Frequently Asked Questions

FAQ

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• I need help scanning oversized building plans. Have you worked with engineering firms before?

  Yes. At Clayko Group, we pride ourselves on our extensive experience with all kinds of businesses: big and small; privately owned and publicly listed; engineering, legal, health, banking, insurance, telecommunications, finance, manufacturing, real estate, mining. You name them; we’ve worked with them.

• I have secure documents I need scanned. How will you protect this information getting into the wrong hands?

  Clayko Group works with sensitive documents on a daily basis. We carefully screen our in-house scanning team to ensure impeccable business ethics when dealing with sensitive information. Well regimented business practices and security measures mean our clients know that while their documents are with us, they’re safe and secure. If documents are too sensitive to leave your business premises, we can arrange for our staff to work in-house with you.

• Do you offer Outsourced IT?

  Yes. Clayko Group offers technical outsourcing through our Dedicated Virtual Team (DVT) model. A DVT is a team of technical experts derived from Clayko’s Australian and Indian employees. We assign a project manager to you who is your principal face-to-face point of contact here in Australia. Your project manager is an experienced IT professional who has years of experience delivering solutions and understands your challenges. They manage your dedicated Clayko technicians who are based in India. Together they are your DVT.

  A DVT provides you with an army of resources at minimal cost. With more people working on your problems, you will get your IT mess sorted faster and put money back into your pocket. You will come to realise that IT isn’t the headache stopping business growth, but a tool, that when you get it right, provides you the freedom to run a hassle free enterprise.

• Can you scan our documents and make them available in our own in-house system?

  Yes. We can scan and index your documents from our premises, and our technicians can determine a process to load your high-value documents into your system. Whether it is SharePoint, TRIM, SAP or another system, your documents will be available to your users when they need them. You won’t need a separate system or to keep records on separate CD’s or DVD’s.

• What is Strategic Document Outsourcing?

  Strategic Document Outsourcing (SDO) is a way to cut costs and capital expenses associated with managing your company documents. According to Gartner (April 2009) SDO has experienced a surge since the 2009 Global Financial Crisis (GFC) causing companies to rationalise the way they do business. Why try to run a Mailhouse or process your accounts when that is not your core business? Leave it to Clayko who are the experts and who can achieve the economies required to save you time, money and improve your business processes.

• I need more than just scanning and document handling, I need the whole box and dice! Do you have a solution that lets me take my paper documents to digital, store them in a central location and use them in conjunction with my other business software?

  Yes! In fact, we have much more than one solution. Clayko Group specialises in listening to our clients’ requirements, and creating a solution that’s perfect for them. We don’t believe in a one-size-fits-all approach. Our in-house experts take the time to speak with you about your needs, and help you create a solution including:

  • Outsourcing work to our scanning bureau
  • Hosting your documents and business applications in a secure environment
  • Providing an out-of-the-box software solution
  • Building a custom system just for you

  Clayko Group’s knowledge and experience can help you with as much or as little as you need.

• We have thousands of old paper documents in storage, taking up valuable room in the office. What is the best process to scan, categorise and add them to our document management system?

  Clayko has a dedicated team who can perform this service for you at a fraction of the time and cost it would take your staff to do so. They can be scanned, indexed and loaded directly into your document management system. We use a tried and tested methodology avoiding interruption to your business.

• I am looking for a highly scalable document management system, but have heard that SharePoint has some restrictions around the number of documents it can support?

  SharePoint does not have any limitations. This is a common misconception based on lack of planning, hardware and configuration used on the project. Clayko has worked with many companies to deliver a SharePoint-based ECM system that easily manages hundreds of thousands of documents scaled to meet increased needs over the next 3-5 years.

• We cannot justify the cost or manpower of maintaining our own infrastructure to host a document management system. Do you provide this kind of hosting service?

  Yes. Clayko can provide a flexible and scalable Hosting Service for your Document Management needs, with specialisation in Microsoft SharePoint, Exchange and CRM, as well as the full KnowledgeLake suite of products.

• We have noted 150 different document types with our current system. Can you help me understand and manage those while being able to make changes in the future?

  Yes. We regularly conduct business requirements and content management workshops with our clients to help determine the full extent of document types and associated processes. The outcome of these sessions is a documented plan on rationalising the content into definable types, along with a design and content taxonomy that can be implemented using one or more document management solutions.

• Do you offer support for SharePoint?

  Yes. We offer several flexible support plans for SharePoint and our recommended related products.

• Where are your offices?

  We have offices in Perth and Sydney ensuring we are available during business hours on both the east and west coast of Australia.

• Do you have local support?

  Yes. You can contact us by phone at 1300 789 173. Alternatively, you can contact us, providing a brief overview of your requirements.

• Do you provide professional services?

  Yes. We have a full selection of services including:

  • Document Management
  • Document Scanning
  • Hosting
  • Backlog Scanning
  • Disaster Recovery
  • Consultancy
  • System Design
  • Development
  • Custom Software Development
  • Software + Services (S+S) / Software as a Service (SaaS)

• Can you provide us with references?

  Yes. We are happy to share our successes with you.

• Can we trial your products before we buy them?

  Of course, you can. We are dedicated to ensuring that our customers find the right solutions for their document management needs. We are confident we can help.

• How much do these products cost?

  Please Contact Us. We’ll be happy to consult with you and give you a customised, detailed quote.

• What happens once I have purchased a Clayko solution? Do you have post sales support?

  Yes. Our offices in Perth and Sydney enable us to provide support both before and after a sale.

• Do you provide training?

  Yes. We will help you to evaluate the products during the trial process. We also offer complete post sales training to ensure your staff gets maximum functionality out of your Clayko solution.

• Can I see a demonstration of SharePoint or KnowledgeLake?

  Yes. We run regular webinars. Visit our Events page to register for a webinar. We are also happy to offer a one-on-one online or on-site demonstration tailored to your business needs. Please Contact Us to have a member of our sales team organise a visit.