Placing effective document control back into your hands

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1 Aptus Solutions Managing Information Assets Placing effective document control back into your hands Aptus Solutions provides you with complete software solutions to your document management challenges. Delivering world-class document management products, developed by us and configurable by you. Integrated software product and support solutions tailored to your organisation and industry s specific needs.

2 Capture, manage and control your documents with Aptus Solutions Content management systems offer you massive gains in control, flexibility and cost efficiency. You can manage the collaboration of your colleagues, contractors, co-ventures, suppliers, regulators and clients on design, construction and operational documents in all formats while still assuring the authenticity, security and provenance of information. Aptus Solutions brings industry knowledge and experience to deliver products and services which give you complete document management throughout your project lifecycles. 2

3 Aptus Solutions is a document management software specialist. Since 1997 we have delivered document and data management solutions to help organisations effectively and efficiently manage their information. Aptus Solutions provides enhanced information management solutions powered by best of breed software vendors, including Microsoft, EMC 2, SAP and IBM. If your organisation has unique needs that require a bespoke solution, we can deliver one. We can also supply off-the-shelf applications to accelerate bespoke solution development and keep costs down. Or we can offer a complete application that embodies document management best practice in a mature, proven, reliable and highvalue application, which you can easily install and configure for yourself. When we launched Aptus Solutions, document management software was only used by the largest of organisations and we worked as consultants to deliver each company s desired outcome from it. From our earliest days, we have also drawn on our experience to develop a suite of leading software products, shortening the consultancy engagement and placing the fruits of our considerable expertise in the hands of any enterprise. 3

4 Microsoft SharePoint Microsoft SharePoint offers the ability to publish, manage and disseminate webpages and documents across your organisation and to your external stakeholder groups, such as suppliers and regulators. SharePoint enables the informality, flexibility and ease of use of internet technology. It also delivers enhanced knowledge sharing, increased productivity and reduced document storage costs. However, switching from hard copy document control to electronic delivery, or changing an existing electronic solution, can present challenges. These include loss of control, software incompatibilities and problems integrating new software with existing IT and legacy systems. That s why Aptus Solutions has created yourdcc, a software-based document control centre for Microsoft SharePoint. yourdcc is highly flexible and configurable, and can be delivered over your network or via the cloud, allowing you to offer secure access to internal and external stakeholders via an internet-enabled device. 4

5 Engineering document transmittals for oil and gas EPC Offshore platforms for the oil and gas sector are hugely complex and are highly regulated engineering, procurement and construction (EPC) projects. Several of the world s largest energy companies have adopted global transmittal solutions via SharePoint Web Parts to transmit and track statutory documents within engineering workpacks. The reduction in errors and improvements in information quality have been significant. yourdcc includes all the features you would expect from a document management solution, plus you can issue secure transmittals to internal and external parties, handle renditions, create engineering workpacks and map relationships between documents. From a single SharePoint management interface, yourdcc provides a comprehensive audit trail and you still maintain complete control. Reporting tools reduce risks by identifying issues before they become problems. yourdcc integrates seamlessly with your existing SharePoint installation, reducing the learning curve and enabling universal access for authorised users. Configurable by you to meet your organisation s needs. yourdcc is available on a flexible client access licence (CAL) basis via enterprise servers, server farms and the cloud. Aptus Solutions has proved to be flexible and responsive. Their knowledge, professionalism and commitment are ensuring that we are delivering a quality service to our business. Alan C Brown Information Technology Services Anardarko Algeria Company If you want to enjoy the benefits of yourdcc but don t have Microsoft SharePoint, we also offer per user and enterprise licences for local server or cloud-based SharePoint. This will not only allow you to benefit from yourdcc, but will also enhance communication within your organisation. 5

6 DocFlow DocMail DocReporter Object Loader Sensor EMC 2 Documentum EMC 2 Documentum enables multiple users within your organisation to manage, disseminate and share a huge range of documents, drawings, scanned images, data and even hard copies. Documentum allows your organisation to collaborate and share documents across internal departments and functional teams and maintains a content repository with a central record of file changes and authors, so you can tell at any time who made what changes to which document and when. This is of utmost importance to companies with the highest standards in safety, efficiency and compliance to regulation. In addition, at any given time they may demand to know immediately the status of a project or the provenance of a design or maintenance decision. To address these needs, Aptus Solutions has created a suite of Documentum software products that integrate seamlessly with your EMC 2 Documentum installation. 6

7 DocFlow provides a transmittal solution when your organisation has a contractual obligation to know exactly when and by whom information and documents have been received and reviewed. It provides an audit trail that tracks multiple document versions sent to internal and external stakeholders. DocMail is a complete management solution that will archive messages and attachments in your Documentum content repository. DocMail is standards based, so can work with a wide range of software, including Microsoft Outlook and Lotus Notes. DocReporter allows you to interrogate your Documentum database and generate a huge range of bespoke reports. Our software developers have created a SAP BusinessObjects rapid deployment template (RDT) that, once installed, enables your users to create reports using a simple drag-and-drop style report-building approach. Object Loader is a bulk content import tool for Documentum. You can import and tag documents, drawings, including CAD, and other content into your central Documentum content repository in bulk. It is highly configurable and allows you to retain existing and add new metadata and attributes. Sensor is real time monitoring software to accompany our Documentum suite of software products. It is designed to alert you by or SMS text message if your Documentum installation is experiencing problems, such as low disk capacity or network packet loss. This enables you to take action before your users are affected. IT service company recruits Documentum software product partner A managed IT services provider was tasked by a transnational utility corporation to locate and rapidly install a product-based transmittal solution for its Documentum installation. The IT service company identified DocFlow as the off-the-shelf software solution that could deliver a turnkey transmittal solution requiring no lengthy and expensive consultancy and development. With DocFlow installed, the utility customer has significantly improved supplier management and accountability. Aptus has worked as a close partner with us. Their professionalism and commitment have helped ensure that the project has been a success. Ronald Mackintosh Operations Director Differentis 7

