Document Management and Archiving System

Transcription

1 Document Management and Archiving System Full-Featured D M A S End to End DMAS Incorporate together Record Management (RM) System, Document Management (DM) system and Content Management (CM) system with a consistent user experience, architecture and platform. DMAS aims to develop the services of institutions through providing a one-stop central repository of all files, documents and folders in addition to build unlimited pre-defined workflows.

2 OBJECTIVES Greatly reduces the chance of a document being accidentally lost or destroyed. Electronic documents within DMAS backed up on a regular basis and an accidentally deleted document can be retrieved within minutes from a backup media. Backups of important documents can be done electronically rather than using photocopiers and printers. This reduces paper and printing costs and can potentially result in the need for fewer printers and photocopiers. Access to documents stored electronically can be much more rapidly rather than paper. Cost savings as a result of a reduction in office and storage space requirements. Unless a document is photocopied or printed multiple times then it can only be viewed by one party in one location at a time. By DMAS, document stored in one spot central location viewed concurrently. Provide several layers and flexible of security model. For example, a DMAS encrypt the document contents for very sensitive materials, provide multiple levels of password-protected access to groups and individuals, and maintain audit trails that show who accessed and updated documents. Why DMAS Built-in MS SharePoint Server Platform. Fully Web Application Interface. No need to install any tools or ActiveX controls on client. Powerful Graphical Workflow. DMAS Features On-Glance Easy-to-use interface include breadcrumbing to link to higher levels in the hierarchy; and hovering menus, which allow for an expanded list of links. A single point of to save, manage and follow-up all types of contents & documents. A single point of access relevant and required records, including scanned and imaged paper files, electronic documents and s. Workspace management system that support online, offline and Synchronization of data. A single point to keep track to change electronic records, share them, and route them to different users. Fast and very wide document searching capabilities. Spell checking, wildcards, phonetic and stemming search capabilities. Content Rating & Tagging support. Document Version Control. Document checked in and out capabilities. Offer much greater flexibility and ease for protecting important documents from disasters such as fires, floods or break-ins. Electronic copies can be made and stored at several locations on and off institution location. Reduced costs of handling, storing and duplicating paper documents. Improved internal management and processing times for key institution services, such as, benefits administration and planning. Improved customer service through much shortened delays in locating and copying documents and folders. Control the performance of employees through requesting an on-demand KPI reports. Accelerating the time required for employees to retrieve a paper file, perform an action with it, and then re-archive the file. Facilitate the paperless office by replacement of current inefficient procedures for the handling and management of papers. Saving times to know the modifications occurred in a particular document. Saving time and reducing expenses through improving the responsiveness to citizens, constituents and clients Multi-Lingual Interface & Support. Unlimited Storage & Space. TWAIN & ISIS Scanning Support. Fully Tested Environment. Bulk Edit items using Edit in Datasheet. Antivirus integration mode for upload and download file. Upload / multiple upload files. Uploading of Large / huge size Files. Present folder as in Windows explorer (tree / explorer view). Integrate with ANY Line-of-Business LOB applications (i.e. SAP, Siebel, SQL Server, web services and custom applications), Windows Active Directory, LDAP, CRM systems, MS Office and MS outlook. Web & remote scanning capabilities with Optical Character Recognition (OCR) capabilities and TWAIN & ISIS scanning technology support. Document/s retention capabilities. Annotation capabilities. Built-in and integrated e-fax Solution. Manage any type of document or file in its Native Format. 1

