Easier Access to your Documents with M-Files

img_whatvswhere02If you are considering ways to improve security and access to your documents, then you should consider M-Files. This low cost, easy to implement solution can be up and running in days making your life easier and your organisation more efficient.

We’ve just added an overview video to our web site which will give you a taste of what M-Files can do for you – watch video.

Contact us if you’d like a one to one demonstration.

The latest release of M-Files is now available


The latest release of M-Files is now available. There are many new enhancements in the areas of collaboration and mobile usage, the most exciting six are shown below:

  1. Files with External Users – Boost collaboration by sharing files from M-Files to external users
  2. MS Office Online Integration – M-Files Web users can now modify Word, Excel, and PowerPoint files directly in a browser window without having to install the Desktop apps for Office
  3. Smart Document Templates – Smart metadata fields in Word and Excel templates are automatically filled and updated when creating and editing files via M-Files Web or the mobile apps
  4. Universal App for Windows 10 – The new M-Files Universal App is now available in the Windows Store! It supports all Windows 10 devices and is optimised for tablets and phones
  5. Edit Objects in Offline Mode – Offline sync now supports editing objects in offline mode on Android and iOS devices
  6. Pre-filled Metadata Cards – e Android and iOS apps now support metadata card configuration, such as tooltips, descriptions, default values and property groups

If you’d like to see a demonstration on M-Files please contact us today

M-Files – One simple way to access and manage information

Beating the Budget Cuts: Fire & Rescue Services

SFRS document scanningAs austerity bites, public sector organisations across the country are turning to us to help them deliver a better service despite reduced funds. Fire and rescue departments are particularly feeling the effects, as they seek to continue improving their essential services with less money and fewer resources. One way they can save time, effort, and cost is by streamlining administration. With every emergency incident or fire inspection provided there is always plenty of paperwork that needs to be managed. We’ve worked with several organisations in this sector to provide document scanning and management solutions to help streamline these processes, reducing paper storage cost and providing faster access to information. Recently, we worked with Suffolk Fire and Rescue Service, implementing an affordable document capture solution that allowed them to digitize their incoming mail. You can read the full case study here. By streamlining their back end processes, public services can free up funds to focus on the frontline, where it matters the most. At Datafinity, we can help you fight the austerity battle – why not contact us to find out how?


Major Housing Association Chooses PSI:Capture

houseHOMEblogWe’re delighted to be working with one of the UK’s largest housing associations, in association with national IT specialists, TSG.

Over the coming months the organisation will see a significant reduction in time and money expended on paper management. Using PSI:Capture document capture and SharePoint 2013 document management technology they will be scanning, classifying and archiving all legal documents associated with their many thousands of properties. And they certainly have a lot of documents – 15 million of them!

A Paperless Future for Law Firms

overwhelmed by paper

In recent years we’ve worked with several law firms that were drowning in paper.

Law firms are in constant communication with clients, courts and other legal professionals. They also have to store large amounts of confidential and often critical documents related to cases. As such, the volume of documents being handled by the organisation is huge.

Yet many law firms still use a paper-based system to manage their documents. This means that significant capital and manpower is expended sorting and storing more and more files, either on or offsite. Then there is the issue of access. Documents need to be stored securely, yet accessibly. Legal professionals working with a paper system can lose precious time searching through physical files, whilst firms with multiple locations have to transport paper files between offices, with all the delay, risk and expense that that entails.

Critically, when something goes wrong, the implications of a paper system become even more apparent. Files can be lost if there is damage to the site. A friend recently described to me how an entire department of paralegals at her firm were spending days going through paper files in order to identify a discrepancy.

So what’s the solution? Datafinity offers PSI:Capture to automatically scan documents using OCR, and Filebound or M-Files (depending on your requirements) to manage them securely, creating a bespoke solution for each organisation. Our legal clients have now been reaping the benefits of document capture and management for some years. There are three main advantages of going paperless:

  • Reduced paper storage space and costs
  • Quick and easy access to documents – onsite or remotely
  • Controlled access to information

If your firm has a paper problem, we’d be happy to discuss a solution.

