DMS Solutions: Document Management and Archiving

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1 DMS Solutions: Document Management and Archiving

2 DMS Solutions: Document Management and Archiving Contents Preface 3 Your prospects with Swiss Post Solutions 4 Our solution portfolio 6 Functional highlights in daily use 8 Security and Compliance 10 IT Management and Administration 12 Cloud Services 13 Your bonus with us 14 2 l DMS Solutions: Document Management and Archiving

3 The DMS and Archiving portfolio from Swiss Post Solutions offers a highly scalable, multiclient capable platform, application-specific solutions and Cloud Services for the effective management and safekeeping of documents and s. Documents and s often impact the core business activities within companies... Employees waste a lot of precious time with the storage, management and editing of documents, the forwarding of information and the performing of searches. Restricted access to information hinders internal work processes as well as the cooperation with customers and partners. More and more stringent regulations regarding data management is a particular burden on IT managers, compliance officers and the company management. Data protection, retention periods, transparency and traceability of business processes are highly debated issues. But what is the situation like in practice? Use your documents to generate profit The daily challenges of information and document management often let us forget how valuable documents are and how great their benefit for business success can be. In this regard, the Document Management and Archiving solutions from Swiss Post Solutions can help you to tap the full potential of your existing knowledge and to... save time and money. make information available. benefit from legally compliant working processes. DMS Solutions: Document Management and Archiving l 3

4 Your prospects with Swiss Post Solutions Centralized knowledge base instead of isolated solutions Multiple collateral information storage systems cost companies a lot of money: On the one hand, multiple storage of data unnecessarily consumes capacities and on the other hand there is the constantly pending question: "Where can I find the required documents?" Tedious searches frustrate employees and negatively impact productivity. The integrated DMS and Archiving solutions from Swiss Post Solutions provide a solid basis for a central knowledge base. All documents and s regarding a topic or a business case can be consolidated. Customized DMS and Archiving solutions from one source Swiss Post Solutions offers standardized DMS and Archiving Solutions for departments and industries that may be installed on-site or used via the Internet as Cloud Services. The Cloud principle for the shared use of software, hardware, data center and all necessary IT services also opens up the opportunity for small and medium businesses to design their information management efficiently and in a legally compliant manner. They can flexibly select their spectrum of services and pay a monthly rental fee dependent on the number of users and volume of documents. 4 l DMS Solutions: Document Management and Archiving

5 Proven technology We provide wide experience in the field of document management and archiving. Our solutions are implemented as individual solutions and standard applications or used as Cloud Services in major corporations as well as in small and medium businesses. Security and Compliance Amongst others, Swiss Post Solutions provides services to companies from heavily regulated industries, such as the financial or legal services sector. We support the compliance of our customers with the highly diverse regulations related to the management of documents and information, through the provision of appropriate security measures. Strong customer focus Swiss Post Solutions offers one-stop consulting and integration services as well as area-wide support. This is how we ensure that every order is executed in accordance with your requirements and professionally supported along every project phase. Innovative solution concepts Our experienced development team refines the established basic technology using state-of-the-art methods and procedures in order to provide solutions that cope with the challenges and requirements all around information management. Hereby, we rely on the cooperation with universities, professional associations and experts within the IT industry as well as the respective industrial branches and academic disciplines. This has brought about our professional and industryspecific DMS and Archiving solutions as well as our future-proof Cloud Services. Sustainability The DMS and Archiving solutions from Swiss Post Solutions are based on international standards and technologies. The open architecture of our solutions simplifies their integration into existing IT structures and third-party systems and makes sure that your investment is protected in the long term. Top-class partners We develop our document management and archiving solutions in close cooperation with the leading hardware and software manufacturers. For the provision of Cloud Services, we rely on the highsecurity data center from Swiss Post. With Swiss Post Solutions you benefit from a qualified team, professional technical and commercial infrastructures and timely supply of the required solutions. DMS Solutions: Document Management and Archiving l 5

6 Our solution portfolio DMS and Archiving solutions from Swiss Post Solutions offer: Manageability of existing knowledge Quick access to relevant facts Seamless integration of your information and communication processes A solid basis and functional tools for efficient team collaboration Audit-proof archiving Tap and use your corporate knowledge with minimal effort The combination of user-oriented access and query functions with a fine-grained authorization concept enables authorized users to access relevant information quickly at any time. Versatile DMS and archiving functions support operating processes involving documents and s. Document archiving in accordance with statutory regulations To avoid the expenses of isolated applications and implement a centralized knowledge base, Swiss Post Solutions consolidates document management and archiving into a single system. Through predefined rules or manual assignment of the appropriate property values you can allocate a status to as well as the associated criteria for Active Documents and Archive Documents to single documents or entire document folders. Among other factors, you can specify in what format and how long documents are to be stored and control who has access to the stored files and documents. The unalterable safekeeping of your data on auditproof storage subsystems is optionally available as a fully integrated component. WebClient DesktopClient MobileClient DOCUMENT TYPES Legacy folders Letter post Self generated documents s and attachments DMS & ARCHIVE Folder structure & Search MS Office & Outlook Teamwork & Processes Security & Compliance Reportings, etc. Senior Management Business Services (Financen, HR, Legal, Supply Mgmt., etc.) Information Technology Product & Service Departments (Development, Consulting, Sales, etc.) Customers, Partners, Suppliers USER GROUPS Authorization concept Audit function Data encryption Long-term archiving 6 l DMS Solutions: Document Management and Archiving