3 Check in & check out multiple documents at the same time. Document based Workflow. Very powerful and flexible security environment. User-defined security rules and levels. Manage & maintain security at various levels (Item, document, folder, List, Library, Site,..etc.). Auditing capabilities including out-of-the-box proactive and extensible health reporting, monitoring and resolution. Perform backup at various level: entire farm level, and entire content database level inaddition to Granular recovery at item level. Import and Export utilities. Unlimited search capabilities. For both Metadata and files contents. Fully web-based application. Cross-Browsing. Multi language GUI. Full-text search. Save unlimited number of document s attachments in database. User-defined KPI reports. Unlimited number user-defined of process and workflows using Nintex, Visio and SharePoint Designer. Build complex workflow processes quickly and easily in hours not days. Visio Services WF. User-defined XML-Based e-forms with a simple drag-and-drop interface using MS InfoPath. Digital Signatures capabilities. Ability to share documents, list's items, links and e-forms with other users or groups in the system. Powerful Communication and alerting system through , Instant Messenger and SMS technology. DMAS Architecture Built in a multi-farms architecture to produce a fast reliable system for the customer: Front-end server (SharePoint Server), Back-end servers DB and DC. Based on Windows Server Environment ( bit/2008 R2 64 bit). Scanning System (web and remote scan) Use a direct connection scanner and/or a network Scanner. Supports batch scanning. Separate scanned documents with blank pages or use special Scanning Separator page. Support scanner configuration changes during processing (resolution, page size, orientation, brightness, contrasts, threshold, etc.). Displaying the contents of certain types of documents (i.e. PDF, work, excel) inside the browser. Ability to use Send To Other Location including fax, and file system. Managing content with Metadata (user-defined custom property fields). Customize and develop new type of fields to accommodate organization s requirements. Manage and maintain deleted file through Recycle Bin feature. Capturing documents from a variety of input sources including scanners, and fax. Cross-browsing WYSIWYG Editor with fixed UI Ribbon for all Text Box Objects, which lead to increase the performance when requesting page. User-define reports through fully integrated Reporting Builder utility. Built in using Open System Architecture utilizing a RDBMS (MS SQL Server 2008). Categorization / Taxonomy Management Capabilities. Common and centralized repository for storing, cataloging and managing digital assets (image, audio, or video file, or other reusable rich content and rich media). Provide all web 2.0 Collaboration functions and services (i.e. alerts; Wikis; Discussions Board; Blogs; RSS View; Contacts, Shared Calendars, Tasks Outlook integration; Project Management). Enable users to search for and connect with people within your organization through user profile feature. Built in MS SharePoint 2010 Server Technologies with.net Framework Technologies. Built in using Open System Architecture utilizing a RDBMS (MS SQL Server 2008). Rapid image display with ability to apply image tools such as zoom, rotate left/right/angel, negate image, copy and paste, open from a file..etc. Scan documents directly as easily as adding files from My Documents folder. Navigation features for traversing to next page/previous page or specific page for viewing multi page documents. 2

4 Save the scanned document as a searchable PDF, MDI or TIF formatted file. Supports image stamping (date and time, user name, special text, or dynamic text). Support drop out images and colors to minimize storage requirements. Provide image clean up capabilities (noise reduction, Deskew). Duplex scanning support. Optical Character Recognition (OCR) capabilities. Centrally set scanning preferences (color, black & white, gray,..etc.) TWAIN & ISIS scanning technology support. Support Optical Character Recognition (OCR): Used MS Office OCR to create searchable documents (Hidden searchable scanned document without changing the original layout of the scanned document). Searching Capabilities Query both structured data (i.e. databases and transactional systems, such as an ERP system) and unstructured content (i.e. office documents, proposals, and other information that cannot be easily entered into a database). Flexible navigation, refinement, query completion, spell checking, wildcards, phonetic search, stemming and more. Flexible navigation and document thumbnails and previews including in slide navigation of PowerPoint presentations which is a common end user scenario. Out-of-box Content Rating to give users the ability to rate pages or individual documents themselves with relevance factors including social data such as tagging and usage (clicks) Help users in finding similar content using Tagging. Create a custom database search connection without need to write code. Supporting hundreds of millions of documents with great index freshness and query latency. Search for any word / phrase inside any document's "Text" and displaying it in search results. Search for the specified word(s) in the names, descriptions, keywords, custom properties and even in the actual content of the document. Unlimited search criteria (i.e. search against object type, documents named, Documents ID, Owned By, Document Status (Check-in, Checkout), Date, Size, Document Format (.xls,.doc,.pdf,.etc.), user-defined Custom Property, etc. View documents search result in its native format or within the browser. Sort the search result according to any Metadata. Support wildcards. User can search on a part of word/s. In addition, user can simply use AND, OR, NOT, NEAR logical operators and can search for a combination of words at time. 3

5 Integration Integrity with other business systems and solutions. Integrity with MS Office. Active Directory & LDAP Integration. Capability of a very powerful integration with MS CRM systems. Use MS outlook to connect to the system to manage archiving, its s and synchronizing with other services such as calendars and contacts lists. SharePoint Server 2010 The Power of Integration ITLAQ Development Scanners and OCRs External Applications E-Fax MS office Family Security Management Very powerful and flexible security environment. Setup individualized security profiles for user and group access. User-defined security rules and levels. Manage users passwords (i.e. minimum password length, login restrictions (number of logins allowed, freeze user s accounts, account s expiration date, etc. ). 4

