ENTERPRISE CONTENT MANAGEMENT SYSTEMS

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1 ENTERPRISE CONTENT MANAGEMENT SYSTEMS

2 USERS VARIOUS ENTERPRISES STATE ORGANIZATIONS PRIVATE ORGANIZATIONS NATIONAL MINISTRY OF JUSTICE COPYRIGHT AGENCIES ENTERPRISE IDENTITY END USER APPLICATION TIMESHEET EU LEGAL ACTS MANAGEMENT COLLABORATION AND INTRANET DOCUMENT MANAGEMENT COPYRIGHT MANAGEMENT BACKEND SYSTEMS EXTERNAL SYSTEMS EU MNE SYSTEM EUR - LEX DOCUMENT MANAGEMENT SYSTEM COPYRIGHT MANAGEMENT SYSTEM EU LEGAL ACTS MANAGEMENT SYSTEM IPI DATA BASE GOVERMENT INSTITUTION SYSTEMS INTERNAL COMUNICATION SYSTEM WORK TIME TRACKING SYSTEM AUTHENTICATION SYSTEM

3 ACTO ENTERPRISE IDENTITY ACTO Enterprise identity is a multi-factor authentication solution that uses CaptureIn application to enable authentication into various systems using smartphones and Quick Response (QR) codes. This solution simplifies authentication by replacing usernames and passwords with a simple QR code. The user only has to use his smartphone to scan the given code and wait for the CaptureIn application to verify his access to the system. The ACTO Enterprise Identity solution can be used either as the only method of authentication or as a supplementary method to increase security. Main advantages of this solution: With passwords replaced by ACTO Enterprise identity, there is no need for databases storing/ containing passwords, thus they cannot be hacked or stolen, increasing the security of company data. It supports a risk based security regime principal and provides the possibility to define different authentication policies for different user groups. Apart from the free CaptureIn application and an IPhone (ios 7 or newer) or any Android (v2.3 or newer) smartphone, there is no addition equipment requirements. The method of authentication of the end user is simple and fast: opening CaptureIn application, scanning the OR code on a computer screen or tapping one (if it is on the same phone), and waiting for the application to allow access. Already adopted by: Latvia Ministry of Agriculture

4 ACTO TIMESHEET ACTO Time sheet is a work time tracking electronic solution, which is specially adapted for public administrations specifics, but equally easy to use in the private sector. It provides the ability to register the amount of hours an employee has spent on specific functions, display employee s absences (such as sick-leaves, vacations, holiday s etc.), and prepare reports. Each employee sees only his associated functions and is supported by helper when filling the work time table. The system aids employees by automatically calculating the remaining amount of necessary hours in that week considering the person s workload. As for managers, the overviews that are provided and possible to export to Excel may help as points of reference to the current/past progress and as base for further work planning. Main advantages of this system: Broad configuration possibilities: boundless organization structure; function list configuration; Adjustable power/rights properties. User friendly: simple user interface; fast work time filling; Works with all popular browsers. Easy implementation and maintenance: required only Windows Server license; DPA provides the installation disc; Microsoft Windows Server and SQL Server knowledge needed for maintenance.

5 Already adopted by: Ministry of Education and Science of the Republic of Latvia The State Environmental Service of Latvia State Employment Agency of Latvia The Corruption Prevention and Combating Bureau of Latvia

6 ACTO EU LEGAL ACTS MANAGEMENT ACTO EU legal acts monitoring and implementation system is a solution for retrieving EU legislative acts, managing their implementation nationally and automatically reporting back to the EU about their completion. If possible, it automatically determines responsible national institutions for acts that have not been implemented properly or in time. Another part of the system is designed to consistently update, store, and manage information about court cases in the EU, then determine and appoint responsible local institutions to possibly get involved in the case. In addition, a public portal is designed to provide information to citizens about EU legislative acts, their implementation in the national measure and EU court cases. Portal provides information from internal system in a form of data lists and reports, e.g. report about quality of implementation and transposition of ES legislative acts. Main advantages of the system: Always up-to-date information due to regular information imports from EUR-LEX. Automated data collection, responsibility appointment and notification sending processes. Legislation acts deadlines are monitored and warned about. Adequate information is available online for national residents information. Already adopted by: Ministry of Justices of the Republic of Latvia

7 ACTO COLLABORATION AND INTRANET ACTO module of collaboration and intranet allows to store, scan, and search both documents and information. This is a record-keeping and internal communication environment (Intranet) of the company where all the documents and information of the company is stored in one place. There three main capabilities of this module are: Event calendar HR calendar Document libraries Sharing an event calendar provides efficient way of sharing information about meetings and events within a company (seminars, trainings, celebrations, etc.). Calendar information can be synchronized with Microsoft Outlook if necessary. The module also offers a calendar for centralized administration of employees vacations, sick-leaves, and business trips, allowing to register the period of absence, employee s name, reason, and delegate user. In addition ACTO module of collaboration and intranet includes many document libraries and information lists for storing various information such as document templates, agreements, product information, pictures, marketing documents, tender documentation, knowledge data base, decisions, etc. Main advantages of this system: Absence calendar provides information on employees absences to help organize other employees time in accordance with who is available and who is not. The possibility to reserve resources (cars, meeting rooms, equipment, etc.) remotely eliminates misunderstandings and overlapping concerning equipment use. Shared documentation ensures that: The newest version of documents are available to all More than one person can work on one document at the same tine Everyone with appropriate rights can scan, store and search company s documents for the necessary information. The access limitations to certain folders or actions can be adjusted to each user.