7 Document management is not an end in itself. It is only valuable when the relevant information is available - at the right place and at the right time. Minimize your effort for the management and archiving of your documents with the solutions from Swiss Post Solutions and benefit from the efficient use of existing knowledge. Digital files for departments and industries In the first step, efficient management of documents requires fundamental information technology standards. However, when it comes to a particular application area, additional requirements have to be considered. Hence, we offer preconfigured DMS and Archiving templates for various specialist departments and industries, which reflect the specific document environment and the associated processes. Beyond that, we also implement the relevant security concepts according to the statutory regulations in force. Personnel Files, Contract Files, Matter Files, Customer Files, Real Estate Files... Management Nowadays, electronic mail accompanies nearly every business case. Thus, information management also requires management. To achieve efficiency and compliance goals, companies are not only obliged to ensure the tamper-proof storage and thus integrity of stored s, but also have to provide quick and case-oriented access to electronic business correspondence. As a supplement or alternative to traditional journaling systems our DMS and Archiving solutions offer you all the functions required for the convenient and legally compliant management and archiving of your s. Seamless integration with Microsoft Outlook Migration of archives Apart from the effort associated with paper-based archives there are many other reasons to migrate. Often obsolete data carriers force companies to implement a new solution because the poor performance and incompatibility with modern IT systems impair their business activities at an intolerable level. Furthermore, company mergers, the organizational consolidation or separation of business units can also trigger the need for a migration. In any case, Swiss Post Solutions will support you by enabling the reliable and legally compliant transition of your documents. Established procedures, solution concepts and an experienced team For Managed & Shared Services Solutions for document management represent a worthwile addition to the services portfolio for many Managed Services Providers (MSP) and Shared Services Centers (SSC). An MSP can provide added value for existing customers with innovative document services and use DMS and Archiving solutions for diversification and the entry into new markets. SSCs convince their internal customers as well as the corporate management with customized solutions for document management and archiving. In this regard we are offering professional and industry-specific applications based on a multi-client capable and scalable DMS and Archiving platform. A high degree of performance and transparency for the accurate invoicing of the provided services are further key criteria that Swiss Post Solutions can fulfill with its solutions for Managed & Shared Services. Flexible deployment models, including our Cloud concepts avoid high investment costs and provide an ideal basis for quick turnover. Added value for the customers, development of new markets and sustainable growth DMS Solutions: Document Management and Archiving l 7

8 Functional highlights in daily use Your filing structure Our department- and industry-specific DMS and Archiving applications offer freely selectable as well as pre-configured document structures which are based on our experience. These default settings as well as the number and depth of the sub-registers can be easily adapted to the specific needs of your company through authorized users. Thanks to the sophisticated search options it is also possible to hide a document structure in whole or in part. Find existing knowledge easily Depending on the user and the query goal, stored information can be accessed through the navigation, the index or the full-text search. While the index search very specifically displays all documents with the queried property value, the full-text search is particularly suitable for theme-oriented searches within the document content. Similar to the concept that Google uses, the fulltext search also facilitates the search for objects or business transactions that contain the searched for topic or several keywords in combination. The hits are marked with a relevance value in relation to the search terms. Filters for property values, for example, author or document type enable a further refinement of the search results. The DMS and Archiving solutions display documents in their native format - assuming that the used computer has the appropriate program available. Work without media gap Through the integration of the DesktopClient into Microsoft Office and Outlook, the associated and often very time-consuming routine tasks can be simplified and automated. messages and attachments can be placed into the respective folder together or separately using drag and drop, and also opened, edited and sent from the same location. Your reply is automatically stored on the spot. Another useful function is the link to the Microsoft Office applications, for example, when using existing Word templates which can be directly stored within a specific folder after being processed. Tools for the teamwork and efficient processes The fine-grained authorization concept in combination with a stringent version control are key basics for the shared use of a central knowledge base. Beyond that, these functions support efficient and controlled work processes. Users receive notifications regarding modifications to documents as well as for tasks, appointments and deadlines. Approval processes can be displayed with a status identification as well as notes, and thereby remain transparent thanks to the tracking function. Digital mailbox for documents and s In addition, there are mailboxes available for individual users or user groups enabling them to provide documents for further processing or to receive s. Through the assignment of addresses and white lists for senders, messages are directly forwarded to the mailboxes within the DMS and Archiving solution. 8 l DMS Solutions: Document Management and Archiving

