Less paper less costly way to manage documents! Document and Process Management System

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Stephen Henderson
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1 Less paper less costly way to manage documents! and Process System

2 What is AVILYS (eng. Hive) Processes and documents in each organisation are very closely related. Managing them is not an easy task at all. The AVILYS and Process System can play its role in almost every organisation since it can be tailored to specific needs. AVILYS enables an organisation to work more efficiently by centrally storing all incoming and outgoing correspondence of the organisation and managing it simply and easily. In daily business AVILYS means. Easy to use, Transparency, Control. and Process System AVILYS Centralised Storage and Archiving Flexible Integration Task Contract Meeting Planning and Organisation Legal Acts 2 - and Process System

AVILYS enables an organisation to work more efficiently by centrally storing all incoming and outgoing correspondence of the organisation and managing it simply and

3 Register all incoming, outgoing and internal documents (electronic documents in ADOC format, paper versions and images of paper documents). Classified documents storage preparation Grouping related documents Optical character recognition (OCR) Classify documents by registers, files, themes and other individual classification criteria, thereby ensuring clear procedures for document storage. Create any organisation s documents by using approved templates; use the automated workflow for approvals and signing (by e-signature or simply by system signature). Keep a history track of all document versions and related actions. Link related documents, thereby making the search process easier. Scan documents and perform optical character recognition (OCR). This will allow you to perform a full text search or copy blocks of the document onto the draft of the new one. 3

thereby ensuring clear procedures for document storage.

4 Task Create tasks (related to the document or not) and assign them to employees. Pass your tasks to a colleague filling in for you during your absence and track completed assignments on your return. Keep track of all task status (your own or delegated). Receive reminders about tasks in the form you prefer either at the system or by . Control Tasks assignment Reminders Task Substitution Centralised Storage and Archiving Search documents simply by metadata (descriptive data about the document), performing a full text search (both in document and metadata) or logical queries. Find necessary information not only among actual documents, but also in the document archive. Build reports by using templates provided in the system and viewable in different formats (.pdf,.xls,.doc, html) or simply create your own templates. Store documents centrally, archive the old data and remove the documents that are obsolete. Archiving of the old data Removal of the obsolete archived data Centralised storage and archiving of documents Reports Various search options Storage of all documents in one place 4 - and Process System

Control Tasks assignment Reminders Task Substitution Centralised Storage and Archiving Search documents simply by metadata (descriptive data about the document), performing a full text search (both

5 Versioning Audit log Automated workflow Contract Templates Grouping contracts and documents of contract execution phases Contract Prepare contracts using templates approved by your organisation. Use the automated workflow for approvals and signing. Initiate internal and external (with other contract parties) approval process. Align and sign contracts by electronic signature. Review all versions of the document if needed. Keep a history track of contract drafting as well as approvals and comments. Manage contract execution phases. Track contract details (terms, values, status) and easily search contracts by those details. Reminders Contracts values, terms and status Receive reminders about contract expiration dates (system alerts or by ). Group contracts with other related documents or contracts, classify document grouping by relevant subjects. 5

Review all versions of the document if needed. Keep a history track of contract drafting as well as approvals and comments. Manage contract execution phases.

6 Meeting Planning and Organisation Present the topics to be discussed at a meeting (drafts of documents, legal acts, contracts, etc). Compile and obtain acceptance of the agenda faster. Invite meeting participants and share meeting information and documents with them before the meeting starts. Take the minutes, organise the process of voting, generate, approve and distribute the minutes afterwards. Legal Acts Prepare and coordinate legal acts in the same manner as other documents. Manage actual versions of legal acts, expiration dates and related amendments. 6 - and Process System

Invite meeting participants and share meeting information and documents with them before the meeting starts.

7 Electronic documents (ADOC) and electronic signature and task transfer to a newcomer Substitution Full text search Optical character recognition (OCR) Easy system administration Highlights of AVILYS Multiplatform architecture and integrity Centralised storage and archiving Versioning, history track, audit log Automated workflow 7

system administration Highlights of AVILYS Multiplatform architecture and

8 Looking for a way to optimise your document and process management? Not sure how to do that? Contact us! We re ready to advise you. Kalvarijų st. 125, LT Vilnius, Lithuania Tel. (+370 5) , fax. (+370 5) info@sintagma.lt Distributors:

Kalvarijų st. 125, LT-08221 Vilnius, Lithuania Tel.

Common Questions and Concerns About Documentum at NEF

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