8 Service solutions delivering integrated support To support our products and SharePoint and Documentum configurations, we offer a range of services that include product support, ongoing maintenance and development as required, upgrades and training, to ensure that you and your colleagues continue to gain the maximum benefit. Support might range from ongoing user helpdesk support through to in-depth technical support for your IT team. We can tailor a support package that suits your needs and the capabilities of your users and IT personnel. This can be on a retained basis or as needed, with a clearly defined cost effective structure. Intervention requirements can vary according to the product solutions in place, your organisation s size and complexity, and the capabilities of your IT team. We can deliver a comprehensive planned intervention schedule on a long-term basis, or deliver ad hoc services as required. 8

9 Upgrades may be required when new versions of your product solutions are released, if your organisation is rapidly growing, or if your core activities shift over time. We can implement product upgrades and assist with migrating your existing content management system onto new platforms to expand capacity and capabilities. Training your users can help your organisation gain greater benefit from your existing and new document management software. We can deliver bespoke training programmes to coincide with mass roll-out of new systems, or can conduct small batch training as part of induction programmes when new personnel join. 9

10 You may have highly specific industry and compliance requirements that offthe-shelf solutions cannot meet. Our expert team of developers will deliver a solution that not only meets your specialist needs, but also integrates seamlessly with your existing IT infrastructure. To meet your more specialised and complex document and asset management requirements, we have partnered with best-of-breed vendors to integrate EMC 2 Captiva, SAP BusinessObjects and IBM Maximo. 10

11 Enhanced deal management and search capabilities for global law firm To ensure the most up-to-date case files and collaboration space for new deals are available for its 6,700 partners worldwide, a global legal firm upgraded its existing enterprise content management solution. The upgrade included new secure and audited collaboration space for live deals that required access by multiple internal and external stakeholders. A new search engine was created that allowed users to search across the firm s multiple databases for bound volumes and case notes. EMC 2 Captiva enables your organisation accurately and efficiently to capture hardcopy information, such as documents, images and plans. It includes a workflow system that automatically categorises documents as they are scanned, recognising different types of information through advanced optical character recognition (OCR). SAP BusinessObjects allows your enterprise content and document management system users to create reports based on the information contained in your document database. Via a standard SAP BusinessObjects universe interface, your users simply drag-and-drop different parameters into their desired reports. IBM Maximo is asset management software that allows you to manage and maintain your organisation s assets throughout their lifecycle. You can specify, deploy, monitor, cost and track your assets using a single system. Aptus Solutions knows the meaning of working as a partner. Technical depth, quality of work, and delivery on time and budget are all of a high standard, but what is most refreshing is I feel I can trust them. Janet Taylor-Hall Senior Manager, Global Operations Group Programmes Clifford Chance 11

12 Aptus Solutions We have been delivering mission-critical enterprise content and document management IT solutions since the 1990s. We can offer your organisation best-of-breed product solutions and tailored applications to meet your specific knowledge management needs. Headquartered in London, England with a presence in Aberdeen, Scotland, Aptus Solutions Limited was founded in 1997 to deliver content, document and data management solutions to help organisations effectively and efficiently manage their information. Our highly talented team of consultants and developers have strong industry and technical backgrounds, with experience of developing and implementing practical solutions in the sectors in which you operate. We provide enhanced information management solutions from a number of software vendors, including Microsoft, EMC 2, SAP and IBM. We can supply both custom and off-the-shelf solutions to meet the requirements of all clients from corporate and public sector enterprises to small and medium enterprises worldwide. Our partners include: Microsoft SharePoint Microsoft Certified Professionals EMC 2 Documentum Captiva AIIM Trade Member 12

13 Solutions focused on your requirements You can find our document management solutions in many organisations operating in multiple industries. If your operating processes require the management and control of information and documents, we will have a knowledge management solution that fulfils your needs. We specialise in providing solutions for highly regulated sectors that have tight statutory controls over the dissemination and management of documents and information. We operate in the following sectors: Oil, gas and petrochemicals Media and publishing Engineering and construction Telecommunications Property development Information technology (IT) Facilities and asset management Pharmaceuticals Financial services and banking Life sciences Legal and professional services Healthcare Consulting services National Health Service (NHS) Transportation Local and national government. Our customers include: 13

14 Delivering software solutions that give you control of your content Your organisation can ensure its compliance, reduce costs, improve accuracy and enhance productivity by adopting Aptus Solutions cost effective document management solutions. Explore how we can help you with these requirements: Content management Secure collaboration and sharing Information lifecycle management Knowledge management Access control and monitoring Regulatory compliance and governance Asset management Document management Information and digital asset management Transmittals and distribution Rendition, auditing and reporting Condition monitoring Legacy system and document integration Archiving and storage. To find out how our solutions put document management back in your hands, contact us now: Call +44 (0)

15 Aptus Solutions Managing Information Assets Put document management control back in your hands 16

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