9 To meet the requirements of different user groups and to optimize the team collaboration, Swiss Post Solutions offers the option to access the DMS and Archiving solutions with the WebClient, the DesktopClient or the MobileClients. Available information - wherever you need it... WebClient - worldwide information access via the Internet Internet access is sufficient: After entering the user ID and password, users can access the user-friendly web interface regardless of their current location. The intuitive usability particularly supports Infrequent Users that only use the solution sporadically. DesktopClient personal workspace offering a high degree of comfort The DesktopClient is available as a stand-alone version and with an integration functionality for Microsoft Office and Outlook. Users will benefit from the flexible support of their working processes and a personalized workspace which, for example, contains the own documents and tasks or direct links to frequently used files and documents. MobileClients work locationindependent with iphone & Co. Find information easily - just like in the office and support business processes in a traceable manner: You will receive updates regarding modifications to documents, be involved in approval processes, be able to send documents by , and you can also attach created files to documents or store them in the DMS and Archive. DMS Solutions: Document Management and Archiving l 9

10 Security and Compliance: The essential safety functions at a glance... The legal requirements regarding transparency and data security have increased dramatically in recent years. For this, there are numerous country specific policy documents and directives that must be considered, which precisely define the handling of information and documents. Business information must be stored in such a manner that it is available at any time, ultimately traceable and inalterable. Regardless of whether companies act unknowingly, negligently or with intent - a violation of the data protection regulations can not only cause financial damage, but often also has serious consequences for a company s reputation. Legally compliant without constraints The security concept from Swiss Post Solutions is designed to tackle the challenges companies are faced with, which operate in countries and industries with very high standards regarding Security and Compliance. Therefore customers are always on the safe side if they use our solutions. Our mission, to make documents and s available in a way enabling you to use information in a highly profitable manner is not contradictory to maximum data security. Through a proportionate implementation of sophisticated measures, we are able to provide Security and Compliance without hindering your business processes. The cornerstones of our security concept Fine-grained authorization concept Versioning and audit function Data encryption Audit-proof long-term archiving 10 l DMS Solutions: Document Management and Archiving

11 Data encryption All data is encrypted using state-of-the-art methods (currently AES-256) when it is stored in the associated system components of the DMS and Archiving solution. Without the correct passwords nobody is able to read the data, not even a system administrator. The reliable and secure data transfer, when you access or manage your documents via the WebClient, DesktopClient or MobileClients is ensured though encryption technologies and methods according to the contemporary industry standards. Evidence preserving long-term archiving Swiss Post Solutions supports all major long-term formats and offers the functionality to store documents undeletable and unalterable for a specified period of time. Further processing is thereby impossible. Access rights can be altered according to customer-specific guidelines. Authorized persons are still able to access the documents and content as they are accustomed to through the search function of the DMS and Archive. The system will inform them when the retention period has expired. Fine-grained authorization concept Each user is assigned to a defined user and rights profile that allows for permanent or temporary access to the information which is relevant for him. These profiles may be defined individually by the customers. They control the access to files, folders or documents as well as the associated reading and editing rights for the stored documents. Users authenticate themselves through an ID and password. Versioning and audit function In order to ensure consistent version control, a document must be checked out for editing. It is marked accordingly, set to read-only and is inalterable until a new version is available. The extra share of security If you are required by law, for example, as custodian of professional secrets or because there is a need to fulfill specific requirements due to internal policies, we can offer you the necessary extra measure of security with the so-called Master Key. The Master Key provides the exclusive control of the DMS and Archiving solution, for example, to open and lock the application and therefore control the access for registered users. Additionally, the stored customer data is effectively protected against a potential access through system administrators. To enable the tracking of document-based business processes the DMS and Archiving solutions record and document meticulously by whom and when the system was accessed and what action was performed. Authorized users can access these protocols through the audit function. DMS Solutions: Document Management and Archiving l 11