Datafinity Welcomes M-Files

M-Files Productivity Stat

We’re pleased to announce that we’ve added M-Files to our product portfolio.

We understand that although many companies are aware of the benefits of centrally managing their documents, the cost of software and implementation can be prohibitive. M-Files offers an affordable and easy to use solution with a raft of clever features. You can manage, find and track information more effectively with features such as keyword search, version tracking, and workflow. Best of all, we can get you started with M-Files in no time, delivering productivity gains that translate into real cost savings for your organisation.

Interested? Find out more about the product here, or contact us to find out how M-Files could work for you.

What can we learn from Uber’s document management predicament?

Datafinity Uber Document Management

Photo: The Guardian










Just last week on the Datafinity blog we were talking about legal compliance; now comes the news that global taxi firm Uber got caught out.

As you may have seen in the media, a fake insurance policy document uploaded by a driver-turned-whistleblower made it through Uber’s electronic document management system, meaning that a driver was approved to illegally pick up customers in London. The incident has caused uproar, with TfL launching an investigation and minicab operators calling for Uber to be suspended. Uber’s predicament highlights the importance of having an efficient document management system with robust workflow and electronic sign-off capability.

Filebound’s e-form and workflow capability can automate sign-off processes, ensuring that important documents are approved and authorised correctly with a full audit trail. Learn from Uber’s mistake, and make sure that your legal documents don’t slip through the net.

3 Reasons To Upgrade to FileBound 7.2

FileBound logo



Last week, Upland Software announced the release of the newest version of their FileBound document and workflow automation application. With Filebound 7.2, you can ensure legality and reduce risk without sacrificing productivity.

Here are three reasons to upgrade today

  1. Full Records Management function. Your organisation can now use FileBound to create classifications and rules that support legal information governance – without impacting on usability
  1. Expanded Electronic Signatures capability. Now, multiple parties both within and outside of your organisation can add their validated signatures to a document, for example a contact.
  1. Ensuring compliance and accountability without interrupting the flow of work. Document authors can quickly and easily check electronic signatures and ensure that documents are stored and managed in line with regulations. 

Filebound allows users to centrally manage documents and build automated workflow in order to accelerate their business processes – now faster and better than ever before. Contact us at Datafinity to find out how FileBound 7.2 can work for your organisation.

Productivity: Can we help you?

Last week, Radio 4’s The Bottom Line took productivity as its theme – particularly pertinent considering that the UK’s productivity has fallen behind that of the US, France and Germany since the recession. During the show, an IT manufacturing company, an advertising agency and an NHS Trust discussed the different ways that they have increased their organisation’s productivity. Although productivity meant different things to these different sectors, one of the common themes was using IT to streamline business processes.

Unfortunately, many UK companies still haven’t taken advantage of this. In fact, according to The Economist, “output per hour worked [in Britain] is still 2% below its pre-crisis peak; in the rest of the G7 group of rich countries it is 5% higher. The French could take Friday off and still produce more than Britons do in a week. Confounding stereotypes, Italians are 9% more productive.”

Here at Datafinity, our mission is to help businesses accelerate their paper based processes and improve productivity by using data capture and document management systems. By improving access to information, sharing documents electronically and automating collaborative tasks using workflow, you can compete in your market more effectively and increase profitability. Could your company benefit from this?

PSIGEN releases PSI:Capture 5.3

PSIGEN recently announced the release of PSI:Capture 5.3, the latest version of their fully featured document and data capture solution. This new version builds on the product’s ability to process Microsoft Office 2010/2013 file formats (Word .docx, Excel .xlsx, and PowerPoint .pptx files) as well as Adobe PDF files.

Now Office files can not only be processed through PSI:Capture, using file name, folder name, and file attributes for metadata, but the file content can also be searched for keywords to classify and index documents. This capability is perfect for companies that want to handle scanned paper documents and electronic documents through one process to populate backend Document Management systems such as SharePoint, FileBound, M-Files and over 50 other systems. Existing customers can contact us to obtain the upgrade to 5.3 by emailing support@datafinity.co.uk.