The use of DMSone Ultimate document management system
Interface
- ergonomic screen
Transparency and attractive design characterise the entire system. This results in more organised administration, and easier-to-follow, and more accurate work. The use of the programme only requires basic level computer skills, learning to use the system only takes a few hours.
By the help of the DMSone Ultimate document management system, we can administer the arrival of incoming postal consignments, documents received by courier, faxes, e-mails or even electronic forms sent through the company portal.
A tree structure gives an immediate overview of the entire document management process, and tasks awaiting completion can be found easily. A rapid search function is associated with each task, which helps in finding the majority of related information that employees will be looking for - without navigating away from the current page.
The interface of DMSone Ultimate is easily tailorable. Data fields to be placed onto the user interface, their sequence, and the fields to be filled compulsorily may be set according to document type, the job title of employees, or any other specific needs of the organisation.
All documents are given a unique registration number, generated by the software, which will later follow the entire life cycle of the document
ARCHIVING
- unified content management
The storage of documents in a central, integrated system facilitates the filing, and, if necessary, immediate retrieval of all documents related to our projects, or our completed orders or orders currently in progress; regardless of their size or format.
The system facilitates both mass digitising, at a central location, as well as the scanning of documents "from our desk" at the push of a button, at the same time as the storing of the given document. Our incoming and outgoing electronic mailings (e-mail, immediate message sender programmes, etc.) may be linked to the stored descriptive data, and faxes arriving at the organisation and forms sent from the company portal may also be managed electronically.
The content stored in the central database, irrespective of format or size, can be managed in an integrated way - according to the criteria of our company, and our own criteria
MANAGING WORK PROCESSES
- proven business logic
Documents received and sent through different channels and data storage devices may be registered and sent through the system in a centralised way, or separately, at each organisation unit. Tasks related to documents may be submitted or received electronically.
Employees may be sent e-mail notifications about the tasks received from DMSone Ultimate, as well as their deadlines.
Depending on our function in the company, we may follow the status of our own tasks, and those of our subordinates, the time and method of task completion, or possibly failure to complete the task; as well as the physical location of documentation related to the tasks.
In parallel to each other and regardless of their functions in the company; staff members may provide their opinions about, or indicate their approval of a document that exists in the system electronically. The system also facilitates the completion of processes of invoice certification and contract signature. Employees may forward the document, or its automatically stored copies possibly containing different versions one after the other; reflecting the organisational hierarchy.
SCALING OPTION
- flexibility according to the needs of the user
DMSone Ultimate keeps a firm grip on processes related to document management at the company, while it also offers freedom for users to optimise functionality precisely, and in accordance with the demands of the organisation.
Different types of unique data fields (date, text, number, etc.) may be created on the interface, to facilitate the storage and retreival of special data depending on the profile and processes of the company.
By the help of the mass importing of documents; the registry of circulars or documents with the same content to be sent to several addressees may be completed in the fraction of the time that it had previously required.
The saving of documents, logging into an archiving system, searching for the document in the file system and then attaching the file is a long drawn-out process, as You are likely to be well aware, which often serves to discourage users from storing the electronic version of letters they have created in an archiving, document management, CRM or ERP system. In the case of DMSone Ultimate, the system automatically registers and archives letters that have been created, using document templates. This not only saves several bothersome clickings of the mouse, but You may also rest assured that important company documents will be registered centrally.
Depending on the size of the company, and possibly even its relation to administrative tasks, certain document management processes may be joined together or divided into sections, and delegated to different staff members.
SECURITY
- protection from unauthorised viewers
Users of the system may access their documents or their descriptive data using an MD5-hash coded password. DMSone Ultimate may also be integrated with the company's existing Active Directory which makes the system accessible simply by the same username and password used when logging into Windows.
Thanks to its high-tech three-layer architecture, it can be flexibly adjusted to meet the IT security requirements of Your company. The system is also accessible by remote connection, using a VPN link or Terminal Server application, by the help of an SSL certification, through https:// protocol.
