NeoDocs Document Management Software

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1 NeoDocs Document Management Software A NeoDocs White Paper 27/8 Newington Technology Park Newington, NSW 2117 Ph: September 2010

2 Introduction NeoDocs is a document management system that automates manual paper handling processes. It also replaces multi part stationery that is used for business documents such as invoices, statements, purchase orders etc. Uses are varied and include: Replacing expensive pre printed stationery for business documents such as invoices, statements, purchase orders etc. by printing to standard A4 paper with formatting that includes logos, barcodes and different fonts. Produce different documents using the same data stream. Many different output formats are supported. ing business documents instead of printing. Processing incoming documents via print queue, ftp, directory monitoring or . Providing workflow on scanned documents or attachments. Interface for archive storage and retrieval of documents. Interface for uploading external documents. Indexed and full text searching on archived documents. Previous Options Manual processing of documents. Printing to pre printed stationery. Manual archiving and retrieval of documents in boxes. Manual workflow processes. NeoDocs Document Management Software 2

3 NeoDocs Solution NeoDocs is a server based software solution which processes data using smart technology and providing workflow mechanisms. Data is received via Print, File or and is processed immediately. The input file type is not limited and text extracted from the incoming file can be used for conditional processing and workflow logic. The NeoDocs Builder is used to create procedures. A procedure is a workflow for the data to pass through and can include many options for output. Some functions are text manipulation, barcode reading, OCR, Fax, , Report Writing, Image Conversion, PDF handling and many more. By combining these options a procedure can provide a varied set of functions with the same set of input data. These procedures are transferred to the NeoDocs Server. The server monitors the procedures and starts the individual procedure when data arrives. There is no manual intervention. NeoDocs also includes a document viewer and management interface, known as the NeoDocs archive. This is a web interface that is used to view stored output from the procedures. The interface also provides a means to upload other files by html upload, ftp or scanning. Files that are uploaded can be indexed and/or stored with full text for easy retrieval. The NeoDocs Scan Client is used to scan documents that are then uploaded to the server for storage and/or processing. The client includes barcode reading for fast scanning and indexing of documents such as Proof of Deliveries. NeoDocs Document Management Software 3

4 Benefits Cost benefits are achieved by: Replacing multi part pre printed forms that are commonly used for business documents such as invoices, statements, purchase orders etc. Therefore, reducing stationery costs and obsolescence. ing outbound documents and handles both incoming and outgoing documents automatically. Save money for both personnel costs as well as mailing costs. Easy retrieval of stored documents via a web interface reducing time spent looking for documents. Eliminate physical storage of documents. Reduce rental or utilize space. Instant print, or fax of stored documents. NeoDocs Document Management Software 4

5 Scenario A distribution company prints invoices on pre printed stationery. The invoice is sent with the driver of the delivery truck. The driver gives one copy of the invoice to the customer and the customer signs a second copy. The second copy is returned to the office where it is put into a folder and then eventually into an archive box. The archive box is then either stored in the warehouse or off site. Current Process Issues 1. Cost of printing the multi part invoice. 2. Obsolescence of invoice stationery, changes cannot be made easily. 3. Signed second copy of the invoice is hard to locate or at least takes time to find. 4. Once the second copy is sent to the warehouse or off site it then becomes very hard to find. 5. No exception report so that the accounts department knows if there have been goods delivered where no signed second copy has been returned. 6. Use of warehouse space or cost of external storage for archive boxes. 7. Excessive time spent if a customer disputes a delivery. The accounts person must find the paper invoice then copy it and mail it or fax it or scan and it. Neodocs Solution 1. Print the invoice on standard size paper to a laser printer. 2. Invoice includes logos etc. The format can be changed easily by using the NeoDocs Builder. 3. At the same time the invoice is output as a pdf and sent to the NeoDocs Archive. Data from the input file is used to index the document for retrieval later. This data would include invoice number & date, customer number and more. 4. Both the printed and archived invoices will include a barcode which represents the invoice number. The invoice can be printed as 2 copies, one for the customer and one for proof of delivery or there can be a perforated section on the bottom of the first page which is the proof of delivery. The perforated section would include space for the customer to sign and date. 5. The proof of delivery is returned to the office and scanned using the NeoDocs scan Client. The Scan Client reads the barcode and attaches it to the original invoice. 6. If an employee needs to find the invoice and proof of delivery they would use the NeoDocs Archive to search by one or more of the indexes. The employee then views the documents on screen and can print, fax or the document directly. 7. An exception report is created automatically each evening showing all invoices that do not have a corresponding proof of delivery. This report is created as a pdf and ed to nominated employees. NeoDocs Document Management Software 5

6 Implementation NeoDocs Server is implemented on a Windows server and runs as a service. The NeoDocs Builder can be installed on the same server or any other Windows PC. INBOUND DATA HOST ERP SYSTEM, , SCAN, UPLOAD Internet Mail/Fax NEODOCS SERVER Scanned documents Scanned documents Warehouse Sales Accounts Reception NEODOCS ARCHIVE NeoDocs Document Management Software 6

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