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2 What is the Document Management Lifecycle? The Document Management Lifecycle is a concept that describes the four stages documents and data pass through within an organization. Understanding these stages is critical to optimizing the way your business captures, manages, distributes and secures business information. RJS Software has a variety of solutions that can assist with each phase of the lifecycle. Used together or individually, they can help you to save money and increase the efficiency of your entire organization. Document Capture and Creation Capturing signatures and data, and creating forms and reports that people can easily access, use, and distribute is the first and often most challenging stage of the Document Management Lifecycle. For your business to become more efficient, documents and data need to be captured digitally or created electronically by internal systems. This usually consists of capturing or creating documents, data and signatures using scanners, electronic and web form software, digital signature technology, and other methods. For instance, consider a customer order process. Documents such as orders can originate from paper sent in the mail, via fax, as an attachment, or even as an electronic data interchange (EDI) that digitally transmits a customer order. All of this information needs to be captured, indexed for search and digitally stored. RJS Software offers a variety of solutions to meet all those needs. The solutions range from simple to advanced scanning options, electronic and web form technology and signature capture software. Document Capture & Creation Options: 1. Integrated Scanning RJS offers a simple capture solution called the Scan Workstation. The software allows users to scan documents and pass the captured document data to a financial application or ERP solution with a single click. This operates most efficiently using dual monitors so that users can review both the documents they have captured as well as the data entry screens in their line of business application at the same time. A user simply enters the data into their ERP application and an integration tool passes or sends the correct index keys to our Scan Workstation software. This eliminates all dual entry that previously may have been done and allows for a streamlined imaging process. Also, 2 P age

3 database integration can be used so that when a document is saved into a document management system, the index information is verified against the information found in the ERP application. 2. Inbound Capture using Document Routing Using basic Scan Workstation functionality is great for small departments that only have a few employees to scan and enter documents. However, for departments that have multiple teams of people processing documents, a document pool or work queue is a better option. Document pools allow users to pull documents from a queue of files that are staged for data entry. RJS WebDocs document management software offers a built in document pooling feature that automatically routes documents. The software ensures that only one user can select and work on the same document at a time, thus eliminating duplicate data entry. Documents enter the pool via the same capture methods discussed above: inbound faxes, , batch scanning processes, EDI, etc. This solution also gives users a higher level of integrated functionality because documents can be digitally annotated. Users can also take advantage of single click index integration from their financial or ERP system into their document management systems. 3. Faxing and EDI Faxing and third party EDI solutions also need to be considered when discussing document capture. A faxing solution that allows for fully automated document capture takes inbound or outbound fax transmissions and translates them into PDF or TIFF files. It then saves those files in network folders or other inbound capture locations that can be monitored by your document management solution. RJS fully integrated application is called Enterprise Fax Solution. EDI solutions also allow for a certain level of document and data entry automation. When an EDI transmission is received by an ERP or financial package, a document can be generated and saved into the document management system where it can be processed and indexed. If an automated EDI solution does not exist, RJS Software offers data collection options like WebForms, a web based fillable form solution that can capture customer orders and other documents. (See more on WebForms below.) 4. Automated Data Entry Solutions RJS offers two advanced capture options that allow for an almost fully automated data entry and image capture process. a. Simple Capture This is a more advanced capture solution than our Scan Workstation software. Simple Capture identifies each scanned document based on a template on file in its fingerprint database. When a document is first entered into the system, it is assigned a template or fingerprint that the software recognizes each time a new document is scanned. This allows the software to automatically extract data from the mapped fields and enter that data into your business applications and/or document management system. The only manual intervention required is the initial key verification for the batch. Once verified, the indexing process is automated. 3 P age

