3 1 GENERAL CONCEPTS The integrated document management of a company is due to two trends: 1. electronic processing (scanning) of documents used within the company, aimed at satisfy the needs of secure storage and faster retrieval of acquired and produced documentation in the business environment, with the elimination (or substantial reduction)of paper; 2. the physical storage of paper documents that require (and / or mandatory) keep the originals for a fixed period of time and, typically, characteristic of the type of the document. The solution we propose, in view of an integrated solution, is based on the use of a specialized department system for the two applications described above. The system consists of "Automa Automa-DocMan DocMan", specializing in electronic storage, from "Automa Automa", a WMS (warehouse management system) for the operational management of physical storage, which can control both the manual handling, as well as those made from any automatic machines. Of course there is integration between the two application modules, which gives facility and simplicity of access and consultation for the user. This integration is based on the sharing of common information and the ability to communicate in some cases in which some user requests are of executive responsibility of one or other module. From the diagram on the introductory page (concept) is understood as the scanned document becomes a file, to which the Automa-DocMan systems assigns a code number and its unique barcode. The same code, which is applied on the document with a label, will be used by AUTOMA
4 system for physical managing. AUTOMA management module, shall create a physical Handling Unit (UDM group of documents, typically coming from a regular Department in a box / carton / box / burden), with another of his unique code number, which in turn contains all the Code numbers of documents it contains. Eventually, if the construction of the warehouse requires it, AUTOMA creates a Unit Load UDC (typically wood) on which you allocate a certain number of UDM (box / carton / bundle...), also with its unique code number. This three-level structure (document, UDM, UDC), is matches with the structure of the warehouse s map, where each location planned for the UDM and UDC has its own unique code number. These codes are used in all physical movements. They are reported with automatic reading devices (radio frequency terminals with laser scanners) before each physical operation, ensuring accuracy and traceability of all movements performed.
5 2 ELECTRONIC DOCUMENT MANAGEMENT Automa-DocMan
6 2.1 Introduction Automa-DocMan is a document management system of new generation, designed to meet the needs of secure storage and fast retrieval of digital records in business environments of any size. Automa-DocMan allows you to: - Sort, categories, and save documents on a secure server. -Indexed documents. -Search documents through a search engine. -Consult and download documents. -Monitor the progress of the flow of documentation. The multi-user user architecture of the application allows authorized users (readers, authors and administrators) to share documents and work with them, regardless of their workstation. This architecture also allows selective access to the contents of Automa- DocMan, managing an arbitrary number of user profiles, which can be associated with different sections of the archive documents. The user interface is accessible via a standard Web browser such as Internet Explorer and so is particulary familiar and easy to use by any operator. The web-based based technology allows the use of Automa-DocMan completely platform- independent, location and scope of work, being able to work either in a small local network, an intranet or on a large scale, on the World Wide Web. Finally Automa-DocMan is easily integrated with traditional office automation applications, avoid to the company costly interventions on existing enterprise information system. The documents acquisition can be made from any external source capable to using conventional network protocols (eg, Fax Server, network scanner). Once acquired the document is then possible to associate on it one or more files as attachments. Each document can also be tracked (tracking) so you can see who has carried out operations there. The system is able to keep stores all previous versions (versioning) of the document, possibly making them visible only to authorized users. The messaging system built into Automa-DocMan implements a notification mechanism that allows an administrator (or an author) to inform other users, of the changes of the status of documents of them interest.
