Document Storage Device

Transcription

1 Document Storage Device

2 DSD Document Storage Device

3 DSD giving you true control over your business information 1 This combined hardware and software system consists of: Windows Operating System SQL server database up to 2 terabyte of storage state of the art document management application secure access via any web-browser completely self-contained solution 15 years ago it was simpler. Business had one major form of communication, the paper-based letter. Employees knew if they wanted to find information, they simply went to the filing cabinet. Today with the advent of , word processing, online presentations and electronic spreadsheets, most companies Intellectual Property is held across unconnected mailboxes, network drives, laptops and filing cabinets. The Redmap DSD protects your business documents and s in an easily accessible and antivirus hardened storage vault. RAID technology provides additional protection from hardware failure ensuring that you will never lose a document again and ensuring compliance with all major document retention legislation. Document Types overview The Redmap Document Storage Device Storing all business information in one central system, regardless of file format Business Functions

4 Document Types Strict user level and level security authorisation Search across entire archive, rather than just individual mailboxes Massive reduction in mail server storage requirements Supports all major mail server platforms The Redmap DSD automatically archives all incoming, outgoing and internal , thereby ensuring full compliance with retention regulations. 2 In the archive process, s and attachments are automatically indexed based on both meta data and document content. It is no longer necessary to spend hours or days trying to remember "who sent me that ?' or "where did I file it?" - you can find it using a plain- English 'Internet style' search. According to a study by Radicati Group, worldwide traffic each day totals approximately 136 billion messages Furthermore, the information and knowledge residing in is now held in one central location, making it significantly easier to be backed up, ensuring you never lose an again. This facility means that individual inboxes or entire mail servers can be rebuilt in the event of a disaster.

5 Paper documents, such as invoices, proof of deliveries, faxes, purchase orders, client files and contracts, are scanned at the multi-function device and converted to TIFF format for long-term retention. paper Once the documents are stored electronically the original paper documents can be destroyed, or at least stored in cheap offsite facilities, without the need to invoke expensive retrieval processes. By digitising this paper-based information, physical storage and manual handling costs are dramatically reduced. Data entry costs and human data entry errors are also eliminated. 3 As with archived s, scanned paper archives are searchable by both content and meta data using the same 'Internet style' search engine. DSD enables clients to move towards a 'paperless office' environment Improve document security Integration with existing applications, such as ERP, CRM or accounting systems, offers significant scope for additional productivity gains. Decrease time required to search for information Increase productivity Utilise office space fully

6 DSD is highly cost effective & extremely simple to use edocs such as Word, Excel, PowerPoint and PDFs, are typically held in disparate file systems on network drives, local hard-drives and backup media such as CD, DVD or removable memory. Typical document management systems are over-engineered for the average user and are prohibitively expensive. Redmap's Document Storage Device (DSD) is highly cost effective and extremely simple to use. Once archived, a document can be found via meta data (document type, creation date, author name, etc.) or text content. The document can then be 'checked out' for editing so that other users are aware of the situation. When the document is 'checked back in', a version control system ensures a full audit trail is maintained. Electronic Documents Full 'version control' system for audit purposes Easy to use search facility makes finding information easier Store information in one central secure location Reduce storage requirements e-docs 4

7 client focus paper Rubin Partners "The number one benefit of using Redmap s software is the amount of space that has been created. By shredding the large amounts of paper generated by the company we have been able to create more space and expand our team of income generating accountants. In a very short period of time after we decided to move forward with the scanning, indexing and shredding of paper files, Rubin Partners employed two new staff members. Instead of moving to larger premises, we were able to replace the room full of archive boxes with office space for the new staff. The return on investment was almost immediate as we were able to create space for the addition of new staff members, and the amount of time spent by staff retrieving and filing information has been reduced considerably. Finally, Redmap has provided a quick and easy solution to our compliance and audit requirements. Lost or misplaced files are a nightmare of the past." e-docs Count Financial Ltd "After some months of research, we chose Redmap as our partner because they stood out as having the required experience in our industry, as well as being strongly endorsed by current users of their systems. Redmap gave us the support we needed to get through all the planning and execution required to transition our client files within a very tight timeframe. They assisted with training the staff on the new system and continue to partner with us in further developing ways to use the systems to improve our efficiency across our business. Whilst there are many more areas for improvement in our business through the use of the Redmap systems that we are yet to explore, we are already reaping the rewards of our investment." Stephen Aguilera-Mendoza Business Development Manager Irene Budd Practice Manager

8 DSD Business Functions s that are CC'd or BCC'd to multiple mailboxes, are stored many times over in the various systems, inboxes and personal folders. The resulting storage waste is magnified when large attachments are involved, which are often also copied to local hard-drives. Electronic documents are stored in their original format, allowing for easy version controlled editing 6 store With the Redmap DSD, only a single instance of an is stored. If it has been copied to multiple people, this information is captured in the database for search purposes. This lack of duplication results in significant storage reductions in the DSD and because s no longer need to be retained across inboxes, the storage required on the Mail Server is dramatically reduced. Paper documents are scanned and stored in the unalterable TIFF format, which is required by all electronic document legislation.