8 ACTO DOCUMENT MANAGEMENT ACTO module of document management is a system based on Microsoft Share Point/Microsoft Document Management System, which allows registering, organizing, processing and editions documents in a centralized way/ centrally. It also ensures constant task control. ACTO module of documentation management system carries out automatic documents numeration liked to a register of documents and version control of documents and their attachments, which is necessary to keep all data up to date and organized. In addition it is possible to create contract and billing databases, generate reports according to pre-defines templates, create new registries and dynamically control access rights in four levels. They system in not limited to these functionalities and they can be adjusted to a company s needs. Main advantages of the system: Work information and documents can be accessed from any place and from various devices. Centralized document repository promotes effective organizing, categorizing, navigating through, and searching for a file within a company s documents. Dynamic control of access rights in four levels. Built-in document workflows that allow initiating, tracking, and collaborating on documentoriented processes. In addition, alerts and task information can be displayed in the document to ensure that workflow steps are properly followed. The system is highly adjustable according to each individual client s necessities and wishes. High document security and backup.

9 ACTO COPYRIGHT MANAGEMENT ACTO Copyright management is a solution for registering authors, their works, contracts and other copyright information, as well as managing license purchases and payment collection, distribution and documentation. The solution also includes customer service portal with information for the authors, license buyers and other parties interested, along with accounting, overview and reporting systems. One of the main functionalities is the license purchase system. After a license is acquired, the payment information is extracted from the bank and the money is distributed among the authors, organizations involved, taxing institutions, etc. In case if a payment has not been received in time, there is an automatic alerting system that deals with such cases by sending out notifications or reminders to the buyer or another responsible person. Incoming payments, outbound payments and payment violation information is also saved in the system for reference. Main advantages of this solution: Highly adjustable for each client s needs, many classifications can be modified later by the administrators. Centralized/unified information storing for easy management. Public portal that facilitates information acquisition and license purchasing. Easy communication with other similar organizations systems. Organized payment processing Alerting system that deals with payment violations Already adopted by: Copyright and Communication Consulting Agency/Latvian Authors Association (AKKA/LAA)

10 ACTO HUMAN RESOURCE MANAGEMENT ACTO Human Resource Management is an automated system for storing and managing information about employees thus it is mostly but not only used by human resources staff in an organization. It is especially developed for state military staff management and deals with processes including personnel commands, payroll, front orders, ordination, business trips, staff-rolls, military service processes, tracking of employee absenteeism and other events. Alerts can also be set for the purpose of notifying a person if, for example, permissions have changed or there have automatically been some changes in staff. The system can be further customized to fit other organization types and needs by including features such as attendance records, performance evaluation, learning and recruiting management, employee scheduling, benefits administration, analytics and other features to improve the efficiency of human resource management. Main advantages of this solution: Centralized database, user repository and application server. WEB based software: only a standard web browser necessary to work in the system; an be accessed from various devices and locations. Easy event and human resources management. Possibility to integrate with other systems. User friendly with a simple interface for easy and fast usage. Permissions and access limitations can be specified for each user/user group. Possible to adjust and customize the functionalities according to client necessities.

11 ACTO BENEFITS Using ACTO products our customer receives solutions to improve his organization or business s efficiency in managing their resources and information. In order to fit each client s specific needs, the provided applications and systems are highly adjustable and user friendly. SECURITY The ACTO Enterprise Identity Application offers a faster and easier way of authorization into various systems using CaptureIn application and IPhone or Android smartphones. CONTROL The Timesheet system provides an easy and organized way of registering hours employees have spent on various functions, as well as registering their sick-leaves, vacations and other absences. LOCALIZATION The EU Legal Acts Management system ensures automated EU legal acts management on a national level, which eases the work of Ministry of Justice in dealing with new EU regulations locally. PRODUCTIVITY The Collaboration and Intranet module provides a platform for employees to manage their documents centrally, share their events calendar and administrate their absences. By adopting these three functionalities, employees can manage their time in accordance with the shared calendars, always work on the latest versions of documents and always have access to the needed documents, thus improving their overall performance and productivity. CENTRALIZATION The Document Management system also provides a centralized document management system that allows effective organization and categorization of files, increases document security and accessibility from various devices. VALIDITY The Copyright Management system is a solution for copyright agencies to control license purchases and payments, as well as centrally store information about authors, their works, contracts, licenses and other significant data. Each product is designed to promote such benefits as customization, organization, information centralization, and increasing efficiency.

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