6 Creates an unlimited number of user profiles and user groups. Provide a series of access policies and set of rules for "who can perform which operations" in a given access: (i.e. Create Folders; Create Documents; Delete Folders, Delete Documents Delete Versions; Checkout Documents; Check In Documents; Change Retention Period; Read Document; Review Logs;..etc.). Administration Security at various levels (Item, document, folder, List, Library, Site,..etc.). Gain access to users by type of operation; insert, modify, delete, list, print operations. Maintain a log of unauthorized attempts to access system. Permission inheritance. Auditing Out-of-the-box proactive and extensible health reporting, monitoring and resolution. Keep a history of all actions performed. User-defined analytics logging and reporting. Maintain & easily follow audit trails of records to identify who made each change by date, time, type of change, user name, etc. for all successful and/or Failure logins 3.14 Backup/Restore Features Perform backup at various level: entire farm level, and entire content database level. Granular recovery at item level. Perform all types of backup (Full, Incremental, and Partial). Indexing & Metadata User-defined Custom Properties fields (Metadata). Define the following types of fields: Text Box; Combo Box; Radio Button; Check Box; Image; URL; Rich Text Box; Labels; Lookup box; Date/Time Box with Calendar (Date picker). Customize and develop new type of fields to accommodate organization s requirements. Events log at the library / document / record level (i.e. version deletes, security audit log, new versions, check in/outs, create documents, delete documents,..etc). View/print out log file with readable layout according to pre-defined parameters. Enabling / disabling logging by component. Provide Backup verification. Provide Backup Job Scheduling. Provide Online Backup. Backup data on any Tape Media supported by OS environment, HDD and/or Network Map Drive. Create unlimited view based on metadata. Fields created can be required or optional with ability to set default value. Perform unlimited search in user-defined custom property. Define validation rules in user-defined metadata. 5

7 Storage Uploading large/huge size files into DMAS Libraries. Used libraries / lists / folders to store, secure and organize documents. Present folder as in Windows explorer (tree / explorer view). Group/sort content by Metadata. Storage options such as SQL, SAN, NAS, RAID etc. 6

8 Annotations & Comments Attach annotation to a document (through its appropriate program). Update / delete annotations. Versioning annotations. BI Reporting Developing all reports using Hi-tech reporting tools (MS SQL Server Reporting Service SSRS). Out-of-the-box KPI and management informational reports that facilitate the efficient and effective management and decision making for the client. Web-based reports access. Send report by . Browse, print / the document with or without annotation. Capabilities to add time stamp and text stamp. Capabilities to make search on annotation. Export reports into third-party applications (i.e. Microsoft Word, Microsoft Excel and PDF Adobe Acrobat) for statistical analysis and manipulation. Request reports on-demand and/or on a schedule time basis. Multi-lingual Reporting capabilities. Integrated Report Builder Utility. Retention / Disposition Manage and specify a retention schedule that determines how long a record is kept based on either outside regulations or internal business practices. Recycle Bin Management Specify option to move deleted documents to recycle bin to be restored. Examine the status of the Recycle Bin from time to time. Versioning Control Transparency enforcing document integrity by check document out (lock). Prevent more than one person to edit a document at the same time. Always display the latest version of document making it virtually impossible to work with an older copy. Set retention rules for libraries / folders / documents levels. Automatically alert user when the disposition task is due to carry out the disposition task. Access to everyone's Recycle Bin by System Administrator. Clean up Recycle Bin periodically to re-claim valuable disk space. Ability to restore document in a previous version (rollback). Ability to delete documents Versions. Ability to list all revision history of document/record. 7

9 Taxonomy Management Organize documents in whatever way that makes sense for organization. Provide a formal structure for information, based on the individual needs of a business. Classify and retrieve documents regardless the way they are stored in the application. Allowing user to use the field in list views and filter items according to category. Ability to fine tune the search results by clicking a selected tag/category. Digital Asset Management (DAM) Common and centralized repository for storing, cataloging and managing digital assets (image, audio, or video file, or other reusable rich content and rich media). Users no longer have to look for assets in multiple locations over the network, or re-create assets from scratch. Tighter control over brand-sensitive content to ensure that only approved assets for products are made available to the appropriate users. Out-of-the-box asset library template that is customized to use content types designed specifically for storing and cataloging rich media assets. Ability to specify the amount of storage space that is needed for the assets and the performance issues to consider for serving the assets to users. Ability to specify where to store assets at each stage of the life cycle of an asset. Ability to specify how to move assets within the organization as team members contribute to creation, review, approval, publication, and disposition of assets. Ability to specify the policies to apply to assets so that asset-related actions are audited, assets are retained or disposed of correctly, and assets important to the organization are protected. A preview mode that displays a thumbnail and some of this metadata when you hover the pointer over an asset. Ability to managed keywords to be assigned to assets to make them more easily found through search queries. Ability to rate assets. For example, if you have a library of training videos that users have viewed and rated, you can use a Web Part to display the top-rated videos on a Web page. Ability to browse an asset library from Microsoft Office applications and insert an asset into the open application, such as Microsoft Word or Microsoft PowerPoint. 8

