Enterprise Document Management

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2 The Challenge of Enterprise Document Management and On-demand Access Document management controls the life cycle of documents how they are created, reviewed, and published, and how they are ultimately disposed of or retained. Although the term "management" implies that information is controlled from the top of the organization, an effective document management system should reflect the culture of the organization that uses it. The tools that you use for document management should be flexible enough to enable you to tightly control a document's life cycle, if that fits your enterprise's culture and goals, but also to let you implement a more loosely structured system, if that better suits your enterprise. Each organization will undertake its own specific approach based on its own environment, however most organizations are facing similar challenges, including: Too many silos:documents are spread across multiple physical locations, departments and media, making it extremely challenging to find and access records in a timely manner. Performance issues:performance in records management can cover a number of functions from the speed required to find, access and produce documents, to the application and enforcement of policies that determine retention periods, access rights, secure destruction protocols and other criteria. The cost of inefficiencies on productivity:inefficiencies are not only costly to the organization in terms of money and productivity, but they also put the business at considerable operational risk. Did you know? Gartner research claims that procedures related to documents cost 40%-60% of working hours of office staff, 20%-45% of labor expenses and 12%-15% of corporate turnover. Approximately 7.5% of the documents in an office is lost and 3% of them are not accessible due to misfiling.(2) An office staff spends 50% of his/her time regarding documents on searching and finding them, 5%-15% of his/her time on reading this document. 59% of 1,000 managers surveyed say they miss important information almost every day because it exists within the company, but they can t find it. (Source: Accenture) Users waste 30 minutes a day -- or 16 days each year -- searching for documents. (Source: Harmon.ie) An efficient solution for conducting enterprise searches across all available internal content could improve staff productivity by an average of 30% (Source: AIIM) Reduce complexity Simple, scalable and effective solution Organizations must focus attention on a system, which frequently incorporates the following: Modular rather than implementing a large, feature-rich system all at once, organizations need to address their most pressing issues first, then expand their use of the system incrementally to meet additional requirements as their needs evolve. Scalable to allow organizations to support their existing user base and document volume, yet add users and documents as the organization grows. Easy-to-deploy and maintain to minimize impact on IT staff. Easy-to-use to reduce end user training time and costs Inseyab Consulting & Information Solutions LLC. 1

3 AN INTELLIGENTAPPROACH TO DOCUMENT MANAGEMENT Inseyab's Enterprise Document Management System IDMS provides and rich toolset to help users manage your valuable business documents and records efficiently. Managing users, security and access permissions, user groups, work areas (domains), versioning and document control are just a few management functions of Inseyab s enterprise document management software.the centralized Document Repository provides a self-service environment with which authorizedusers can manage document lifecycles efficiently and securely. Tracking changes to documents,audit trails and logs will help you manage your documents with incredible efficiency and speed. Leveraging the Power of Microsoft SharePoint Using thesharepoint platform, Inseyab s DMS leverages a concept called a document library to store documents. Document libraries let you define containers for keeping documents together, such as documents for a specific project, department, or any other logical grouping. Document libraries are not limited to Microsoft Office filesthey can hold any document format, including PDFs, images, videos, and text files. The system simplifies creating new documents or making changes to an existing one by allowing users to initiate such requests and taking the document through various stages as per rules and workflows defined at the organizational level. Inseyab Consulting & Information Solutions LLC. 2

4 Create, Manage and Control Tasks for creating, reviewing and approving documents are assigned based on roles and responsibilities along with due dates; notifications and reminders keep the process on schedule; escalations can be triggered when due dates are not met. Flexible workflows for various stages in the document lifecycle can be configured and changed dynamically to suit the business requirements. Document uploading is very simple, user can upload one or multiple document at the same time. User can also create a new document using provided templates in document library. Metadata Inseyab Consulting & Information Solutions LLC. 3

5 In a document management system, metadata is the information that describes the document. It comes in two flavors: automatic and user-defined. Automatic metadata is traditional descriptive information, such as VALUE PROPOSITION MAINTAIN A CENTRAL, SECURE REPOSITORY FOR EFFICIENT STORAGEAND RETRIEVAL OF CONTROLLED DOCUMENTS ACCELERATE REVIEW AND APPROVAL CYCLES WITH DOCUMENTSAUTOMATICALLY MOVING FROM ONE STAGE TO THE NEXT IMPROVE COMMUNICATION AND TEAMWORK ACROSSDEPARTMENTS AND FUNCTIONAL AREAS GAIN ENTERPRISE-WIDE VISIBILITY INTO DOCUMENT STATUS WITHMEASURABLEPERFORMANCE METRICS title, author, created date, file size, etc. This metadata is automatically added to the system when a user adds a document to SharePoint. User-defined metadata requires an administrator or developer to add extra "columns" to SharePoint document libraries. These columns hold additional information about the document. Multi-Domain functionality Create independent domains for different departments or divisions to organize documents andknowledge workers according to their business function. Assign users access to multipledomains. Domains are top-level structural units intended to organize groups of related usersand relevant document classes according to their job or business functions. Robust Document Management with Version Control Inseyab Consulting & Information Solutions LLC. 4