7 The dynamic models management allows you to store documents according to the characteristics (fields) considered most interesting. This then also be reflected in the research, which will become much more precise because it is based on a greater number of fields / filter. 2.2 Security Particular attention is given to security aspect. First, the characteristics of the system respond in all to the security respects needs typically as a company archives system. From the systemistic point of view, the machines on which the application relies are secure and invulnerable to viruses machine, on three-levels (web servers, application servers, database servers). The transition from one level to the next is protected by a firewall and an encrypted communication protocol. Further protection is given also by the fact that the files that are stored on the database server are saving using the "finger print" method, so it is impossible to reconstruct the contents of the file unless you also have the ancillary information to be able to rebuild. From the application point of view the security system requires the user to identify themselves with login and password which is immediately associated with the collection of data displayed and the editing features. 2.3 System features The features can be summarized as follows: -User Interface through Web Browser -Access with user authentication -Differentiation privilege user (reader, author, administrator) -Selective access to content based on profiles -Storage of any digital format -Storage hypertext documents -Organization in folders and subfolders at multiple levels -Description and indexing documents -Capture documents from various external sources
8 -Search Engine -Ability to lock a document in progress -Notification system changes 2.4 User profiles To use the application are distinct 3 shapes: PLAYER: is the one that accesses only read the documentation, can freely access the sections and subsections to open the documents. AUTHOR: the figure of the author has more than the reader, so he can : 1. Insert a document / file in a area / zone. 2. Change the attributes (description, keyword, bulletin board yes / no) of an existing file. 3. Delete an existing file. ADMINISTRATOR: operations of an administrator are multiple. It allows the following functionality in addition to those offered by the author mode: 1. Folders Managing 2. User Management 3. Template Management 4. Permissions Managing 2.5 Description of the functionality Documents storage system All documents must be classified according to a 'model', which identifies the document type. In AutomaDocMan structure where documents are stored is a tree structure,where the administrator defines the nodes, or the various folders and subfolders. In the subfolders are inserted the various documents (in Word format, Excel or PDF). Each document in AutomaDocMan necessarily pertains to a model that identifies the type
9 and search indexes. The various models are defined by the administrator. To insert a document you must define at which model its belongs and in which folder will be displayed, then insert the link to the file and if you want even more search indexes Documents management The proposed system allows precisely to edit, delete, move a document from a folder or subfolder to another. The system also allows you to move a document at a time or to move an entire sub-folder with all the documents it contains with a single operation Research-View documents The system provides the opportunity to do a search by selecting the desired folder from the tree or do a search using features (folder, author, connected registry, publication date, specific indices of a model). This search will display a list of all the documents that adhere to the requirements set Reporting There is a reporting system, available to the administrator, based on the system keeps track of the operations carried out: there are therefore reported logon, documents viewed, written, edited, deleted Fax Server Fax reception: The system responds to incoming calls on the numbers associated, receives the documents and forwards them to a specific mailbox for each number. Documents can be generated, if desired, in multipage format TIFF, PDF or Postscript. Faxing: With an application installed on user workstations can be sent by fax any document created by any Windows application that can print. Notification: The confirmation of sent faxes can be obtained directly from the application or received by . The system is also able to generate warnings by in case of nondelivery (eg busy, transmission errors, no answer, etc..) Both in case of system problems. Automa-DocMan Integration : The system will store received faxes directly into the document management system.
10 2.5.6 Workflow of documents The work flow is an application that typically is combined with document management, allowing you to manage the company's internal formal procedures in an automated way. In particular as regards the process of document approval by the heads of function, these will have the possibilities of check all the documents that is being offered for the signature and, consequently, will sign them and start the completion of the work process, rather than reiterate them not to approve the attention of the editor / writer of the document for any changes / rejection. The work flow is combined with the addition of electronic signature certification that allows you to fulfill all the steps mentioned above, without product any paper. For each document type the system administrator can define a set of states of the document, as well as users who have sufficient qualification, can be switch the document from one state to the next (on; approved, revised, published) Automatic actions An action is relates to a document and determines a set of automatic behaviors of the system that will be executed upon the occurrence of an event. The user can decide, therefore, for every action, -the status of work flow that determines the execution of the action -the document object of such action -what to do: -which folder to move -send a message to users - groups -bring the document in the foreground or not -bring the document was locked or not -transform general indexes (not the model)
11 2.5.8 Automatic import of documents Offers the following possibilities: 1. Import documents in a folder and whose indices are defined by a file descriptor. 2. Import documents in a folder and whose indices are defined in the file name. 3. Set different batch import, to monitor several folders. 4. Getting a reporting of imports Integration with digital signature Thanks to integration with the tools of digital signature, in DocMan you can: digitally sign a document verify the signature of a digitally signed document, even this has been signed by external tools. The digital signature of a document in Automa-DocMan, produces a signed document visible as "Attachment" to the original document before signing. In this way you get an immediate view of those who signed it and when.