10 Archiving (Incoming & Outgoing) Classifying, storing, and destroying s in consistent with business standards (just as any other document or record). Manage content, retention periods and access controls can be applied to manage s. Metadata associated with the s can be captured to allow this information to be managed and retrieved. Ability to archive all incoming and outgoing s (including attachments) in transparency and powerful manner. E-Fax Server System Accept incoming Faxes from telephone lines and upload it into system directly. Ability to connect and manage multi-fax line with e-fax server and control it from one spot location. Send faxes directly from the system with a click. Ability to select what faxes to archive (send, receive or dispose). Connect directly to the contacts list to send faxes to them through their registered fax numbers. Save sent s in lists and libraries to provide an overview of whom you have sent mail and who has already read it. Support POP3, SMTP protocols. Drag-and-drop s (including metadata and attachments) into system. Fully integration with MS Outlook MAPI client. Synchronizing stored in outlook with lists. Integrated with MS exchange server (mail server) for automated and customized archiving rules. Ability to print faxes immediately upon receiving. Ability to track received and sent faxes jobs and status. Ability to store and track every sent and received job action. Retrieve and store received faxes auto-data sent through the sender faxes from the outside world, such as phone number, sender, date and time etc. Business Process / Workflow Management Out-of-the-box Frameworks that can be used to develop, deploy, monitor, and optimize multiple types of process automation applicationsincluding processes that involve both systems and people. User-defined workflow. Visualized graphical presentation workflow progress. Browser based client (no desktop software required). Drag and drop workflow designer environment. Scheduled and timed workflows. Review workflow activities (real-time feedback of workflow activities). Contains all types of workflow paths such as: sequential WF, Parallel WF and Nested WF. Ability to specify the following actions in the workflow: automatically push document to the next node(s); Return to document creator for preprocessing & adjustments; Re-route (delegation); Push document to the next node after adding a comment; Push document to the next node without adding a comment. 9

11 Rich Notification via , Instant Messenger and SMS. Predefined templates for common processes. Built on Windows Workflow Foundation (WF). Delegation (change route) from user to other. Save historical comments for every workflow cycle, specially the approval / refusal comments. Build complex workflow processes quickly and easily in hours not days. Define a supervisor for each step in the flow if takes longer than allowed time period (supervisor can either perform or re-assign the task to another user). Trigger workflow on specific documents types (for example when a document of Type X is scanned or uploaded, Workflow A is triggered). Ability to friendly print-out/ workflow activities and its related comments. Visio Services WF: allows publishing Visio diagrams directly to DMAS. Using browser provide user with ability to open Visio diagrams, no Visio client Installation is required. E-Forms User-defined forms with a simple drag-and-drop interface. Enforcing company standard layouts for documents. Quickly Design Forms with Easy-to-Use Tools. Ability to create rich, dynamic forms that teams and organizations can use to gather, share, reuse, and manage information, improving collaboration and decision making throughout the organization. Ability to create forms, web browser forms, and forms for mobile devices. XML-based electronic forms. Save data in e-form itself (XML) not in DB. Allows creating multiple views of the same data and the ability to hide or display parts of the form based on business and workflow rules. Ability to create reusable form parts. Building rules to conditionally format validate data & show/hide sections of e-form. Support for Information Rights Management to help protect forms from inappropriate usage and distribution. Enable organizations to centrally manage electronic forms by providing access to only those users who have a secure connection. Fully integrated with workflow. 10

12 Fill out a form using web browser without the need of having external software. Ability to import / export forms from/into word and excel forms. Ability to export e-forms to PDF and XPS. Ability to create views in forms (i.e. read-only views, printed view, and targeted views). Word-based print views. Ability to connect, retrieve and save data from and to external databases and line-of-business solution available in the organization. Ability to search, select users from system user profile environment, from LDAP or from windows active directory for further enquiries or lookup operations in the form data. Digital Signatures Ability to use a digital signature for many of the same reasons that you might sign a paper document. Ability to add digital signature either to the entire form or to specific parts of the form that users fill out. Once e-form signed, the e-form or part of the e- form that was signed cannot be altered without invalidating the signature. Ability to add multiple digital signatures to an e- form, and whether those signatures should be cosigned (in which case each signature is independent of the other signatures) or countersigned (in which case each signature signs the form, as well as the signatures that precede it). Ability to use an internal digital certificate generated from system administrator, or purchases a digital certificate from third-party authority and integrates e-forms with this certification. Document Sharing Solution Ability to share documents, list's items, links and e-forms with other users or groups in the system. Ability to store shared links in a special list that can be act as centralized link storage for future reference. 11

