Electronic Document Management System

Overview

Today's world of information technology is all about accessing and managing information in a cost‐effective manner, saving valuable time and space.

Research shows that in any business 98 per cent of the documents are stored and archived for future reference after their current utility ends. Large spaces are required for storage of these documents, wasting valuable space. Stored documents are also exposed to the risk of damage, being misplaced or misfiled. Retrieving old documents is extremely time consuming as well as resource centric sometimes, additional manpower is required just to maintain them.

DMS

electronic Document Management System with Workflow is a solution used to track and store electronic documents and/or images of paper documents. Document management systems provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities.eDMS provide effective knowledge and information sharing that is vital to any organization. It’s Content management solution help businesses manage and distribute information faster and more efficiently.

Following are some of the key uses for eDMS solution:

  • Collaborate, Annonate and Revise Documents across the Enterprise
  • Enterprise wide Workflow of Documents and Drawings
  • Revision Control of Documents
  • Manage Document Approval Stages

The eDMS have two different modules of operation:

Administration Module

  • User Management
    This module useful in the functions of Create / Update / Delete users.
  • Folder Management
    This module is useful in the folders and sub folders management here authorized user can Create / Update / Delete folders or sub folders.
  • Access Management
    This module is useful in assigning different roles and access rights to different folders for the different users. With this feature the application is completely secured towards unauthorized access keeping documents in safe hands
  • Department / Work Area Management
    This module is useful in case of defining work area of the users. Here authorized users can Create / Update / Delete

Client Module

  • Document Archival
    It provides a central repository to archive high volume of documents that can be accessed and shared between multiple users, locations or the entire enterprise. Different document types and content are archived through rights based archival.
  • Document Management
    It provides basic library services including check‐in/check‐out.
  • Document Versioning
    It maintain different versions of the document
  • Retention Policy
    Administrator is able to set user wise / department wise retention policy.
  • Document Scanning and OCR
    It scans the document, after scan dynamic OCR is done with built in powerful OCR engine.
  • Document Indexing & Processing
    Centralized indexing and post branch scanning along with Maker‐Checker scenario for document processing
  • Workflow
    Centralized workflow where user can create new workflow and assign users to it and define set of rules to operate, also manage existing workflow system. Each user will have alert available on the dashboard. Also alerts available outside the eDMS through email
  • Annotations
    User can mark annotations (remarks) on the existing files and it is viewable only to the concern users
  • Enterprise Search
    The exhaustive document and folder searches on date, indexes and general parameters as well as full text search on image and electronic documents.
  • Check‐in / Check‐out
    Users can Check‐out required document process work on the same and Check‐in again once user completes his work. In case user is not available for check‐in the checked‐out document administrator can force check‐in the same documents
  • Dash Board
    There is separate dash board for each user. User can see his dash board once he logged in the eDMS system. There are certain handy information is available to act upon it for e.g. Checked‐out document list, recently modified and downloaded documents, User manual …etc. This helps out in fast decision making.

eDMS Features

      • Comprehensive search capabilities with metadata to quickly locate the information
      • Security and privacy eDMS enterprise‐class architecture maintains the confidentiality of user and corporate data by encrypting data at motion and at rest.
      • Permissions - Users can modify sharing permission settings through an easy‐to‐understand graphical user interface, while enterprise administrators can implement permissions throughout an organization with the administration module
      • Ease of deployment and maintenance eDMS architecture is design facilitates easy deployment, management, and can be maintained without requiring additional resources. Built in self installation and Configuration module towards easy deployment.
      • Interoperability with existing systems eDMS seamlessly integrate with existing systems to enhance and extend their capabilities without negatively impacting their performance.
      • Long‐term viability So that organizations can be confident that their investments will support future requirements as well as current short‐term needs as well as provide long‐term stability and growth.
      • Our solution supports upfront display (preview) of most of file formats that can be converted into pdf. We can also provide facility to modify autocad file in web browser at additional cost of web driver.
  • Alert Engine Send email alerts to the users and administrators
  • Workflow schedule wise with built in total security and alert management outside the eDMS system through email.
  • Physical Storage location of the Repository folder Now administrator can browse and select storage location anywhere within the network enabling storage in multiple servers
  • Scan a document within eDMS directly from the client system and store result into the database
  • Built in OCR engine for saving dynamic metadata of the of the scanned document into the database
  • Annotations engine where superior can remark on the scanned document and that will be viewable to the concern user only. Superior can mark annotations if he has permission to do it.
  • Database and Repository backup & restore eDMS Admin can take full as well as selective backup of Database and Repository to another media. Our database can work in distributed clustering mode and also has capability to self replicate on multiple machines in real time thus preventing any data loss
  • eDMS can be easily integrated with ERP systems such as Microsoft, SAP, Oracle or any other enterprise system.

eDMS Benefits

      • Make quick and accurate business decisions
      • Comply with regulatory requirements
      • Allows setting comprehensive policies for storing and retaining content for compliance
      • Reduce duplicate document storage across the enterprise thus reduce storage, cost
      • Remove old documents from the eDMS using built‐in retention engine thus reduce storage, saves document search time
      • Improves customer responsiveness through agility for extended enterprise, powered by synchronizing content spread across information silos and disparate systems
      • Identify and leverage opportunities with collaborative framework
      • Business Continuity Management
      • Strong Roles & Rights management based on User types.

eDMS Architecture

  • Robust 3 Tier technical architecture based on tried and tested design patterns is flexible to be deployed On-Premise data center, Cloud server or both in Master – Slave mode with almost no manual maintenance requirement
  • Backup data in real time through use of clustered / distributed databases
  • Uses Graph database technology to store file metadata in schemaless environment and NoSQL key value pair database for securely storing binary file data
  • Developed using proven opensource technologies that is used by fortune 500
eDMS
  • eDMS uses 256 bit SSL encryption to protect data, encrypted stored data can only be viewed by business users from front end
  • eDMS allows you to capture data from many different data sources easily through flexible integration architecture
eDMS
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