12 3 PHYSICAL MANAGEMENT OF AUTOMA DOCUMENTS
13 3.1 Introduction In business management, the area defined as Internal Logistics, or Industrial Logistic, be it third party Logistics or other, is an important part in the perspective of costs and competitive advantages. In the services field, the concept of internal logistics is applied both to the management of paper documents to be kept for some time, and materials to support activities of front office and back office operations, such as paper, forms and stationery (economics services), drugs etc.... Automa is a system for the operational management of all warehouse activities, in view of the integrated management of spaces, volumes and transactions with a single tool. It 's an instrument that, in the hands of the warehouse manager, allow to achieve an optimized and rational management of all operations, with real-time control of the resources used and the movements performed. The version that is proposed here is a verticalized version specifically for the management of organized archives, created to make some installations of this type. Using the Material Handling methods on the state of the art, AUTOMA supports the following activities: -Identification and control of incoming documents -possible formation / composition of the Unit Movement (UDM) inflows, or combination of documents and labeling / labeling of boxes in that are contain -possible formation of pallets or Unit Load (UDC) with a code and barcode support of UDC -Allocation UDM and UDC in the stores -Schedule of output requests (requests for title search from the branches, start requests to the shredder expired documents, etc..) -Management of integers picking missions (SVP / UDM) -Manage the picking of individual documents -Recomposition of withdrawals in the shipments area -Check, check shipments, print shipping documents to support -Internal Displacements
14 -Management of warehouse map -Inventories -exchange of information with the form of electronic document management Automa- DocMan. AUTOMA is independent of the physical characteristics of the warehouses are managed, that may have structured areas (drive-in racking, with shelves, etc..) and / or unstructured areas. AUTOMA is multi-company, multi-warehouse, multi-area stores and can handle remote warehouse from the seat where installed. This allows you to manage an archive physically shared by different companies, with its economies of scale. Automa allows at any time and for any object or movement, to check tracking and tracing, as well as to manage expiration dates fixed at the time of registration document. The use of tools for automatic identification (barcode and laser scanners), connected to the network via WiFi protocol, is a fundamental requirement to obtain important advantages: -constant connection and real-time control of the operators -acquisition and consequent immediate availability of the materials after acceptance -dynamic and real-time synchronization of operations in cascade -almost total elimination of handling errors and, in any case, easy to identify and rectify of this -Checking the progress of activities in real time. The AUTOMA system is applicable to all types of stock and allows you to reconfigure the structure and management of the map easily, making it very adaptable to use the system in case of corporate change. The implementation of Automa makes possible a general and profound improvement in the functioning of the warehouse, with major enhancements such as: -accuracy of operations, reduced almost to zero error; -increased worker productivity; -optimal use of storage capacity; -reducing downtime and load paths.
16 Return to Consultation Process of exit Consulting local store / warehouse Pick UDM or document after registered request on the system Managing deadlines Proposal to send automatic soak Withdrawal from list documents to be destroyed with permission Managing freight documents Map management Dynamic and graphical display of the map of locations Query for n. Document,n. UDM, n. UDC, n. location, other index data Managing diverse UDM formats Handle any type of structure Track & Trace Identification documents and UDM using unique barcodes UDM training with matching UDM document number and UDM number (Unified Dimensional Mapping) Search for Department / period / type / expiration date Search by causal handling Display lists of archive documents out for consultation Traceability of all movements History of the movements. 3.4 STORAGE AND LOSS If the needs and size of the stock for consume supplies or other type require it is possible to manage these materials, such as stationery, printing paper, print-outs, stationery and miscellaneous office equipment, etc...
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