SYNERGY – e 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.

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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 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