13 Send notification to shared users with a link to the shared item and a personal message from the sender. Automatically grant read permission to all recipients that the sharing request made to, without compromising the security of the site or library or the entire items. Ability to publish the stored links library to other users or hide them to be only viewed by shared users only. Notifications & Alerting System Powerful Communication and alerting system through and SMS technology. Support on screen status and/or notifications. Ability to send notification/alerts to subscribers of documents / folders / libraries when changes to documents occur. Ability to specify information not limited to the following in the notification message: the author of the notification; the date of the notification; the text of the notification,..etc. Collaboration Service Provide all web 2.0 Collaboration functions and services: alerts; Wikis; Discussions Board; Blogs; RSS View; Contacts, Shared Calendars, Tasks; integration; Outlook integration; Project Management Lite ; Offline Lists/Docs. Collaborative Workspaces using Site Templates (i.e. Meeting) and Document Template. Send notifications to users subscribed in the workflow. Notify users for specific tasks or events before, on, or after the specified date. Notify the administrator when errors happen, sites/libraries reach its maximum quotas and when a critical issues in the system needs immediate attention. Communication channel facilitation, which enables short-lived interaction such as chat and instant messaging. Content lifecycle management which manages content objects involved in a business process. Project facilitation, which organizes and simplifies the way that people work toward a common goal. 12

14 Project Collaboration: New Project Tasks list for project management; Gantt view of project with no MS project require. Enable individual users, such as employees or business partners to easily create and maintain project teams, regardless of geographic location. Auto notification user-defined. User Profiles Enable users to search for and connect with people within your organization. Generate a personal site in the system for individual users. Users can personalize their view of this site (called My Site ). User profile information is used by index and search services to provide better search results, and is used in targeting content to audiences. Import User profile directly from Microsoft Active Directory service, LDAP or enter it manually. Customized User profile properties according to the needs of organization or to map to Active Directory properties, such as (user Department, Manager, Position, mobile, date of birth, ..etc). Managing and securing workflow paths, e-forms of data of the user profile through creating audiences. Scalability Highly scalable system that can meet the needs of organizations of all sizes. The system able to handle large numbers of documents, records, folders as space size as available. Ability to integrate with other external systems (business and none-business applications). Ability to handle large numbers of concurrent users. The DMAS used MS SQL Server bit Database servers which can achieve varying levels of high availability and scalability. Fully integrated with Windows Active Directory with ability to integrate with other LDAP systems. 13

15 Prevent bulk operations or asynchronous jobs from slowing down the server. Reduced the downtime through patching and SQL Server configuration, backup-restore, log shipping support and more. Business Connectivity Services (BCS) Ability to create single access point for all applications and business solutions available in the organization. Provide a way to connect system to external Line of Business (LOB) systems like SAP, Siebel, SQL Server, web services and custom applications, and to define external content types that are based on that external data. Policies & Business Processes Tools SharePoint Designer. InfoPath e-form Nintex Workflow. Development Technologies & Tools Platforms: MS SharePoint 2010 Server. Web Server: Internet Information Server IIS7.0 Web Server. Framework:.Net Framework version Development Languages: Visual Studio.NET 2010, Java Scripts and VBA. DBMS: SQL Server Standard Languages & Tools: XML / XSL / XSLT. Interactive Web Technology: Silverlight technology. Workflow Tools: Nintex 2010 Workflow, Visio 2010, SharePoint Designer Workflow. Combine multiple services and features from external data systems to deliver solutions that are targeted to specific roles. Developers do not have to learn programming practices that apply to a specific system or adapter for each external data source. Business Connectivity Services. Visio. BI Reporting Tools: SQL Server 2008 Reporting Service SSRS. OS Server Platform: Windows Server bit / 2008 R2 64-bit. Client OS: Windows 7/VISTA/XP. Authoring & Designing Tools: SharePoint Designer 2010, MS InfoPath 2010, Nintex Workflow Built-in Backup Utilities: SharePoint Disaster Recovery Tools, MS SQL Server Built-in Disaster Recovery Tool. 14