4 b. docalpha This solution takes automated scanning to a new level of sophistication. The solution differs from Scan Workstation or Simple Capture in its ability to add business logic and processing rules to scanning document batches. The software automatically recognizes documents that have been processed in the past, applies pre existing template fingerprints, and extracts and enters that data into back end business systems or a document management application like WebDocs. The solutions does not require any manual intervention unless a pre configured business rule for a template is violated. docalpha also automates the extraction of line item detail from documents such as AP invoices, making it a truly unique and beneficial solution. 5. System Generated Output Most document management processes not only require capturing documents sent into an organization from the outside, but also internally generated content from key business applications. Good examples of these types of documents exist in both customer order and accounts payable processes. In the case of customer orders, the process begins with a customer sending in order documents which then results in internally generated content such as an invoice, order acknowledgement, pick/pack list and other supporting documents. Since ERP and financial systems are critical to the entire AP or Customer Order workflow, RJS created DeliverNow and other solutions to monitor the various locations those documents would be saved in, including network folders or output queues on a non Windows based system. When an external system generates a document, DeliverNow monitors that location, converts the output document into a usable format like a PDF or TIFF file, and then automatically captures and saves that document as part of the overall workflow. 6. Electronic Forms Our flagship forms software, iforms, let users create dynamic electronic forms and data driven reports from PC or IBM i data. The product allows electronic forms to be generated from several types of data sources, including text based spool file reports and virtually any type of database, including DB2, SQL Server, MySQL and Oracle. The solution makes form and report generation simple and dramatically cuts down on paperrelated printing and storage costs. Forms can be ed and saved digitally rather than physically, but can be printed if needed. 7. Web and Mobile Forms RJS premier forms capture software is called WebForms. The solution allows users to web and mobile enable work orders, HR documents, expense reports and other paper based forms. The solution is unique because it contains business rules that enforce behaviors and ensure data is entered correctly. Form data is captured electronically and then automatically passed to any database, financial application or document management system like WebDocs. WebForms also allows users to 4 P age

5 digitally sign forms and route them through business processes. Mobile versions of the software can be enabled on a tablet PC, ipad or other mobile device. 8. Digital Signature Capture Many companies are trying to automate approval processes and go paperless but haven t found a way past physically signing and routing documents. RJS solution for this problem is SignHere. The software dramatically reduces paper shuffle and printing costs by electronically capturing signatures and applying them to documents generated from any source. SignHere allows users to capture and apply a digital signature to invoices, bills of lading, proofs of delivery or any other document generated from an ERP system, IBM i spool files, Windows applications and virtually any report or forms software. Those documents can then be electronically routed, ed and saved. Document Management Securely managing documents and other data after they have been captured or created is the next stage of the Document Management Lifecycle. If you can t trust the integrity of your data and can t find information when you need it, what good is it to you? RJS has solutions that make your life easier by giving you the tools to find and use documents and data easily, without burdensome process changes that complicate the way you normally work. Our document management solutions include: 1. WebDocs Effective document management is about more than digitizing content and throwing it on a shared drive, network folder or using Microsoft SharePoint as a repository. A comprehensive document management solution like our WebDocs software will allow you to index and store scanned documents, existing digital files and content generated from ERP and other business systems. It will also give you multiple access and retrieval options, allow you to route documents through business processes, and provide a level of security that ensures mission critical information never gets lost, stolen or viewed by unauthorized personnel. Network storage systems, SharePoint and other free methods of managing documents don t integrate into key business systems, are not secure and don t incorporate business rules into the scanning process. Additionally, document search tools are often weak and there is little control over who can access, edit or delete documents. These process and security holes can lead to data leakage, loss, theft and worse. WebDocs serves as a document repository for key business information. The software enforces business rules and logic during the document capture process, and gives users administrative control over who can access and manage information at departmental, sub group or even document type levels. It also includes robust index key and full text search functionality, so documents and related content can be found quickly. 5 P age

6 The software also adds the ability to search for documents directly from ERP or financial application screens, and integrate scanning processes that help cleanse or backfill data in your business applications. 2. Smart AP A lot of organizations find specific business processes to be extremely challenging, and worthy of a more unique and focused solution. RJS created Smart AP to specifically address the challenges found in Accounts Payable. The solution streamlines invoice processing by capturing invoices electronically and routing them through every step of an accounts payable workflow, from matching and GL coding to approvals and payments. Invoice data such as vendor ID numbers, date, line item descriptions and charges are easily captured and validated based on your business rules. Smart AP makes paying invoices easy and error free because it helps users automatically match POs and look for variances in quantity and amount from a single web interface instead of multiple screens. Smart AP also takes care of unique issues like of not having a PO to match against by including customizable purchase order request forms that can be built into any approval process. Smart AP plugs directly into your Enterprise Resource Planning (ERP) or financial system to cut down on duplicate data entry and give you a single screen for matching, GL coding and approvals. Document Distribution Capturing and storing documents digitally is a great way to improve the way you manage information, but it s only a start. To truly reap the rewards of going paperless, you need to improve business processes and speed up document delivery by automating the distribution of information within your organization. RJS can help you do that by automating Accounts Payable, Order Entry and virtually any other paperintensive business process. Instead of having to find the work you need to review and approve, it finds you automatically. We can also take documents and reports generated from key applications and digitally distribute them to colleagues, customers and business partners. Our report distribution and workflow automation solutions include: 1. WebDocs and Smart AP Both solutions support basic automated or user initiated document distribution. Depending on the scale of your document distribution needs, the software can be configured to deliver documents via and fax when certain business rules apply. WebDocs and Smart AP even allows users to distribute internal reports through by using links that requires users to log into the applications before accessing the document. This feature enforces user security rules and cuts down on the amount of space attachments take on your mail server. Sometimes basic linear routing capabilities are not enough for more sophisticated rules based processes. Both WebDocs and Smart AP can be leveraged for more advanced workflows that might involve multiple departments and users, with various approval stages along the way. 6 P age

