El Elec ectr tronic onics Doc ocument ument Ma Management gement Sys ystem em Xtranet Technologies Private Limited, India 1
Agen genda da 1. About XtraNet 2. Our value proposition 3. eDMS - Why choose us? 4. Document Management Landscape – AS IS vs TO BE 5. Synergy eDMS Introduction 6. eDMS Modules 7. eDMS Features 8. eDMS Benefits 9. Document filing by status sample 10. Document approval workflow sample 11. Document lifecycle management 12. Sample document categories 13. eDMS Architecture 14. eDMS Project Plan 15. Appendix-1 [eDMS Screenshots with explanation] 16. Appendix-2 [Synergy Platform Details] 2
Xt Xtra raNe Net t Tec echn hnologies ologies UAE AE, , In Indi dia, a, US USA, , Cana nada da We have more than 18 years of experience in providing Integrated IT solutions and managed technology services to Public and Private sector companies. Our Global Presence Our Growth Journey 3
Our Ou r Valu lue e Prop oposition osition After reviewing the project needs and analysing your current and future planning business and system requirements, we believe that we bring substantial value to the table. 1. Advanced Technology - A rich experience in automation technologies enables us to consistently deliver the project on time, and right in first pass. 2. Experienced resources – Support team that we are proposing are experienced and have expert level skills on the process and product knowledge. With deep understanding of product and we will be able to provide deep insight during support activities 3. Best practice based approach – Having supported such products for multiple customer, we come with best practices that has both process and system solution. We help customer in defining end to end process that can be leveraged for their system. 4
eD eDMS MS - Why C y Cho hoose ose us? 1. We are high quality solution providers, empowering business users, developers and designers to create and deliver effective and compelling user experiences. Synergy EDMS provides a robust, end‐to‐end architecture for delivering Rich Internet Applications (RIAs), content and communications across multiple platforms and devices. 2. Synergy EDMS is designed for easy deployment and maintenance within standards based enterprise architecture. 3. Our solution is developed using open source framework and technologies which is huge cost saving against proprietary licensing and easy to deploy and maintain. 4. Synergy EDMS with workflow handles documents by electronically storing, organizing, indexing and filing. They can be retrieved as and when required at the click of a button. a) User can accesses unstructured data in the form of documents present in your organization and store them in a structured form. b) User can access any documents to his desktop and enables him to work with them, eliminating the need for paper‐based documents. c) It is a powerful document archival system, which ensures safety of documents, faster access to them and huge cost savings. 5. Our solution will enable you to manage paper as well as electronic documents and files in a single system. Documents are electronic and can be retrieved easily for quick reference. Depending on your requirements we integrate a set of modules that provide a new level of information control and help you manage your data effectively. 5
Doc ocument ument Ma Management gement La Landsc dscape pe – AS AS IS IS vs vs TO O BE 6
Syn ynergy ergy eD eDMS MS In Intr trodu oduction ction 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. 1. Synergy 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. 2. 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. 3. Following are some of the key uses for eDMS solution: a) Collaborate, Annonate and Revise Documents across the Enterprise b) Enterprise wide Workflow of Documents and Drawings c) Revision Control of Documents d) Manage Document Approval Stages 7
eD eDMS MS Mo Modu dules les - 1 The eDMS have two different modules of operation Administration Module a) User Management This module useful in the functions of Create / Update / Delete users. b) Folder Management This module is useful in the folders and sub folders management here authorized user can Create / Update / Delete folders or sub folders. c) 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 d) Department / Work Area Management This module is useful in case of defining work area of the users. Here authorized users can Create / Update / Delete department or division or work area. 8
eD eDMS MS Mo Modu dules les - 2 Client Module a) 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. b) Document Management It provides basic library services including check‐in/check‐out. c) Document Versioning It maintain different versions of the document d) Retention Policy Administrator is able to set user wise / department wise retention policy. e) Document Scanning and OCR It scans the document, after scan dynamic OCR is done with built in powerful OCR engine. f) Document Indexing & Processing Centralized indexing and post branch scanning along with Maker‐Checker scenario for document processing 9
eD eDMS MS Mo Modu dules les - 3 Client Module continued g) 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 h) Annotations User can mark annotations (remarks) on the existing files and it is viewable only to the concern users i) 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. j) 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 k) 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. 10
eD eDMS MS Fea eatures tures - 1 a) Comprehensive search capabilities with metadata to quickly locate the information b) Security and privacy eDMS enterprise‐class architecture maintains the confidentiality of user and corporate data by encrypting data at motion and at rest. c) 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 d) 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. e) Interoperability with existing systems eDMS seamlessly integrate with existing systems to enhance and extend their capabilities without negatively impacting their performance. f) 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. g) 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. 11
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