Enterprise Content Management

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1 Enterprise Content Management

2 SOCIAL DOCUMENT COLLABORATION SOLUTIONS Share information, streamline workflows, maximize productivity Solgenia Freedoc is a multi-channel, enhanced enterprise file sync & share (EFSS) document collaboration application that creates a social environment where people inside and outside the organization can securely store, share and exchange structured and unstructured business information - regardless of format. Solgenia Freedoc combines enterprise file synchronization and sharing capabilities together with traditional document management features to bring the next generation in document collaboration, storage and sharing. Solgenia Freedoc is designed to provide the best experience either on premise or in public, private or hybrid cloud platforms. KEY BUSINESS BENEFITS Establishes an advanced collaborative platform with minimal administrative overhead Increases individual and work group productivity through ready access to relevant information Enhances collaboration to reduce workplace inefficiencies and accelerate time-to-completion Automates business processes to decrease operating costs and make organizations more responsive Deepens relationships with colleagues, customers, suppliers and partners by sharing information resources and opening business processes Ensures document integrity and retention required for regulatory compliance and total quality best practices Reduces the time and cost of internal and external document distribution Reduces data storage requirements and costs Consolidates key information assets to improve company-wide decision-making Facilitates an organization s migration to a paperless office 2

3 ENTERPRISE FILE SYNC & SHARE Always current, always on hand Solgenia Freedoc Enterprise File Sync & Share is a complete enterprise file synchronization and sharing (EFSS) solution that empowers your workforce with timely access to information from their preferred computing or mobile device. Leading-edge collaboration tools enable users to co-develop, organize and circulate valuable content, making it widely available to a range of business applications and processes. Once information assets are universally accessible, individual and group productivity increases while operating costs decrease. Central, shared repository of information assets Enhances collaboration and productivity Ensures your valuable information assets are not lost or forgotten over time Complete document lifecycle management Manages all stages of the document lifecycle creation, search, inspection, modification, approval, updating, printing, web publishing and distribution Partially or completely automates the document management process, adjusting the document path and the users that can perform operations on or with the information Flexible, custom workflows Enables organizations to define explicit roles and responsibilities within the workflow, to address specific business processes and sets of tasks Decisions are always based on the latest data set Supports organizations with rigorous or loosely structured document management procedures Manages the document lifecycle in accordance with industry requirements or business culture 3

4 SOCIAL COLLABORATION Don t exasperate - collaborate! Solgenia Freedoc Social Collaboration is a social, mobile enhanced enterprise document collaboration application that creates a cooperative environment where people inside and outside the organization can securely store, share and exchange structured and unstructured business information regardless of format. Freedoc Social Collaboration provides a central, shared repository for information assets, metadata and full text indexing, tags, check-out/ check-in, version control, full search, permissions, publication and archival. Local and remote users can share content easily through Freedoc s web portal and keep track of document usage and modifications with an audit trail log. Freedoc Social Collaboration s enterprise file synchronization and share capabilities combined with traditional document management capabilities represent the next generation in document collaboration, storage and sharing. Control measures ensure integrity of content required for regulatory compliance Provides a number of features to ensure the integrity of documents stored within the repository: Access control for folders and documents Document checkout before editing Full tracking of inbound and outbound documents Revision history log Version control that allows document managers to see different versions, review changes, and revert to a previous version (if required), to ensure that information is never overwritten or deleted Digital signatures and time stamps certify document integrity, authenticity and provide a means of non-repudiation Archived documents can be converted to PDF format for a further guarantee of integrity Document integrity is a requirement for compliance with many government and industry regulations Available both as licensed software and as a hosted solution Customers can choose the purchase model that best suits their business needs and budget 4

5 MOBILE COLLABORATION Work the way you want and where you want Solgenia Freedoc Mobile Collaboration synchronizes your files across all your devices, applications, and teams through a social mobile methodology that integrates through the back end with other enterprise applications. With Freedoc Mobile Collaboration, employees can maximize their productivity in creating, storing, sharing and collaborating on information regardless of their mobile device or platform. This powerful app allows mobile users whether they are down the hallway in a boardroom, at home, at the airport or at a customer s site to access and use corporate documents or share them with other authorized individuals for feedback and input. event notifications keeps information flowing Alerts users to the availability of new content, document modifications, completed tasks and required operations (e.g. an approval) Sophisticated tools to delegate web site updates Electronic templates enable users to quickly and independently enter text and graphics they do not require programming or web development skills Automatically formats content in accordance with predefined standards Content Auditors approve or reject proposed content prior to publication, and define its period of validity Web application accessible through a network portal Maximizes accessibility for all users Access to reports is governed by security policies defined by management Ensures confidential information is compartmentalized with limited distribution 5

