SyndicIT Services LLC Subject: SyndicIT s Document Management System: Uniqueness and Advantages

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1 SyndicIT Services LLC Subject: SyndicIT s Document Management System: Uniqueness and Advantages Overview The SyndicIT document management system is uniquely designed to be a single content management system that can be applied and customized to meet the needs of any internal department within an organization, and fully-scalable to allow enterprise-wide access to a central repository of all important digital documents pertaining to the operations of a company. With SyndicIT document management, a common system can be implemented in Human Resources, Accounts Payable, Legal, Executives/Senior Management and any other business area to streamline the storage of documents and allow for enterprise-wide automation of common workflow processes. The SyndicIT Difference Because the SyndicIT document management system was designed to mirror existing practices in a paper-based world, the inherent structure is very easy for any office employee to understand. Customizable electronic filing cabinets are created to store documents in electronic manila folders that can be named ( tagged ) any way to mirror existing filing practices requiring no change to normal procedure. The advantages of a general document management application are many: increased access and mobility, increased security, increased efficiency, and supply-cost reduction. However, the SyndicIT difference is in its universal deployment across many departments and simplicity in design, implementation, and use. In addition, the SyndicIT system is unique because of its unlimited ability to integrate with all types of existing line of business applications-a/p systems, HR databases, Property Management Systems, and Microsoft Office, including s from Outlook. By implementing SyndicIT document management across many departments, any business can see measurable improvement in collaborative efficiency and the ability to automate workflows between users in different departments that previously were inhibited by disparate line-of-business applications and the inefficiencies of paper-based processes, such as retrieving documents, shipping/faxing, and storage. The goal of a successful SyndicIT document management implementation is two-fold: 1. Centralize the records of all of a company s individual departments and automate repetitive business workflows, such as invoice approvals. 2. Align with current business partners (service providers, banks, properties, etc.) to grant access or share documents through SyndicIT to expedite time-consuming information gathering and transfer. 1

2 Keep it Simple The SyndicIT document management system is a proven industrial-grade system that has had successful deployments with banks, Fortune 100 companies, credit unions, securities firms, insurance companies, loan companies, governments, and small businesses. It is fully customizable to allow any business, large or small, to gain the advantages of document management. The SyndicIT value begins with its ease of use taking advantage of over a decade of best practice experience, SyndicIT offers system design consultations, a flexible interface that can be altered as various business needs arise, and a simple-to-understand structure of electronic filing cabinets and folders. SyndicIT is designed to work the way you do and replicate your existing practices to facilitate the transformation to paperless operations. The Syndi desktop avatar allows any user to quickly install the tool on their desktop to instantly make filing electronic documents drag and drop simple and fast. In addition, the system is fully-compatible with existing Multi-function printing devices (regardless of brand) to allow for seamless processing of paper-based documents right from current equipment into the correct location in the document management system. Integration with Any Line of Business Application The SyndicIT document management system requires no expensive overhaul of current IT applications and equipment. Our system integrates with any line of business application using an advanced integrator tool that automatically syncs data and allows you to quickly search for and index documents according to data in existing line-of-business applications. For Human Resources, SyndicIT can read the HR database and automatically create folders and sub-folders for employees and track their employment status based on information in the database. For Accounts Payable, SyndicIT can link documents to vendor and check batch information to keep information consistent and accurate. For Property Management Systems, SyndicIT can automatically create files based on resident data and streamline the organization of resident lease files. SyndicIT also allows any Microsoft Office application to be stored in its native format, including Microsoft Outlook s to allow for a single-central document repository for all electronic and paper-based documents. With a SyndicIT integrator, users gain one-click retrieval of their documents and automated file naming and storing. Centralized Access for All Business Records and Documents The goal of SyndicIT is to allow users from all different departments in an organization to gain access to a common system to enhance information storage, sharing, and retrieval. SyndicIT also understands that each user must be restricted to view and work on only those documents that they should have access to. Therefore, SyndicIT offers robust permission controls all the way down to a single document type in a folder to individuals, groups, and entire departments, so that your enterprise-wide business records are always centrally stored and secure. 2

3 Advanced Searching Ability With your entire business records centrally stored, SyndicIT offers robust searching abilities to always locate the document you need in seconds. You can search for document names, folder names, who added the document, date ranges, notes, and even OCR text search on the document itself. Reporting Ability Users can generate reports based on cabinet searches, such as, Please tell me all of the documents in the A/P system that are invoices due December 1. Users can also generate workflow reports to describe the average time to process a workflow per individual user, the work that is still in progress, and total number of workflows. Reports are generated directly to Microsoft Excel to allow for a user to sort, view, and manage how they want to see and work with the information. Automating Workflows With SyndicIT, it is easy to design and replicate any existing business workflow in an organization. Simply create a path between users describing who needs to approve documents and what happens after their approval. The robust workflow generator allows you to easily configure custom workflows for any department or repetitive business processes that need it. The powerful workflow reporting ability allows any manager to quickly identify bottlenecks and workloads, as well as re-distribute work in progress. User To-Do boxes and alerts In addition to the ability to store, retrieve, and share digital documents in a common repository, the SyndicIT system comes configured with User to-do boxes that can be linked to user s addresses. This allows users to easily look at a list of their pending document items in need of action that can be taken from anywhere with an internet connection! With the to-do box, you can approve invoices on-thego and with linked s always stay connected to the work that is waiting for your review and action. Reduced administrative overhead The SyndicIT document management system is known as a thin client which means it is simple to deploy and support. There is no concern for desktop interoperability and no expensive IT equipment required. In addition, the SyndicIT document management system protects business investments in current infrastructure including scanners and multi functional devices. Enhanced Features Document Publishing Portal for third-party document sharing Detailed audit trail of all system use Built-in Redaction and Version control tools Barcode generator to create barcodes to instantly route documents from your scanner to user inboxes or to the right folder location Forms processing and compliance monitoring 3

4 Figure 1: Using SyndicIT to Automate Accounts Payable Process 4

5 Figure 2: How the SyndicIT Integrator Works with Line-Of Business Applications 5