7 Another common method for delivering content is through a customer or internal portal environment. Many WebDocs and Smart AP customers deploy the solution externally to their customers for general document access. The solutions allow this through the software s browser interface or through a portal solution you may already use such as SharePoint, WebSphere Portal or an internally developed customer website. 2. DeliverNow Our DeliverNow software automatically monitors, converts and delivers reports, forms and other documents from key business systems on any platform, including ERP, SharePoint and other business applications. DeliverNow can take reports generated from IBM i spool files, Windows applications, or from Linux and AIX and burst and convert them into PDF, RTF, HTML, Excel and other file formats. Converted reports can then be ed, faxed or distributed to any output directory, output queue, FTP site or a document management system like WebDocs. 3. Document Assembly Whether you re a manufacturer who needs to assemble and route shop floor documents through a production process or an insurance company that needs to gather and mail customer policy packets, we can save you time and money by automating the assembly and distribution of those documents. Our Document Assembly tool allows you to assemble electronic files from different sources into a single PDF document for printing, electronic storage, and distribution via , automated workflow or fax. Security Securing data, documents and your IT infrastructure is the final stage of the Document Management Lifecycle. RJS provides security solutions that protect your information from cyber threats and costly downtime, ensuring that your data is always safe and accessible, no matter where you are. Sophos Security RJS is a Sophos Platinum Partner, which means we provide the top Endpoint, Gateway, Encryption, Data Leakage and Network Access Control software available anywhere. The Sophos suite of products provides an integrated defense against malware, spyware, intrusions, unwanted applications, spam, policy abuse, data leakage and compliance drift. Sophos has several industry leading features, but one stands out above the rest that makes Sophos software the leader of the pack Behavioral Genotype Protection. This intuitive technology identifies malware or spam, even when a particular sample has never been seen before, by recognizing and extracting genes (or components of behavior). By classifying these genes, SophosLabs then registers characteristics and combinations that will appear in future malware. While other antivirus solutions 7 P age

8 have you walking blindly into possible attacks, Sophos removes the blindfold by assessing future threats faster than a web terrorist can create them. Document Security Our suite of Sophos solutions is a great way to protect documents and data from threats that are primarily from outside your IT infrastructure. However, threats still exists from inside your organization in the form of criminal or accidental theft, deletion or alteration of documents and data. RJS recommends secure document and data storage with WebDocs. With WebDocs, your content is always safe thanks to advanced security features that log all document activity, restrict document access to unauthorized users and prevent documents from being overwritten or deleted. As an option, we also provide Global Velocity's data loss prevention solution, rapiddlp, as an additional security module. Getting Started Many customers understand the value of going paperless and automating business processes, but they don t know how to get started. With any document management solution, you need to build from the ground up. RJS strongly recommends analyzing your current document management environment and business processes before trying to implement a new solution. Changing established work habits and business practices is often personally and politically challenging. Once you ve identified how you do things and understand how a paperless approach to managing information might benefit your business, you ll be ready to implement a comprehensive solution that addresses your organization s Document Management Lifecycle. If you can t or don t know how to go about doing that internally, RJS does offer business analysis and solution design services. Capture Solutions Simple Capture docalpha Batch Import Utility (Automated folder monitoring for inbound fax and other inbound document capture) Enterprise Fax Solution iforms Image Scan Workstation SignHere WebDocs WebDocs tools: o MS Office Add ins and Lotus Plugin Check in support or send to WebDocs support from Microsoft Word, Excel and Outlook. Plugin also available for Lotus Notes. o PDF Print Driver Print any web page or document into WebDocs quickly with our PDF Print Driver. 8 P age

9 o WebForms Tray Capture Drag and drop interface for sending documents into WebDocs. You can drag any file into the icon running in your Windows system tray to capture any document. Management Solutions Smart AP WebDocs Distribution Solutions DeliverNow Document Assembly Smart AP WebDocs Security Solutions Sophos Security Solutions WebDocs If you have any questions or would like to schedule a demo or on on one consultation, visit our website, contact us at or call RJS SOFT. Where information meets innovation. Visit or call RJS SOFT 2014 RJS Software Systems 9 P age

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