Delivering the Benefits of Enterprise Content Management in a Hosted Environment

Transcription

1 OmniDocs on Cloud TM Delivering the Benefits of Enterprise Content Management in a Hosted Environment

2 Overview Managing volumes of paper-based documents is undoubtedly the biggest frustration that hampers productivity of staff in any and every business organization. People spend hours of unproductive time on storage, archival, sharing, and retrieval of paper. In order to look for some particular information, one needs to flip through the entire file, one page at a time. Working in a paper-based environment also restricts the access to information, hindering internal work processes and collaboration across the enterprise. Moreover, the operational costs associated with management, retrieval, transfer, and disposal of physical documents are huge. Now that you understand how critical an efficient Enterprise Content Management System is for the success and productivity of your business, you need to focus on the operational, financial and technical viability of the options available to you. Cloud is one of the solution options you must consider while framing your organization's overall Enterprise Content Management (ECM) strategy; particularly so if you are a small or mid-sized business (SME), or a department of a large enterprise with the need to set-up a separate document management system. Cloud allows shared use of software, hardware, data center and all necessary IT resources, presenting an opportunity for SMEs, and departments of large enterprises such as Human Resources (HR), Legal, etc., to efficiently manage storage, retrieve and exchange information, in a legally compliant manner. Further, it offers the flexibility to select a package and pay a monthly rental fee depending on the number of users and volume of documents. Why Cloud is an Operationally, Financially and Technically Viable Model for Enterprise Content Management? With an increasingly distributed and mobile workforce, that needs to access your business information from places that might be located outside your corporate firewall, it has become necessary for organizations large or small to look at ways to manage business content efficiently. Cloud represents an opportunity for businesses to share and collaborate on documents, and access critical information from anywhere, at anytime and using any device, such as a mobile phone or tablet, without committing to huge initial investments on hardware and licenses associated with onpremise installations. All expenses for storage, management, maintenance and support are included in the monthly rental fee. On-premise Solutions Long implementation cycles Dependence on IT resources Huge upfront investments on hardware and software license Recurring costs associated with maintenance, back-up, and troubleshooting Expensive upgrades Cloud-based Solutions Rapid Time-to-Value No IT involvement No upfront investments Pay-per-use (includes storage, software, backup and support) Real-time upgrades at no extra costs

3 OmniDocs TM on Cloud Newgen's proven ECM platform OmniDocs has helped leading organizations across the globe to improve the effectiveness and efficiency of information management within their businesses, ensuring that the right information is accessible to the right user when and where it is required. OmniDocs on Cloud provides a new, cost-effective alternative to traditional ECM solutions that gives you complete access to Newgen's proven ECM capabilities, while ensuring privacy and security of intellectual property. Essentially, the solution helps in creating, capturing, managing, delivering, and archiving large volumes of content. It handles scanned document images, electronic documents, s, and electronic data output from other applications with equal efficiency and ease. The solution offers enterprise-class integration facilities with external business systems, and robust file sharing capabilities. Hosted on Amazon Web Services' public cloud infrastructure, OmniDocs on Cloud offers infinitely scalable online storage capacity, to suffice the growing number of users utilizing the solution. Further, Newgen backs-up your data in multiple data centers to provide anytime-anywhere data access. Key Features Ÿ Unified repository for all documents and folders across the organization including electronic files, physical documents, word processing documents, PDF files, graphic images, audio files, videos, and s Ÿ Comprehensive Document Scanning, Indexing and Storage Ÿ Indexing on custom fields at folder/document level Ÿ Maker-Checker features for dual authorization in user/group operations Ÿ Comprehensive reports for monitoring Ÿ Configurable password policies Ÿ Comprehensive and easy-to-set access rights control with inheritance Ÿ Specific rights at document level for sharing Ÿ File processing workflow Ÿ Full text and strong index-based search Ÿ Annotations on image and electronic documents Ÿ Document Check-in, Check-out & Version Control Ÿ Extensive audit reports and audit trails Ÿ HTTPS support for security Solution Benefits Ÿ Scalability: Quick and easy ramp-up to match business growth Ÿ Rapid Deployment: Deployment within weeks Ÿ Reliability & High Availability: 99% uptime guarantee; Redundancies for server, network & storage Ÿ Allows organizations to shift focus to critical business activities, eliminating non-productive tasks associated with archival and retrieval of documents Ÿ Faster innovation cycles by having pilots done on cloud Ÿ Move from CAPEX, fixed-cost infrastructure to a new paradigm, based on transactional, pay as you go, fee-based model Ÿ Security: Extremely secure computing environment with VPN and HTTPS

