Insight Docs | Software Insight Pty. Ltd.

Insight Docs holds scanned, imported and emailed documents in structured folders, with full-text search, including pages that started life as paper.

Insight Docs is included in InsightSuite Professional and Enterprise, and available as a licensed add-on for Standard.

Module typeAdd-on (Standard), included from Professional
Available inStandard (add-on), Professional, Enterprise
OCR languagesEnglish
Training availableYes — user & administrator

The problem it solves

The document problem in most organisations is retrieval under pressure. Filing systems work for the documents consulted weekly and fail for the rest. The same document lives in several inboxes and a shared drive under different names. Retention is whatever happened at the last clean-up.

How we approach it

Optical character recognition runs on every scanned page, so retrieval works on the words inside the document. Folder structures mirror the organisation’s existing categories, and access permissions attach at folder and document level. Retention schedules end in a human review step; nothing is destroyed automatically.

Key features

Capture from scanner, email or drag-and-drop import, in bulk.
Full-text search with OCR across every scanned page.
Version history and controlled document replacement.
Retention schedules with a disposal review step before anything is deleted.
Folder-level and document-level access permissions.
Records classes aligned to common Australian retention authorities.
Annotations and stamping for review and approval workflows.

A working day with Insight Docs

A document is found by project name, content or sender, with its version history intact and permissions respected. New mail is scanned into the correspondence folder, with OCR running in the background. The retention review opens documents due for disposal, each shown with its history and each decision recorded with a name.

What changes in your office

Find documents in seconds

Search by content, sender, date or record class, with permissions respected.

Retention on a schedule

Disposal schedules prompt a human review before a file is removed.

Access by permission

Staff see the folders their role permits and nothing else.

Common questions

What about our existing scanned PDFs?

They import in bulk, and OCR runs across them on import. You keep the original files; nothing is converted destructively.

Who sets up the folder structure?

We do it with you during implementation, mirroring your existing structure closely enough that nobody needs retraining, then refining where the old structure was fighting itself.

What scanning setup do you recommend?

A departmental duplex scanner with a document feeder is usually sufficient; the module accepts PDF and TIFF from any device your office already owns. Scanning at 300 dpi keeps OCR accurate and file sizes reasonable — 200 dpi is acceptable for typewritten pages, and anything above 400 dpi spends storage without improving recognition. Implementation includes recommended settings per document class, so the archive is searchable from the first week.

How does Insight Docs handle a legal hold?

Any folder, document class or search result can be placed under hold in one action: retention schedules stop, disposal reviews skip held items, and the hold carries an owner, a reason and a review date. Holds appear in the audit log, and nothing under hold can be altered or removed until it is lifted by a named authorised user.

Would you like to see Insight Docs in action?

Ask for the Docs fact sheet, or send a sample of your paperwork.

Request a quote