FileStore EDM Enterprise document management

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1 FileStore EDM Enterprise document management Reduce document lifecycle costs Share & collaborate easily Meet compliance legislation Reduce staff overheads Reduce business risk Fast & low cost implementation Cloud or installed system options

2 2 FileStore EDM Bringing automation to your knowledge workers. It is vital to get the right information to the right person at the right time. Benefits One system for all of your business documents, irrespective of their source. This reduces your IT infrastructure complexity. Reduced training and software cost Reduced support costs Nothing to install on client PCs means fast and low-cost system rollout and upgrades Only one simple user interface for everyone Access any information, anytime, anywhere

3 3 Robust enterprise-wide document management and workflow automation made easy! FileStore was developed in response to the demands of users who wanted an easy-to-use EDM and workflow solution combined with fast implementation and a low total cost of ownership. FileStore is in use by many of the world s largest companies on many thousands of user workstations. Their main reasons for choosing FileStore include: Being easy to use Accessible from web browser on PCs or mobile devices Delivering a broad spread of functionality Using industry-standard, proven and robust back-end databases Being customisable to suit your specific requirements Easy for IT staff to deploy and implement Low total cost of deployment & ownership Easy to integrate with other systems FileStore allows you to store and access your MS Office, scanned paper, or any other documents from one, easy-to-use, web-based system. It gives you a 360-degree view of all of your business documents and transaction information without having to search network folders, servers or filing cabinets. It doesn t matter what type of information you have, FileStore can manage it. All of your business documents, s and files accessible from one place, anywhere! By using a web browser and the latest.net and HTML5 technology to deliver information, it doesn t matter where in the world you are. The system will look the same whether you are in the office on a LAN or accessing it from a laptop over a mobile phone link. The full functionality of FileStore is also available from wherever you are, including scanning, integration with MS Office, workflow, searching, editing and viewing. FileStore: userfriendly and cost-effective. Within a few weeks we had increased the throughput of our accounts payable team by 50% with the same number of staff. A new staff member was also achieving these levels within two days of joining due to the ease of use of the system. Steven Reeves, Accounts Payable Manager - Bentley Motors

4 4 Document process automation Don t just think of documents in isolation... think of the processes they belong to. Integrated graphical workflow and routing Documents don t exist in isolation, as they generally relate to a specific business process such as a purchase order process, a claim/case, customer account creation, or approval/authorisation. Find any information within seconds from a common search interface FileStore allows information to be categorised in many different ways, such as document type, folder hierarchy and user-defined fields to suit your own needs. FileStore s optional pre-built solution workflows allow your business processes to be rapidly configured and optimised in Microsoft Visio as a flowchart and then deployed to the FileStore BPM server for production. The business process engine can be used standalone or integrated with other systems such as ERP, CRM, or web/pdf forms. This allows you to deliver practical solutions to common business issues such as: Automated routing of mail Purchase to Pay processes Account opening processes Approval of document revisions HR joining, leaving and training processes Case and claim management processes Improving management overview of business processes Monitoring and resolving business process bottlenecks Field data can link to any external data already in your organisation, such as other application databases, ERP or CRM systems. Information can be quickly searched on any single or combination of fields using one easy-tounderstand search screen. You can search across both metadata/index fields and also the text content of s, scanned documents, MS Office files, CAD drawings, PDF files and hundreds of other file formats in one single search. Even the contents of attachments and voice recordings can be searched. FileStore uniquely integrates with Google and other internet search networks, allowing you to search not just company information but also external web content. All of this functionality exists within a web browser, so an Accounts Payable clerk in London can route a purchase invoice to a manager in Italy for approval, all within the same environment. An Enterprise Management console allows users and managers to quickly get an overview on who is doing what and when. This allows rapid identification and resolution of process bottlenecks. Process tasks can also be actioned via FileStore s mobile app which is accessible from HTML5 devices including ipad, iphone and Android. This allows mobile staff to action tasks with associated document approvals far faster than normal and saves routing costs of paperwork.

5 5 Fast track your business and legislation compliance projects FileStore s unique range of compliance software and associated consultancy services helps your business meet the growing burden of both legal and industry best practice procedures. FileStore Compliance Modules Modules are currently available to assist your compliance with: BSI BIP0008 for legal admissibility of electronic documents ISO for records management Sarbanes Oxley Act IFRS and Basel II Data Protection Act Freedom of Information Act FCA/PRA regulations and anti money-laundering requirements Local Government BVPI measures Each module can be supplied with a matching consultancy package to assist you with generating internal procedures, auditing and external certification. FileStore s Active Compliance module allows compliance managers to be informed instantly if any potential infringement has been detected in either document or content. In the event of any legal action, the Legal Discovery module allows the quick discovery and production of evidence lists. A simple web-browser interface allows authorised users to access any information stored, any time, anywhere Hosted solution speeds up funding scheme applications Sharing the workload across UK offices is a much more efficient use of staff. Bringing cost-effective centralised handling of our scheme mail, DCS s solution provides for future scalability for other schemes and process automation. Scheme Coordinator Natural England

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