4 Use Case Scenarios OmniDocs on Cloud' is relevant to any industry/organization/department that deals with huge volumes of documents and content. Below, we have mentioned some of the use case scenarios for 'OmniDocs on Cloud'. Case 1 - Educational Institutions Enabling educational institutions to operate more efficiently and reduce reliance on paperbased information Academic and research institutions need to store and publish institutional content, and collaborate on research projects, while controlling administrative costs. Institutes also need to maintain student and employee records, communication documents, accounting records, and other intellectual property. OmniDocs on Cloud is an affordable option that allows institutes to store and publish content on cloud, which can be accessed by students and faculty using any internet connection, on- or offcampus. Further, it allows users to securely and easily collaborate with internal/external research or academic partners. It also helps improve the efficiency of the administrative staff by eliminating the need for manual data entry. Everything including student application forms, expense reports, accounting documents, etc., can be stored and worked upon electronically. Case 2 - Real Estate Organizations Providing Real Estate Agents with Anytime-Anywhere Access to Relevant Information and Speeding-Up Their Sales Transactions Real estate companies deal with huge volumes of paper-based documents in their day-to-day transactions. Real estate agents spend most of their time on the field, and documents such as credit reports, mortgage forms, title information, contracts, blueprints, site plans, etc., should be readily available to them. The imaging and document management capabilities of 'OmniDocs on Cloud' allow real estate companies to capture and store these documents digitally, enabling agents to easily and quickly access these documents while on the field. This results in faster sales transactions and revenues. Moreover, storing documents electronically on cloud eliminates loss of documents due to potential disasters such as fire or flood. The solution enables real estate organizations to reap the benefits of a document management system, while avoiding investment in expensive hardware and software licenses. Case 3 Life Sciences Organizations Enabling Life Sciences Organizations to Meet Regulatory Compliances and Accelerate Time-to-Market The life sciences industry is highly regulated and governed by stringent regulatory compliance requirements. Research and Development is the most important activity for a life sciences organization, and any delay in bringing a product to the market, might translate into huge losses in terms of revenue. 'OmniDocs on Cloud'provides a financially viable solution to life sciences organizations such as pharmaceutical companies, biologics, medical equipment manufacturers, animal health care product manufacturers, etc., for end-to-end management of their critical documents. It provides the necessary tools to securely manage a wide range of documents, such as R&D records, documents pertaining to regulatory requirements, etc. Its extensive search and document tracking capabilities allow R&D professional to focus on research activities, rather than wasting time in storing and retrieving documents. Further, the feature-rich solution allows regulatory professionals to keep monitor the entire document life cycle and keep track of important correspondence from regulatory agencies.

5 Case 4 Law Firms/Legal Departments of Large Enterprises Helping Law Firms/Legal Departments Improve the Consistency and Management of Vital Records Law firms/ legal departments of large enterprises need to manage myriad types of documents, and other records, including pleadings, contracts, leases, and other documents related to litigation. Moreover, enterprise-wide Document Management System might not always suffice the particular requirements of legal departments. In order to draft deal documents or prepare legal transcripts, attorney and other legal professionals might need to collaborate on documents, from different locations. In such a situation a secure and scalable document repository, which can be accessed remotely, via internet, using mobile devices becomes imperative. By opting for OmniDocs on Cloud law firms/legal departments can reap the benefits of an enterprise-class document management system without investing in costly hardware/software licenses. The solution facilitates capturing, storage, retrieval, and tracking of electronic documents, videos, pictures, audio files, etc., helping improve the consistency and organization of their vital records. Case 5 Human Resource Departments Addressing the Document Management Requirements of HR Departments Human Resource departments are fraught with the challenge of managing enormous volumes of records such as resumes, reference letters, job applications, employee records, contract documents, annual reviews, invoices, etc. HR professionals need to keep track of contract expiration dates, annual review cycles, etc., and act upon accordingly. Moreover, job applications or HR inquiries can be received through different channels such as career portals, s, or physical applications. Managing and maintaining a database of all such applications/inquiries is tedious and document-intensive. 'OmniDocs on Cloud' provides access to Newgen's proven 'Enterprise Content Management' capabilities, on cloud, based on a pay-per-use model. The solution enables HR departments to efficiently organize documents and records allowing users to retrieve relevant information, as and when needed. Further, OmniDocs on Cloud enables efficient routing of documents for faster reviews and approvals, tracking of flow of documents, and automatic due-date notifications, resulting in improved process and personnel performance.

6 About Newgen Leading Global Provider of Business Process Management (BPM), Enterprise Content Management (ECM) & Customer Communication Management (CCM) installations across 50 countries Solutions for Banking, Insurance, Healthcare, BPO/SSCs, Telecom and Government Credited with some of the world's largest implementations Innovative culture, consistent R&D investments, 35 patents Employee strength Certified for ISO 9001:2008, ISO 27001:2005 and CMMI Level3 OFFICES India Newgen Software Technologies Ltd. A-6, Satsang Vihar Marg, Qutab Institutional Area, New Delhi INDIA Tel: , , Fax: corpmktg@newgensoft.com For Sales Query: Americas Newgen Software Inc Beverly Road, Suite 300 McLean, VA Tel: Tel: usa@newgensoft.com For Sales Query: +1 (202) Europe, Middle East & Africas Newgen Software Technologies Ltd. Off No: 314, Building No: 3 P O Box , Dubai Internet City, Dubai, UAE Tel: Fax: emea@newgensoft.com For Sales Query: +44 (0) Asia Pacific Newgen Software Pte Ltd. 146 Robinson Road #03-00 Singapore Tel: Fax: asiapac@newgensoft.com For Sales Query: Copyright 2013 Newgen Software Technologies Limited. All rights reserved SOLUTIONS FOR BUSINESS PROCESS & CONTENT MANAGEMENT