6 DOCUMENT MANAGEMENT Give digital life to your paper documents Solgenia Freedoc Document Management is a document scanning, OCR, and conversion solution that dramatically boosts knowledgeworker productivity, drives greater business-process efficiency, and enhances information security and compliance within document-based processes. Freedoc Document Management automatically identifies and separates scanned documents through the use of barcodes, patch codes, text detection, or document layout. Once the file type is known, documents can be indexed by extracting key data for further processing, metadata classification and finally routed through Freedoc Enterprise File Sync & Share to be accessed from any device. Freedoc Document Management features a rich set of API and connectors available for integration with popular applications such as ERP, CRM, HR and other enterprise Content and Document Management solutions. Integration with Microsoft Office Simplifies information sharing and archiving One-Click Publishing enables users to quickly save and retrieve workflow documents within Office applications Users can archive s with attachments s are indexed automatically by importing key properties as metadata Saved documents can be converted into PDF format automatically conversion does not require third party software Rapid deployment and site provisioning Reduces administrative start-up costs Scales easily and cost-effectively to meet growing business needs Familiar, intuitive interface gets users up and working quickly Web-based application provides all users with easy access to the document repository Reduces the requirement for end user training and support, and ultimately increases ROI Sophisticated controls secure company information assets Administrators can set top-down policies for access control, document integrity and content recovery Role-based user profiles and user authentication define and control access to different content Stakeholders are provided secure access only to the information that is of interest to them User profiles establish document privileges (e.g. read-only, read/write, limited distribution) Granular access control and database encryption ensures that sensitive information remains confidential Access can be permissioned at the document level (if required) 6

7 BUSINESS WORKFLOW Streamline processes and maintain control Solgenia Freedoc Business Workflow integrates a 100% embeddable web-based architecture for designing and implementing business processes and internal workflows, enabling a systemic approach to improving processes through the integration of process flow and monitoring. Freedoc Business Workflow offers a complete set of tools for creating, executing, and optimizing business processes. Its visually-rich web user-interface (Process Designer) provides an easy business process modeling environment with support for advanced queue management and multi-channel alerts, including notifications and approvals. Freedoc Business Workflow can handle processes initiated within Freedoc or from any integrated (through API) business applications, including clients. With full audit trails maintained throughout the business process lifecycle - from design and deployment to optimization - Freedoc Business Workflow ensures your processes are in line and fully compliant with organizational objectives and corporate governance. Flexible, custom workflows Enables organizations to define explicit roles and responsibilities within the workflow, to address specific business processes and sets of tasks Decisions are always based on the latest dataset Supports organizations with rigorous or loosely structured document management procedures Manages the document lifecycle in accordance with industry requirements or business culture Full traceability of tasks for efficient workflow management Allows managers to constantly monitor progress, test the workload of individual users and identify bottlenecks Reduces wait times, increases operator productivity and lowers operating costs Broad document support Stores and manages documents of all kinds: Electronic documents in native format (text files, Microsoft Office documents, s, faxes, images, video files) Scanned documents Documents from a print spooler Compatible with a wide variety of scanners, multifunction printers, digital copiers and fax servers event notifications keep information flowing Alerts users to the availability of new content, document modifications, completed tasks and required operations (e.g. an approval) Sophisticated tools to delegate web site updates Electronic templates enable users to quickly and independently enter text and graphics they do not require programming or web development skills Automatically formats content in accordance with predefined standards Content Auditors approve or reject proposed content prior to publication, and define its period of validity Web application accessible through a network portal Maximizes accessibility for all users Access to reports is governed by security policies defined by management Ensures confidential information is compartmentalized with limited distribution 7

8 For More Information Please contact your Solgenia Solution Provider solgenia.com Solgenia is the global market leader in Cloud Collaboration and Cloud Infrastructure software solutions. Designed to Bridge the Gap between Personal and Professional Social, Mobile and Cloud user experiences, our solutions help large and medium sized organizations dramatically improve productivity, reduce collaboration costs, and increase the overall enterprise value by bringing collaboration and infrastructure solutions to the Cloud. Based on innovative, patented technologies that support Private, Public and Hybrid Cloud models, all our products offer ease of use, platform neutrality and mobile ubiquity. Headquartered in Toronto, Canada, we have local presence in the United States, Italy and Mexico, and our solutions are available worldwide through a network of over 200 strategic partners and resellers. Solgenia employs over 300 talented individuals and our consolidated revenues exceed $40 million per year Solgenia, Inc. All rights reserved.

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