which are editable. In addition, drop-down lists and criteria dialogs make searching easy for non-technical users. Multiple SDDs can be set for different users or groups of users, each separately configured to limit or control the search criteria and results available to the user or group.

Individual security settings can be established at the document level as well. Archived documents can be password protected to prevent unauthorized viewing — a protection that stays with the document even if the PDF is copied out of the archive.

Convenient Access to Original Documents
The CreateArchive search application lets network-based users run queries and document retrievals in a familiar Windows interface. Training is minimal and users have easy access to their original documents for viewing, printing, emailing and faxing. Bottomline's CreateArchive Web agent extends this functionality to a browser environment, automatically generating search request and results pages for your Web site.

For more information on how PayBase users and others can utilize digital document search and retrieval, download Bottomline's CreateArchive brochure or contact your local Bottomline solutions specialist at 1-800-472-1321.

Note: Archiving systems should be always backed up as part of a routine disaster recovery process.