6 Versioning is the method by which successive iterations of a document are numbered and saved. Versioning can be configured on particular requirements. Each document library can have a different versioning control that best suits the kind of documents in the library. Create major versions: Specifies that numbered versions of documents are retained by using a simple versioning scheme (such as 1, 2, 3). To control the effect on storage space, you can specify how many earlier versions to keep, counting back from the current version. Create major and minor (draft) versions: Specifies that numbered versions of documents are retained by using a major and minor versioning scheme (such as 1.0, 1.1, 1.2, 2.0, and 2.1). Versions ending in.0 are major versions and versions ending with non-zero extensions are minor versions. Previous major and minor versions of documents are saved together with current versions. In major and minor versioning, any user who has read permissions can view major versions of documents. You can specify which users can also view minor versions. Check-out and check-in Through acheck-out/check-in function, documents can be versioned and multiple revisions of the samedocument can be stored and archived. Preserve the integrity of information with a checkout/check-in mechanism that automatically creates new document versions to forestallinadvertent overwrites. Inseyab Consulting & Information Solutions LLC. 5

7 Check-out and Check-in are the methods by which users can better control when a new version of a document is created and also comment on changes that they made when they check a document in. Enable users to check out documents from a document library before they edit documents as well as the following benefits: Better control of when document versions are created. When a document is checked out, the author can save the document without checking it in. Other users of the document library will be unable to see these changes, and a new version is not created. A new version (visible to other users) is only created when an author checks in a document. This gives the author more flexibility and control. Better capture of metadata. When a document is checked in, the author can write comments that describe the changes that were made to the document. This creates an ongoing historical record of the changes that were made to the document. Users can check out documents, undo check-outs, and check in documents from Office 2013 client applications.when a document is checked out, it is locked for exclusive editing by the user. When the user saves edits to this file, the changes are uploaded and saved to the server. The changes are private to the user and not visible to others. When the user is ready to check in the document, the latest changes are made visible to others and published. From Office 2013 client applications, users can also choose to leave checked-out documents on the server by changing content editing options. Content approval Inseyab Consulting & Information Solutions LLC. 6

8 Content approval is the method by which site members who have approver permissions control the publication of content. A document draft awaiting content approval is in Pending status. When an approver reviews the document and approves the content, it becomes available for viewing by users who have read permissions. A document library owner can enable content approval for a document library and, optionally, can associate a workflow with the library to run the approval process. Enterprise Search Administrators can configure search to enable users to find relevant information more quickly and easily than ever before. It will help user to search documents using with title, author, metadata or content.sharepoint 2013 builds a single repository of index which allows users to provide a single enterprise search center experience and avoid the need for going to different applications to search for the same type of information. SharePoint 2013 smart document viewing enables users to get a preview of any document or file by simply resting the cursor on them. This saves a lot of time and helps users become more productive. The search results page includes a refinement panel, which provides a summary of search results and enables users to quickly browse and understand the results. You can also search documents in a document repository or from entire site at the same time. Custom Properties Enable custom properties to be entered for each document saved into the library. You can then sort, filter and search based on those properties. You can create many different kinds of properties, included text, numbers, dates, user names, and pre-built lists. SECURE, AUTOMATED ACCESS CONTROL Inseyab Consulting & Information Solutions LLC. 7

9 Whenever documents are stored in a central repository, it's important to consider who will be able to access them. SharePoint document management software system allows administrators to define security rights to SharePoint sites, libraries within those sites, and documents within those libraries. These rights consist of permissions assigned to individual users or groups of users. Permissions levels range from read-only to full control. Secure Storage & Retrieval The type of file available for view to each user is controlled by Policy-Based Authorization ; document access policies are defined in the system using Microsoft SharePoint Foundation Services. A core value of SharePoint is how simple it makes posting and providing access to documents for employees on different levels to collaborate. Effective SharePoint access security begins with the ability to understand who a user is, then make the correct decision about whether they should be granted access and what type of file they can access. Complete visibility and access to business-critical information, whenever and wherever you need it. Our end-toend set of capabilities allows you to integrate active and inactive records in both paper and electronic media, across all locations. As a result, discovery costs are contained, compliance improved, and complexity reduced throughout the discovery process. Quickly and cost effectively find, organize, prepare, image, host and reliably deliver documents to end users.inseyab managed services are designed to allow you to quickly deploy new capabilities without the capital expense or lengthy implementation times of an in-house solution. Our job is to help you regain control of your business information without losing control of your budget and every day, our success is measured in the trust of enterprise clients. Inseyab Consulting & Information Solutions LLC. 8

10 Workflow A document workflow is a prescribed set of steps the document may go through during its development and lifetime. SharePoint 2013 ships with several basic workflows that allow you to quickly request feedback on a document or get approval. Export to Excel Once you have custom properties associated with the document in your library, you can also export the properties to an Excel Spreadsheet where you can sort, filter and work with them in ways you are used to. Explorer View Explorer view helps to Copy bulk of documents including folders. It open document library as a folder where you can copy, paste & delete large amount of documents (actions depends on available rights). Alerts and RSS Like all features in SharePoint, you can sign up to receive alerts for any changes made in the document library. You can even set up an alert just for a specific document.you can also view an RSS feed for the library and contents of the documents in the library. Inseyab Consulting & Information Solutions LLC. 9