With its multi-dimension authorisation policy, the system is capable of satisfying the needs of companies with both simple - and complex processes and organisation structures. The following authorisation categories may be adjusted individually, - even independently of each other:
- Access to functions and menus,
- Accessibility to pre-set document type,
- Managing employee roles,
- Setting authorisation levels related to the submission and receipt of documents,
- Managing authorisation levels related to the reading and writing of documents,
- Control of authorisation and access according to organisational hierarchy,
- Authorisation levels adjustable per each specific document.
There is an events log that records viewings, modifications and deletions, among other actions. The detailed parameters of the log may be set as required (e.g. only the action itself is shown, or also the preceding and superseding data, etc.)
Naturally, the software manages consignments that arrive digitally signed, and is also capable of registering documents that have been sent with digital signature and time stamp with either an organisation- or personal level certification.
We also thought about facilitating the holidays or travels of Your employees. The "Substitution" function helps in the substitution of absent employees, allowing for their authorisation to be inherited by their substitute, while protecting their personal passwords
QUERYABLE INFORMATION
- support of management decision making, reports
The system facilitates the traceability of documents by offering general and focused search functions, as well as easy-to-handle and printable findings lists. There is a separate findings list for each and every process, where the related, most important and most frequently used search criteria appear, which means there is no need to launch a separate search interface. By the help of the focused search functions, we can set optional filtering criteria by selecting from all of the stored, descriptive data fields. By the help of advanced character recognition technology, we may even seach the content of digitised documents for collocations or word fragments.
Results of the filters; the findings lists are printable or may be exported in table format.
INDEXING
- storing the unique data of documents
Documents arriving at- or sent from the company are identified by a unique registration number. Their registration is assisted by an automatic complement function and maintainable data directories.
Depending on the type of the document (contract, invoice, offer, delivery note, etc.) the system requests the filling of the descriptive data fields that characterise the document. Parameters to this are, naturally, provided by the company.
FORMS
Not only does DMSone Ultimate increase the efficiency of the work process, but it also helps us stay within the bounds of the relevant legal requirements.
In addition to the results of different filters; the data inside the database itself are also printable. This means that the creation of minutes of meetings, subject- and name directories and possibly even registries takes us unly a few clicks of the mouse.
We also thought about having to decide at the end of the year, which document is ready for scrapping in the basement, which is increasingly filled with old paper files…a task neither You nor Your employees are particularly keen on dealing with. We can print a list of documents that may be scrapped after a certain date. The minutes certifying the destruction of documents can also be "printed on paper" afterwards, by the help of the system.
DOCUMENT RETENTION
In addition to the electronic storage of documents, the system also supports the physical storage of documents, as well as their search and temporary removal from the archive; by providing easy access to reliable information.
TECHNOLOGY
- a decade of experience, continuous improvement
The development of the system is carried out using technology based on open standards. This ensures a high level of security, in regard to further development at a later stage, as well as compatibility issues. An own developed framework guarantees that the source code of the system is not subjected to the risk that hides in the version changes of components from unknown sources.
The software operates perfectly in a network environment. Thanks to its modern, three-layer architecture, the system stores the data in a central database, which not only helps to eliminate redundant data, but its automatic save function also helps us implement the secure management of our data.
Thanks to its architecture, the operation of DMSone Ultimate is simple and secure. Whether installed onto a dedicated server or a distributed architecture, updates can be managed with a single click of the mouse. The execution of maintenance tasks and the saving and archiving of the database may be set as scheduled tasks.
By the help of standard interfaces and technologies (eg. webservice, API), DMSone Ultimate is capable of linking to other, widely used applications and systems, such as:
- ERP systems: SAP, Baan, Microsoft DynamicsNAV
- Portal solutions: Sharepoint Portal, PlumTree, IBM WebSphere Portal
- Workflow solutions: Workflow Gen, IBMWebSphere Portal, Therfore
- Office applications: MS Office, IBM Lotus/Domino, MS Exchange etc.
The server side installation of the system takes a maximum of 30 minutes. The presence of an Internet browser is sufficient on the computers of users, separate client side installation is not necessary. Thanks to its low hardware requirements, the system offers optimum performance even on a basic office configuration, which means its introduction requires no further investments in hardware.
The flexible tailoring of the installed system facilitates perfect and precise integration to all IT systems that support the company. At the same time, it provides a truly affordable, easily installable document management system to all companies.
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