Plano, TX (Vocus) August 31, 2010

Motive Systems, the developer of M-Files easy document management software, has launched M-Files Cloud Vault, a new version of M-Files that enables companies to organize and manage company documents and information on secure servers hosted by Motive Systems, for less than $20 per month for each user. This hosted, software-as-a-service version of M-Files requires no set-up and provides advanced document management features such as automated version management, document check-in and check-out, compatibility with email systems, and automated processing of scanned paper documents.

Document management software has traditionally been complicated and expensive, requiring a significant investment in the software along with the IT resources to configure and maintain it. In addition, these complex, IT-centric electronic document management solutions usually entail major changes in business processes and costly user training. As a result, most businesses have not taken advantage of document management technology and continue to depend on the typical folder-based approach that consists of managing important business documents and processes using ad-hoc, homegrown methods such as file cabinets, shared Windows folders, email attachments, and the famed sneaker-net.

Robust document management features, for less than $20 a month, per user
M-Files Cloud Vault offers a complete professional document management feature set including fast search, secure user access permissions, check-in/check-out, version management, support for scanned paper documents, email and email attachments, and offline use. By offering a complete, hosted document management system at an affordable price, Motive Systems aims to make this efficient office management technology accessible to any business – especially smaller businesses.

“We think it’s high time that mainstream Windows users had access to a smart and simple solution for managing important business documents,” said Greg Milliken, president of Motive Systems. “Our M-Files technology sets the standard in high-value document management, and M-Files Cloud Vault builds on our unrivaled foundation of ease of use by eliminating the need to purchase or set up a server. A key to a successful implementation of a solution like this is fast and broad user adoption, and that’s where we excel. Using M-Files is just like using Windows Explorer, so it’s second nature to be instantly productive with M-Files.”

M-Files Cloud Vault is available online here: http://www.m-files.com/cloudvault.

Boost office productivity with easy, hosted document management
Most companies store documents in cluttered network folders, or deal with the problem of important documents scattered across individual PCs. Professionals spend up to 50% of their time looking for the right information and other unproductive tasks such as searching for documents and emails, interrupting colleagues to locate information that should be available instantly, determining if they have the latest version of a document, or worse, needlessly duplicating work already completed by a colleague. Each day, when opening or saving a file from applications like Acrobat, Excel, PowerPoint, QuickBooks, and Word, thousands of office workers are wondering: “Where is the file I need?” “What was it named?” “Is this the latest version?” and so on. This is a huge drag on productivity, and it doesn’t even take into consideration those times when a document simply cannot be found and must be recreated, or when work progresses using the wrong version of a document.

M-Files replaces folders with keywords and tags
M-Files eliminates traditional Windows folders. Instead, users open from, and save to, the M-Files Vault. Documents are simply classified as a common type, such as an invoice, proposal, message/email, agreement, etc., and a descriptive tag or two is added, and that’s it. And with M-Files Cloud Vault, the vault is hosted in the cloud, accessible from anywhere. Finding a file is as simple as typing in a descriptive tag or performing a full-text search right from the Open or Save dialog box of any Windows application. This is possible due to M-Files’ unique “Virtual-Local” drive technology that allows the cloud-based vault to appear as a local hard drive (the M: drive), in any standard Windows Explorer dialog box, whether online or offline.

M-Files Cloud Vault overcomes the limitations of other Web-based alternatives
Unlike other Web-based file sharing and management systems that only allow access via a Web browser and whose performance is highly dependent on bandwidth, the M-Files “Virtual-Local” drive delivers fast and reliable performance equivalent to the speed of the local computer regardless of bandwidth – even when no Internet connection is available. So in addition to offline use and seamless integration with any Windows application, the M-Files “Virtual-Local” drive provides a sophisticated and unique synchronization mechanism that efficiently caches data on the computer’s local hard drive and automatically synchronizes data with the cloud-based vault.

M-Files automates the scanning of paper documents
Tens of thousands of low-cost scanners are sold each month as businesses of all sizes attempt to address the inefficiencies of handling paper documents, and to implement green initiatives such as going paperless. Unfortunately, the vast majority of scanned documents simply move from inefficient traditional file cabinets to disorganized Windows folders. With M-Files Cloud Vault, any scanner can be set up to scan directly to the M: drive, where the scanned document is quickly classified and tagged so it can be easily and immediately located in the future. Using M-Files Cloud Vault in conjunction with a scanner is an ideal first step toward a comprehensive document management strategy for any business. Start by just storing and organizing scanned documents; it’s quick, easy and ensures that getting rid of paper does not create a new problem. With M-Files Cloud Vault, just scan it and tag it.

Where to find more information about M-Files:
www.mfiles.com • blog.m-files.com
Facebook: MFilesEasyDocumentManagement • twitter.com/m_files

About Motive Systems
Motive Systems develops M-Files easy-to-use, professional document management software that enables companies and organizations of all sizes to make dramatic gains in efficiency and productivity by improving the way they organize and manage their business documents, information and processes. Over 100,000 individuals at more than 12,000 customers in over 70 countries worldwide use M-Files to manage their documents. M-Files is available in 21 languages and is in use at customers such as AstraZeneca, BSA LifeStructures, EADS, FinnComm Airlines, Parker Hannifin, and Thales. For more information, visit www.m-files.com.