12 IT Management and Administration Full overview and complete control To maintain an overview, continuously optimize the management of your documents or to invoice document services according to cost centers, we offer standard and customized reports with reference to the scope and structure of the files and documents. Details regarding the processing history and existing links for documents are displayed clearly. Grow flexibly and create synergies Our offering includes a highly scalable and powerful DMS and Archiving platform as well as applicationspecific solutions. Hence, Swiss Post Solutions is your ideal partner for an enterprise-wide document management. You already have a personnel file from Swiss Post Solutions? Then why don't you decide to implement the real estate file, matter file or contract file in the next step. You can expand your DMS and Archiving solution successively and operate it on a single platform. Specialist departments will benefit from customized applications and the IT management from synergies during the administration and operation. Individual configuration of your application We support your business processes with a wide range of functions and configuration tools to adapt our solutions to your specific needs. This will enable you, for example, to perform a customized depiction of file structures, to alter selection lists and templates for the assignment of property values (index values), to set up "mailboxes" for the processing of documents and s through individuals or user groups and to simplify searches through preconfigured queries. Open interfaces for the integration Our DMS and Archiving solutions provide open, standardized interfaces that support the seamless integration with third-party systems. With the DMS and Archive from Swiss Post Solutions you have the appropriate IT infrastructure to remain flexible and meet new challenges. 12 l DMS Solutions: Document Management and Archiving

13 Cloud Services: The IT concept of the future. Globalization along with more and more statutory regulations increase the pressure to manage business processes in a highly efficient and costeffective manner with the help of professional IT solutions. While investments in systems make great demands on financial and personal resources in the long term, cloud computing is the perfect IT concept for the networked, fast paced business world. You want to remain flexible, avoid high inevstment and the cost of operating your own solution? Then the entire range of our DMS and Archiving solutions is available as Cloud Services which can be used easily, dependably and securely via the Internet: Immediately ready for operation Flexibly selectable scope of services Transparent and usage dependent invoicing High-security operation You do not need a budget for the purchase of the DMS and Archiving solution. Thanks to the usage dependent rental fees professional document management based on proven state-of-the-art technology is now available at an affordable price for companies and specialist departments of any size. DMS Solutions: Document Management and Archiving l 13

14 Your bonus with us Optimize the quality of your document management through the efficient and systematic consolidation of paper-based and electronic documents! We provide you with the required software and services: Capturing software for paper-based documents Input Management Automation (IMA) from Swiss Post Solutions includes all procedures and functions for content-related capturing (full text) and indexing of digitized paper documents. Recognition profiles define the property values (index values) to be assigned to the documents before they are sent to the system. The automated full text recognition makes sure that the documents stored in the DMS and Archive are quickly retrievable when needed. The recognition profiles can be customized to meet the customers' needs. This allows you to automate IMA processing tasks for a broad range of documents and forms. Documents, full text, index values and preview images are seamlessly added to the DMS and Archive through properly aligned interfaces. Hardware for high-speed scanning Even today, the optimal coordination of hardware and software still causes a lot of expenses and impedes important business processes. The SLAM 24 high-performance scanners from Swiss Post Solutions for efficient digitalization of paperbased documents are attuned to the IMA portfolio and allow for seamless intgration with third-party systems. The scanning systems provide an outstanding processing performance of up to 950 pages per minute and deliver high and consistent image quality. Various document formats, from business cards to DIN A3 and with different paper thicknesses may be processed in the same batch and with minimal manual effort. The scan jobs are automatically controlled, monitored and managed. For the sorting of original paper documents, our SLAM 24 scanners may be equipped with up to 21 sort pockets. Conversion of existing file inventories If required, we gladly provide you with customized services for the conversion of your existing files, including all related logistics and scanning services. 14 l DMS Solutions: Document Management and Archiving

15 Document Lifecycle Management: From input to audit-proof archiving. Workplace Scanning Desktop Client Web Client Mobile Client iphone, ipad, Blackberry Digitalization IMA Input Management Automation Capturing of paper-based documents, import of electronic documents DMS Document Management System Processing, management, enterprise-wide use -Service Inbox in DMS ICS Intelligent Content Search Full-text search, index search and format-independent bundling IAR Intelligent Archiving & Retrieval Long-term archiving, index- and full-text search, online display Workflow Optional available Administration and configuration External scanning and capturing services Import service for electronic documents (e.g. File-Server, DMS, etc.) Applications (e.g. ERP, etc.) Intelligent Document Processing (IDP) from Swiss Post Solutions includes applications for the lifelong management of general, department- and industryspecific documents. All required components have been packed into a solution that may be installed on-site or rented "on demand" as a Cloud Service : Input Management Automation (IMA) provides for efficient capturing and indexing of paper-based documents. The data transfer between IMA and the Document Management System (DMS) occurs through seamlessly aligned interfaces. The DMS comes with a comprehensive range of functions for efficient and legally compliant document management. In addition to a range of convenience functions like Microsoft Office and Outlook integration and intelligent search options you also benefit from sophisticated rights management, versioning and audit functions. The integrated archive allows for audit-proof storage of the documents at the end of their lifecycle. DMS Solutions: Document Management and Archiving l 15

16 Swiss Post Solutions AG Integrated Document Solutions Sägereistrasse 25 CH-8152 Glattbrugg Phone Swiss Post Solutions AG Integrated Document Solutions Roggenbachstraße 1 D Villingen-Schwenningen Phone More info: