Frequently Asked Questions

In simple words, Document Management System is software that stores, manages, and keeps your documents safe for you. Storage and Retrieval of your documents are the most important functions of any DMS. If it complicates these two functions then you shouldn’t invest in that DMS.

DMS can and will improve your organization’s document handling. Increase productivity and decision-making. It might not look like you need a DMS right this moment, but if you are reading this then you already know your organization needs it.

By all means, you can save documents on your machine, network drive, OneDrive, DropBox, Google Drive, or Hard Drive. DMS is a solution that brings structure to how documents should be stored in an organization. We all know that with well-structured operations, an organization can focus on revenue growth rather than physical document management.

Paperless Office is not a fantasy. Many organizations in Kenya and around the world have achieved this with great precision. This means that an organization adopts a policy where documents are not printed at all. Document-related processes are only done in a DMS. their clients only get soft-copy of the documents. It seems impossible, but a leader in an organization with a vision can make great strides.

Our DMS: PinPoint is the most secure DMS in the market. Our base code is ASP.NET. Making it impossible for hackers to penetrate the system. Our system also goes through penetration testing after each update. All this to make sure we keep your documents safe.

Yes, We can set up our DMS on your server. Please keep in mind the disadvantages of having an on-site server and the responsibilities it attracts. If you want to know what problems you could face with on-site installation, please read our Cloud Vs On-Premise comparison.

Yes, PinPoint DMS supports PDF Signature. It can be used with Edge Browser. You will need to enable Internet Explorer support in the edge browser for the signatures to work. Let us know if you need more information.

Any Web browsers currently installed on your machine. But only Edge and Internet Explorer support PDF signatures.

Our DMS is Software as a Service (SaaS) product. You will have to renew your licenses every year to use the system and access your documents. Per-User license costs are calculated based on the number of users in an organization, the number of file rooms required, and much more. Contact Us and let us have a chat. We will need more information in order to quote you.

Local Support depends on the number of users and the region it covers. usually support is part of the User Fee. We can always negotiate on the same.

There are many ways you can tackle this situation. 

1. Scan all the documents and let our Robot A.R.I.E import them into the system.
2. We can do backlog Scanning for you and import them, ready to use.
3. You can future proof your organization by buying scanners and we will train your dedicated staff on how to do backlog scanning and indexing of documents.

DMS is the future. Storage of documents in a structured manner, Searching for documents becomes easy, remotely accessing documents, Security of the documents are increased, Permissions can be in place to secure access to documents, Automating tasks that required printing and pushing paper from one desk to another with the help of workflows, more structured document storage environment, PDF signatures, and more.

PinPoint DMS is ready to use and all our clients use the same version of the build. We just need to prep the environment according to your requirements, install necessary software and security measures, and within a week your DMS is accessible with a URL.

Our cloud is SSAE16 type II / SAS70 compliant and when running on our secure servers, you do not need any server hardware. This product has been in the making for over 15 years, taking tomorrow’s technology and making a solution readily available for your organizational needs today. Pinpoint has your document management needs in mind.

You don’t have to install updates. Our team pushes updates from our end to all our clients when a new version is introduced. Just clear your cache on the browser, and you are ready to go.

99.95%

Minimum 100GB to start with. 100GB of Cloud Storage can save up to 1.2 Million b/w pages.

Backups are running 24x7x365 to a remote hot site location via Dark Fiber. It means you are covered with our cloud.

The workflow engine is the most important in our system. It helps you digitize the error-prone physical document process approvals to a digital one. We can Demonstrate that if you would like?

In our DMS you can send emails (if you have the permission set by your organization) to external users. We do not allow receiving emails in our DMS as it can be done on your Outlook or any other Email Client.

Take them as a physical room of document storage you currently have. That room required a key to enter, in that room you have cabinets with folders, you open one cabinet and you would be able to see many folders, you pick one folder and look inside you will see sub-dividers, and then a collection of pages in form of documents. This is how our system works but digitally. You get 1 Fileroom for FREE with 1 installation. You can add more file rooms to your DMS if and when needed.

Yes, you can. Speak with your auditors and make sure the scanned copies of the documents are legible. They will love this new system as it makes it easier for them to do annual audits.

Sure, you can buy scanners yourselves. Please note that we will not set up, configure, or train your team on how to use the scanner. No hard feelings but we did not sell that piece of hardware to you.

Let’s talk about this. DMS conversations are the best. Contact Us Now!