FAQ: iKAN Virtual Document Center

Here are some of the most frequently asked questions that we get.

Will my documents be secure?

Will I be able to access my documents from anywhere? What if the network is down?

How long does it take to get up and running?

How often will I get maintenance upgrades to my software?

What happens if my needs change? What if I need to cancel?

Can my monthly costs increase dramatically without knowing?

Can I get documents sent to me on CD or archive?

Will my documents be secure?

This is a most frequently asked question as customers begin investigating move towards better understanding of how an off-site storage facility actually works. The Internet has become more and more secure and companies and individuals are more comfortable doing things like on-line banking and ordering merchandise.

We continue to hear about theft of employee data stored on company laptops or backup tapes. Moving your documents off-site to a secure facility reduces the odds of a lost or stolen device ending up in the wrong hands and compromising your documents.

Will I be able to access my documents from anywhere? What if the network is down?

Of course, nothing is ever 100% foolproof. That’s why we provide multiple layers of redundancy at every key point in the system. We’ve partnered with Internap (www.Internap.com, NASDAQ Symbol INAP), a leading provider of secure, fault tolerant, data center services in the US. By engineering fail safe measures in, such as redundant power grids and diesel generator backups, you can be assured of the highest level of reliability and system availability in the industry. We use industry standard servers from Dell and HP, and provide multiple backup points to be sure your important documents are never lost.

How long does it take to get up and running?

One of the significant advantages of deploying a Software as a Service model is the speed with which you can get connected and begin working. Typically, provisioning a new account takes less than a day of time, and we are constantly striving to improve this. This doesn’t mean we’re not paying attention to details or to your special requirements.

How often will I get maintenance upgrades to my software?

Unlike traditional document management solutions, you don’t wait for updates to occur once a year with a new software release that you have to install yourself.

When you sign up with the iKAN Virtual Document Center, you become part of a growing community of customers who have provided valuable input into making the system better. You get the advantage of all of these improvements, because the software code base is shared amongst all users, meaning that updates occur on a continual basis. The community effect is one of the most important advantages of the SaaS delivery model.

Finally, and best of all, there are no annual maintenance fees to pay, as everything is built into the monthly usage model.

What happens if my needs change? What if I need to cancel?

We’re flexible. Our solution puts you in control, because you pay for usage as you go. If you’re growing and expanding, you can start small and add additional users and storage as you need, on a monthly basis. From the beginning, we designed the system so that you can get your documents back if you ever decide to cancel. We do require an initial one year term of service, but after that, you can terminate your service at any time for a small termination fee which we use to offset the costs of preparing your documents to return to you in PDF format.

Can my monthly costs increase dramatically without knowing?

One of the biggest advantages of delivering an application as a service is that it can deliver predictable costs. This is because unexpected events can occur when managing a system yourself. With our solution, you know up front what your costs are and how they can increase. These are based on storage used and the number of login accounts you have.

Can I get documents sent to me on CD or archive?

Yes. We offer the ability to request CD creation and we can overnight the CD to you. In addition, there is a standard part of our service that provides you with an archive of all of the documents that you create in a calendar year, returned to you on CD or DVD media that can operate completely stand alone. You can put this archive in your vault or safe deposit box for added assurance that your documents are safe from disaster – and that you can access them if needed.

Call or email us with your question at (713) 426-4526, admin@ikansoftware.com


FAQ Case Studies President's Message System Requirements Product Capabilities Select a Scanner Industries and Applications Compare Alternatives News " Knowledge workers spend 10% to 15% of their time reading documents, but up to 50% of their time looking for them." PricewaterhouseCoopers LLC "We were impressed with how fast we were able to connect to the Virtual Document Center service and were up and running. We were able to develop our document filing system, and begin scanning, filing, and protecting our documents off-site within 24 hours of signing up. Now we’re adding our additional dealerships to the service so I can see all of our paperwork anytime I need to, securely over the Internet." Sakhi “Shak” Muhammad, President Payless Auto Source		Here are some of the most frequently asked questions that we get. Will my documents be secure? Will I be able to access my documents from anywhere? What if the network is down? How long does it take to get up and running? How often will I get maintenance upgrades to my software? What happens if my needs change? What if I need to cancel? Can my monthly costs increase dramatically without knowing? Can I get documents sent to me on CD or archive? Will my documents be secure? This is a most frequently asked question as customers begin investigating move towards better understanding of how an off-site storage facility actually works. The Internet has become more and more secure and companies and individuals are more comfortable doing things like on-line banking and ordering merchandise. We continue to hear about theft of employee data stored on company laptops or backup tapes. Moving your documents off-site to a secure facility reduces the odds of a lost or stolen device ending up in the wrong hands and compromising your documents. back to top Will I be able to access my documents from anywhere? What if the network is down? Of course, nothing is ever 100% foolproof. That’s why we provide multiple layers of redundancy at every key point in the system. We’ve partnered with Internap (www.Internap.com, NASDAQ Symbol INAP), a leading provider of secure, fault tolerant, data center services in the US. By engineering fail safe measures in, such as redundant power grids and diesel generator backups, you can be assured of the highest level of reliability and system availability in the industry. We use industry standard servers from Dell and HP, and provide multiple backup points to be sure your important documents are never lost. back to top How long does it take to get up and running? One of the significant advantages of deploying a Software as a Service model is the speed with which you can get connected and begin working. Typically, provisioning a new account takes less than a day of time, and we are constantly striving to improve this. This doesn’t mean we’re not paying attention to details or to your special requirements. back to top How often will I get maintenance upgrades to my software? Unlike traditional document management solutions, you don’t wait for updates to occur once a year with a new software release that you have to install yourself. When you sign up with the iKAN Virtual Document Center, you become part of a growing community of customers who have provided valuable input into making the system better. You get the advantage of all of these improvements, because the software code base is shared amongst all users, meaning that updates occur on a continual basis. The community effect is one of the most important advantages of the SaaS delivery model. Finally, and best of all, there are no annual maintenance fees to pay, as everything is built into the monthly usage model. back to top What happens if my needs change? What if I need to cancel? We’re flexible. Our solution puts you in control, because you pay for usage as you go. If you’re growing and expanding, you can start small and add additional users and storage as you need, on a monthly basis. From the beginning, we designed the system so that you can get your documents back if you ever decide to cancel. We do require an initial one year term of service, but after that, you can terminate your service at any time for a small termination fee which we use to offset the costs of preparing your documents to return to you in PDF format. back to top Can my monthly costs increase dramatically without knowing? One of the biggest advantages of delivering an application as a service is that it can deliver predictable costs. This is because unexpected events can occur when managing a system yourself. With our solution, you know up front what your costs are and how they can increase. These are based on storage used and the number of login accounts you have. back to top Can I get documents sent to me on CD or archive? Yes. We offer the ability to request CD creation and we can overnight the CD to you. In addition, there is a standard part of our service that provides you with an archive of all of the documents that you create in a calendar year, returned to you on CD or DVD media that can operate completely stand alone. You can put this archive in your vault or safe deposit box for added assurance that your documents are safe from disaster – and that you can access them if needed. back to top Call or email us with your question at (713) 426-4526, admin@ikansoftware.com