9 Locating s or attachments in your own inbox is difficult and it is impossible from a colleague or ex-colleagues mailbox. Human error often means that paper and electronic documents are mis-filed or wrongly indexed. In addition, the rising cost of office space means that many documents are stored in offsite facilities, making retrieval a costly and time consuming exercise. search The Redmap DSD allows any authorised user to run a web-style search across all of a company's documents and s regardless of format. For example, searching for "Redmap Licence" would find all scanned paper contracts, Word or PDF documents, and any s with the phrase "Redmap Licence" in the text or attachment. Of course, you can also search on the metadata, such as document name or date, or in the case of , the sender or recipients addresses. 7 This truly powerful discovery tool means that you will never lose an important document again and paper documents will rarely need to be retrieved from offsite storage. In the event of a disaster in the Mail Server environment, a business is usually dependent on restoring from PST files. Often these PST files are out of date or have not been maintained, and significant data is lost. PST backups also require the entire file to be restored, not just a particular message. In the case of paper documents, there is seldom (if ever) a backup copy made, so if the original is lost or destroyed then there is no recovery option. The Redmap DSD allows individual s, Inboxes or entire Mail Servers to be restored at the touch of a button A scanned TIFF image of a paper document is a fully compliant version of the original, and TIFF versions have been used during discovery for court cases and in fulfilling legislative requirements. You never need to fear a disaster resulting in loss of valuable data again recover

10 Out of the box document compliance with key legislation: Electronic Transactions Act , like paper, is now considered form a business correspondence. Corporations Act 2001 All business related electronic communication must be kept and archived for the same period as paper; Tax - 5 years, Finance - 7 years, HR - up to 75 years. SEC Rules 17a-3 & 17a-4 In Dec 2002 the SEC fined 5 Wall Street firms (inc. Morgan Stanley & Goldman Sachs) A$13.4 million for poor retention. They subsequently introduced rules requiring s to be kept for 3 years minimum in a format that cannot be overwritten or erased. legislation Sarbanes-Oxley Act Health Insurance Portability and Accountability Act (HIPAA) Archives Act 1983 Evidence Act 1995 Income Tax Assessment Act 1997 A New Tax System (GST) Act 1999 Work Place Relations Act

11 benefits Never lose a document again Scanned paper documents, s and electronic docs all stored in the same archive. All documents searchable based on content or metadata (Date, To, From, etc). Ease of use Automated and document capture means minimal administration. Web search style interface requires zero end user training. 9 Security Full document level and user level protection. Full audit trail of document access and life cycle. Key Productivity Benefits Productivity Take seconds to find documents. Search for s and documents created by other users. No longer need to store s in Inbox, eliminating mail server capacity issues.

12 Intel(r) Celeron D GHz Processor Two (2) 250GB SATA-II Hard Drives 512MB DDR2 RAM One (1) Marvell Yukon 10/100/1000 (On-Board) Four USB 2.0 Connections Dual Auto Sensing Gigabit Ethernet Ports 10/100/1000 RJ-45 Connector, with Teaming and Load Balancing One PCI Ultra 320 SCSI Connector (68-Pin VHDCI) One Iomega StorCenter Pro NAS Solutions CD StorCenter Pro NAS Discovery Utility Computer Associates(r) etrust(tm) Antivirus 7.1 EMC(r) Retrospect(r) Express Backup and Disaster Recovery HTML User Manual and Help Files Iomega StorCenter Pro NAS 250d/500GB with REV 70GB 250D 400R Iomega StorCenter Pro NAS 400r/2TB & 1TB Intel Pentium 4 Processor 3.0GHz, 128KB L2 Cache 1GB ECC DDR RAM RAID 0, 1, 5 and JBOD 4 x 500GB Serial ATA-150 Hot Swap, Hard Disk Drive, 7200RPM, 8MB Cache Dual Auto Sensing Gigabit Ethernet Ports 10/100/1000, RJ-45 Connector, with Teaming and Load Balancing One PCI Ultra 320 SCSI Connector (68-Pin VHDCI) Two USB 2.0 Connections One Iomega StorCenter Pro NAS Solutions CD StorCenter Pro NAS Discovery Utility Iomega Automatic Backup Software HTML User Manual and Help Files

13 Redmap Australia - Head Office Level 7, 99 Mount Street North Sydney NSW 2060 T: F: E: [email protected] Redmap Australia Suite 1, 54 Vernon Terrace Teneriffe Brisbane QLD 4005 T: F: Redmap USA Suite Mac Arthur Blvd Irvine CA T: F: Redmap Asia Floor 3, RCI Building 105 Rada St Makati City, Metro Manila Philippines T: For a live demonstration of our product visit: