MFC Mikrokomerc OFFER

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1 MFC Mikrokomerc OFFER Belgrade, November

2 Contents About the Company... 3 MFC Services... 4 Scanning Documents Digitizing... 4 Microfilming Documentation... 5 Documents Storage... 6 MFC Products... 7 Spider.NET 7 Spider.NET repository of documents... 8 Spider.NET DocFlow... 8 Process Designer... 9 Spider.NET Speed Scan BoxIT Summary

3 About the Company MFC Mikrokomerc Company was founded with a clear vision of providing a modern approach in working with documents by developing sophisticated IT solutions for document management, and thus linking people, equipment and software into one inseparable whole, while adhering to all the criteria of more and more stringent international standards. Twenty years of experience in the field of archiving and document management was built in a product that today represents a platform of integrated solutions Spider.NET. In 2008, the mission of constantly developing and creating a company that will be able to provide all its customers the efficiency and effectiveness in business through its IT solutions and services, has been achieved through a unique project in the region Spider Data Center. Designed to the highest European safety standards, Spider Data Center provides the privacy and security of documents in the process of their transfer to the selected form, all in accordance with current legislation. By implementing such a complex relationship with the document, we have completed our offer in terms of document management systems (DMS) from software and hardware for transferring documents into electronic form, to software for manipulating documents in a business environment, to document protection, both in IT and in the physical sense. We are aware that today the availability of information is a key to success, so we are constantly working on development of new versions of our Spider.NET software solution that brings novel functionality year by year and that represents a modern solution that will fully satisfy all customer requirements, on the one hand, and the requirements brought to us by appropriate legislation, while respecting international standards, and improving business. MFC is a corporate responsible company that has become an active part of many projects of common interest aimed at creating a modern business environment in the country and its rapid integration into modern European flows through relationships based on trust and support of all actors of economic and social life of Serbia and the region. For many years, we support various national programs, thus demonstrating a bright example of social responsibility through various donations, providing an invaluable contribution to the society as a whole. We continually invest in education of employees and young people through education scholarships; we monitor the development of information technology, and test and apply only the most effective tools and cutting edge devices. MFC Mikrokomerc Company has a number of certificates that confirm our methods of work and operation in accordance with European and world standards, with strict adherence to legal regulations of our country. ISO 9001:2000 Quality management system for services of analog and digital archiving of documents, including the development of applications for document management ISO 27001:2005 Information Security Management System 3

4 We are certified partners of Cannon for document scanning services Cannon Certificate of Improvement of Partner Solutions We own a Certificate of Copyrighted Work, our software solution for archiving and managing the documentation, issued by the Intellectual Property Office, as well as Certificate of Trademark, i.e. logo protection for our software SPIDER * Note: All the above mentioned Certificates have been scanned and are attached to this document in electronic form. MFC Services MFC Mikrokomerc provides all its services in Spider Data Centre which is owned by the company and which has been opened in It is designed to the highest European safety standards and ensures the confidentiality and safety of documents throughout the process of their storage or transfer to a particular form, all in accordance with current legislation. Scanning Documents Digitizing Scanning is a modern technology of transfer of paper documents into a digital (electronic) form, which enables digital archiving and electronic document management. The form of a document that is obtained through digitizing is the most convenient to its further use (sending by e mail, transfer to other formats, printing, etc.), with no risk in terms of damage and loss of the original. The initial step in the processing takes place in the preparatory department where all elements that can damage the machine for quick scanning are being removed from paper documents. In practice, this means removing staples, stapled elements, spirals, i.e. separation of documents into separate sheets and their precise accounting. Then these documents are then forwarded for further processing scanning or microfilming, depending on the manner in which the preparation of documents is to be made. After the entire process, the original documents are being returned back to the company from which they were obtained, transferred to any electronic medium. In Spider Data Center, we digitize up to 8 million pages of documents per month, using the latest fast, 4

5 professional document scanner manufactured by Canon. We are thus able to provide timely service of scanning: Documents of all formats up to A0 Damaged and non standardized documents All books and documents with binding Black and white and color scanning in the desired resolution Scanning and automatic recognition of the content of the document using OCR, ICR and OMR method, control and import of the data in the information system Export scanned documents to any electronic medium Scanning service in modern Spider Data Center Service in the business partner facilities The indexing of scanned documents Along with our scanning service, we provide training of employees to organize a mass scanning and data entry. Microfilming Documentation Microfilm is a legally valid and reliable medium for storing documents that can achieve reduction in space required to accommodate the archives. It thus retains the form of a document which is the equivalent of the original paper document according to Law. In modern Spider Data Center, among other things, we perform the microfilming service: Documents from A3 to A1 format on 35mm microfilm Duplication of 35 mm microfilm rolls to DIAZO film (safety backup) Documents up to A3 format on 16mm Kodak silver halogenide microfilm Duplication of 16mm microfilm rolls to DIAZO film (safety backup) Up to 1000 images can be stored to a 16mm roll microfilm, while 35mm microfilm rolls can store up to 7000 images. Documents by stepping and by flow method (Canon MS 300 and MS 800) The possibility of conversion of microfilm to a digital form and digital form to a microfilm The users of microfilm are all the institutions and business systems that use this medium as a means of protection of archives and the method of relieving space where they are located. Microfilm provides faster and more accurate information, easier distribution of information, and its security and protection from natural disasters. 5

6 The advantages of microfilm compared to other media: Enables higher density storage of information; Information is stored in their original analog form; Finding information on microfilm is more reliable (the life of the microfilm and up to 500 years); Information transferred to microfilm take up much less space during the disposal and storage (savings up to 98%, e.g. a single microfilm can hold up to 14 binders); Microfilm is much cheaper than other data storage media; Using microfilm leads to significant savings in material, time and transport. Documents Storage Archiving involves a series of complex activities based on the methods and technologies, from receipt of documentation in accordance with the requirements of the client to a uniform treatment of each document. In our modern Spider Data Center which covers an area of 900m 2, we provide modern storage of documents of all kinds through analog (microfilm) and digital (scanning) archiving. We perform the process of documentation storage through following activities: transport of documentation, receipt of documentation, loading and unloading documentation, control of documentation received, storage handling, storage, preservation, provide adequate storage conditions, keeping records at the box level, sending regular reports and images of the process of storage and processing of documentation. Storage in the Spider Data Center involves the use of bar code technology, which unambiguously determines each storage position. Electronic records of documentation integrate all the information thus allowing an accurate insight into where certain documents are located. We provide our users with archival boxes that are made from quality materials, resistant to moisture and flame retardant. They are uniquely defined by a unique number and associated bar code. The documentation is still strictly controlled and monitored from the point of entrance into the warehouse, through its relocation or possible work up, to the point of exiting the building, and all in accordance with precisely prescribed procedure that is agreed with the client, ensuring the safety of the entire process of archiving and security of each individual document. Access check is performed in most modern way, using a contactless card, and a customer can receive a report or video recording of who, when and at which point was present in a warehouse. 6

7 Physical security, alarm systems, anti burglary, fire alarm systems, systems for detection, control and reporting are implemented at such a level that gives everyone serenity at work, and provide us with competitive advantage in relation to clients, and a high position in the business world to which we are essentially aimed at. MFC Products SPIDER.NET DMS SOLUTIONS is a platform for managing documents and data which is a result of long term work of our company. Spider. NET has grown from a home edition application 18 years ago, into a platform for developing applications for managing documents and data. Spider.Net DMS SOLUTIONS now includes a full range of products that can be used independently or integrated into a single system, depending on the needs and requirements of users: Spider.NET Module for archiving electronic documents Working with documents archived in their original paper form, can often be slow and problematic. Translating documents into electronic form and the establishment of appropriate organization of electronic archives improves business efficiency and reduces the need for paper documents to a minimum. This module provides, among other things: classification of documents by type by adding the appropriate annotations (metadata); grouping documents into records; connecting types of documents with categories of stationary materials; fast and versatile search; access rights defined by the level of the document; electronic signing of documents; assigning levels of confidentiality of documents 7

8 Spider.NET repository of documents a module for working with active documents that enables work with active documents and data. Documents can be stored in different formats such as TIFF, JPEG, MS Office and Open Office, AutoCAD, MP3, XML, etc. Other features that this module provides are: Classification of documents by type by adding the appropriate annotation (Metadata); grouping documents into records; connecting types of documents with categories of stationary materials; fast and versatile search; defining access rights at the level of the document; electronic signing of documents; assigning confidentiality level of the document; versioning of documents generating a document templates; generating PDF/a; storing data in XML format; generation of on the flight PDF; setting a reminder for the documents; use of code lists; setting up control of annotations that are being entered. Business process management and document flow is a flexible solution and can be customized completely to a user mode of operation. A prerequisite for its implementation is the presence of appropriate procedures that define business processes and document flow. If there is a system of quality management, its documentation is a good basis for the implementation of DMS. Otherwise, business processes must be recorded and their functional specifications have to be made. Spider.NET DocFlow Module for managing document flow in business processes Spider.NET DocFlow is a web application that allows employees to participate in the business process, to receive work assignments, together with all supporting documentation. By its appearance, it reminds of the popular applications for electronic mail, except that instead of a mail, the Inbox contains work orders that can be grouped and filtered by priority, business process or the role in a process that belongs to the participant. The application is particularly suited to processes that involve intensive work with the documents and includes the possibility of entering new documents into the business process, which can be done directly from your computer in case of electronic documents, or by direct scanning, when it comes to paper documents. 8

9 Monitoring the flow of the document is available to authorized users, so that the information is available at any time for each document, about the exact stage it is in and at user. Documents can be sent manually and automatically. Process Designer Module for modeling business processes that provides a simple and efficient control and structuring of DocFlow. Process Designer is used to generate new business processes, as well as modification of the existing ones that are already predefined. Although an integral part of Spider.NET systems, Process Designer can be distributed independently and can operate without the need for specific Spider.NET instance. Process Designer Spider.NET Application Spider.NET Database Process Designer features simple and intuitive interface that completely covers all segments of business process modeling. What is very important and essential is the independence of single components of process generation. This structure provides the possibility of generating new processes or modification of the existing ones dislocated compared to subject basis; the generated processes are taken and simple infiltration (injection) of newly generated/modified processes into a client base is performed, placing them next those that are already present. Spider.NET SignIT digital signing module This module provides a qualified signature and signature verification of files of any format (documents, audio and video). Verification process provides verification of the integrity of file contents and certification of the signer. With the help of Time stamp service this module prevents faking the time point of signing and verification. Documents that are archived using the module or that are in some stage of business process at DocFlow can be digitally signed, as needed. A digital signature guarantees the authenticity, integrity and inviolability of the document. When working with documents in the Spider.NET system, at time of every contact with a digitally signed document, the signature verification is performed and the user who has the right to see such a document is 9

10 informed whether the document is authentic, i.e. whether a digital signature is valid. The process of digital signature consists of three steps: 1. Verify the selected document to digitally sign (re opening the document in a new window) 2. Verification of certificates 3. Digital signing entering PIN A single document can be digitally signed more than once by the same user or different users. The process of signing the document that has already been signed, one or more times within SignIT module, is completely the same as the signing that is done for the first time. Each subsequent signature by the same or another signatory will be shown as a new digital signature. Spider.NET Speed Scan Documents Scanning Module Speed Scan is an application for scanning documents within Spider.Net that can be installed separately and as such used independently. The requirements for installation are the minimum settings Internet Explorer to enable smooth work in a program. Application itself has a choice of languages required by client, and selection of the scanner that will be used for scanning. In addition, Speed Scan provides the following options: Page setup scan method create predefined scan method single document scanning multipage scan Speed Scan also has a line of tools for image manipulation, a special option in the program is the ability to use OCR (Optical Character Recognition), i.e. the ability to recognize scanned text and convert scanned images into editable text file. Spider.NET API API for integration with other systems is designed to encompass the full range of functionality of Spider.NET which practically enables integration with any system of electronic archives, while at the same time leaves open possibility to fully customize Spider.NET in accordance to client's needs. Systems that are developed on.net platform Spider.NET API can be used directly, and through all other web services. Spider Grid Platform for mass and reliable data processing Spider Grid is a new product of our company MFC Mikrokomerc incurred as a result of the need to quickly process a large number of documents with the aim that platform development provides 10

11 high processing power to process data without investing in new hardware and the rapid implementation of new treatment processes and resistance to failure. The use of a system is very simple and clear. Jobs are created from Spider Grid Control Panel application, which provides creation of new tasks and collecting results, insight into the progress of each job, estimation of the remaining time, and notification of completed work. There is the possibility of creating software add ons that will create a task and collect the results of work up in a manner specific to a particular job. If there is any unexpected situation and processing is interrupted at any time, the next time it is initiated, the system will continue where the process is automatically terminated and preserve what has been done up to that point. Also, it is possible to use the Spider system as a grid for distribution, tracking, and persistence of tasks that are performed manually, using a specialized type of agent Human Agent. The system also has a mechanism for validation of the results of processing, as well as system for identification of users with different levels of the system rights, where the jobs can only be integrated in certain areas, if the job entails restrictions to access the data. Spider Grid is expandable, scalable and reliable solution that can find application in a wide range of business and scientific research projects that enable savings and innovation in the domestic market that are not behind any established solutions used at scientific institutions worldwide. BoxIT The modern way of massive document archiving Electronic boxes with digitized documents are technological response of modern business to outdated way of storing paper documents in boxes in guarded warehouses. The advantages of this method of archiving are many: Immediate and quick access to the electronic box, without dust and unpleasant surprises in boxes such as insects and rodents; Many times faster search in the box by key words, immediate access to the requested documents; Secure archiving without unauthorized access to the document; The impossibility of unauthorized insertion of removal of a document from the group; Unlimited expandability of "electronic" warehouse; Documents are scanned en masse, by boxes, and then the resulting boxes are being marked by the appropriate attributes. Complete documentation is being processed by OCR for the text search capabilities. Search can be done by selecting one or more attributes from one or more categories, to narrow your search to one or more boxes. If a barcode on the box is known, selection can be made and based on it. The box is searched using full text search, or by scrolling through images. 11

12 BoxIT is cost effective, safer and more secure way of storing documentation which is available as: Full outsourcing or Internally established system. Summary MFC Mikrokomerc is a company that keeps up with world events, so we recently opened our own training center within our company that meets all the criteria and standards required for work and training of our customers and employees, through which we want to achieve even greater efficiency and effectiveness in business. Entering into a partnership with renowned global IT companies, we expanded our offer in terms of archiving and document management to a level that allows us to meet all market demands and business partners. We did so for the last twenty years, and we shall continue the same path in the future, which gives us the right to identify ourselves as a leader company in the field of document management, guaranteeing our current and future clients that they will have a reliable partner in us, through solutions such as Spider.NET platform that is a modern, reliable and efficient IT environment. 12

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