Marketing Content Kit for DocuLex Partners

Transcription

1 Marketing Content Kit for DocuLex Partners Only partners with written authorization by DocuLex may use the content of this document for purposes of collateral material, website marketing and employee education. Revised May

2 Contents Tag lines:... 4 Introduction to Document Management Software:... 4 Product descriptors/elevator pitches word word word... 5 Description paragraph, what the solution does:... 5 The DocuLex Archive Studio difference:... 5 Archive Studio features:... 6 Document Management... 6 Automatic Records Retention Policy Management Archiving... 6 Compliance Automation... 6 Content Control... 7 Workflow Business Process Automation... 7 Collaboration... 7 Business Continuity/Disaster Recovery... 7 Image and Electronic File Capture... 7 Usage models for Electronic Document Management:... 8 Law Firms, Corporate and Government Legal Departments... 8 Healthcare... 8 Government and Public Sector... 8 Manufacturing Operations... 8 Insurance Offices... 8 Real Estate Firms... 9 Auto Dealers... 9 Professional Employer Organizations... 9 Banking and Financial Services... 9 Education... 9 Construction... 9 Transportation and Shipping DocuLex Archive Studio product descriptions: WebSearch Archive Studio in the Cloud Goby Capture - DISTRIBUTED SCANNING and ELECTRONIC FILES WebSearch Browser Based Capture - LOW DEMAND Professional Capture - HIGH DEMAND DocuLex Archive Studio hardware specifications: WebSearch Online detailed specifications Goby Capture and Professional Capture Online detailed specifications Professional Services, Data Migrations and Consultation: Official Solution Name and Logo s:

3 Archive Studio s WebSearch Screen Shots: Auto notification Activity log Retention policy Collaboration discussion notes Collaboration WorkSpace Field searching including full text content File room searching Workflow activity list WebSearch browser based capture Benefits of the Solution: Using the Solution: Implementing, supporting and updating Archive Studio: Scanner, FAX and MFP copier compatibility: Archive Studio accessories, options or add-ons Who should use this Solution How this solution improves workflow Special awards or designations that have been talked about publicly Cost justification: Special attributions: Nonproprietary notations: Top customer use-cases where the benefits of the solutions are most clear: Key words that typically are associated with this use case scenario: The top industries, vertical or horizontal markets that need the solution: Alternatives to the Solution: Points of differentiation: Strengths of this solution: Company Backgrounder/Descriptor: word word Document Management Software Comparison: General Document Entry Indexing and Storage Searching Viewing User Interface Version Control Document Imaging Workflow Collaboration Records Management Archiving Security

4 Tag lines: - Content Management Solutions - Document Management Solutions - Instant Document Access. Anytime, Anywhere. - Fulfill compliance, retention and security requirements - Manage all business content with one 100% browser based application - Bringing Order to the Enterprise: A Business-Ready Content Management Solution - BETTER service. EXCEPTIONAL software. RIGHT solution. Introduction to Document Management Software: Archive Studio Document Management Software Information drives today s economy, and the companies that fare best in this competitive climate are those that capture, store and retrieve information in a way that best supports their core business processes. A wide range of businesses rely on ready access to information to serve their customers and manage their operations. Product descriptors/elevator pitches 25 word Archive Studio enables knowledge workers across any business to quickly bring diverse content types together in a secure, indexed, searchable and highly scalable electronic repository. 50 word Archive Studio enables knowledge workers across any business to quickly bring diverse content types together in a secure, indexed, searchable and highly scalable electronic repository. The content can be centrally managed for better organization, collaboration, and business productivity. It allows enterprise-wide information control and retention policy management without increasing demands on IT. 4

5 100 word Archive Studio offers a full range of scalable products, servicing everything from basic content management needs to enterprise-wide document management, workflow, archiving and distributed or centralized image capture. Archive Studio is easily customizable and fully compatible with Active Directory, plus full integration capabilities with other lines of business applications. Using Archive Studio, organizations can tightly control all valuable information assets by directing the flow of documents from capture and indexing to access and collaboration to policy based destruction. With the flexibility and capabilities of Archive Studio, this stands as one of the highest value content management solutions on the market today. Description paragraph, what the solution does: Archive Studio offers a full range of scalable products, servicing everything from basic content management needs to enterprise-wide document management, workflow, collaboration, compliance and records retention. The DocuLex Archive Studio difference: The award-winning Archive Studio offers a full range of scalable products, servicing everything from basic content management needs to enterprise-wide document management, workflow and distributed or centralized image capture. Archive Studio enables users with web based scanning, directly into WebSearch. Every WebSearch user has scan and index abilities without the cost of capture licenses. Archive Studio s WebSearch document management module provides 100% browserbased capabilities from a single server installation, therefore minimizing IT overhead. Archive Studio is easily customizable and fully compatible with Active Directory, plus the developer API provides full integration capabilities with other lines of business applications. Using Archive Studio, organizations can tightly control all valuable information assets by directing the flow of documents from capture and indexing to discovery, access and collaboration to policy based destruction. Archive Studio combines document management, management and records management with one manageable application. 5

6 With the flexibility and capabilities of Archive Studio, plus an attractive price point, this stands as one of the highest value content management solutions on the market today. Archive Studio Content Management Software Suite is available as a single server installation or as a Software as a Service (SaaS)/Cloud solution. Organizations choosing Archive Studio get unlimited access to our industry-acclaimed Technical Support Team, latest version software releases and webinar refresher courses. Archive Studio features: Archive Studio provides innovative methods of personalizing capabilities to meet your specific needs, along with virtually limitless scalability and exceptional performance. Productivity enhancing features include: Document Management An enormous amount of unstructured content is created and handled daily across any organization and often between multiple geographic locations. Archive Studio products make it easy for knowledge workers, regardless of location or system, to securely capture, manage and share electronic content. Significantly increase efficiency and productivity while reducing the costs associated with maintaining paper and unstructured electronic files. Automatic Records Retention Policy Management Organizations are experiencing growth of both must-keep documents in addition to irrelevant information, with increased vulnerability in defining which content is, or is not a formal record. Archive Studio simplifies electronic records management so that everyone, including the average knowledge worker, can easily classify and declare documents as records. As new records are entered, retention policies are immediately associated with each specific document for possible legal holds and eventual destruction based upon industry retention rules. Archiving An on-demand or on-premise archiving solution for storage management, legal discovery, compliance, and policy-based corporate governance needs. The Archive Studio allows organizations to reduce the demands on Exchange and eliminate PSTs, while providing a virtually unlimited browser based mailbox for knowledge workers. Archive Studio combines document management, management and records management with one manageable application. Compliance Automation Today s business relies on the knowledge worker to add relevant information into the company s document management repository early in the business process and with accuracy. To maintain this desired uniformity, Archive Studio deploys administrative processes and data choices to insure all relevant business documents are added or checked-in with accurate and organized searchable data and version information. 6

7 Content Control For businesses that revolve around documents and , such as legal departments, law offices, accounting and consulting firms. Consolidate all pertinent business information into a single browser based system with full access to documents via your intranets, extranets, or the Internet. Access WebSearch from inside familiar desktop tools, such as Microsoft Word, Microsoft Outlook, and other desktop products. Easy-to-use and cost-effective solutions help firm staff work together and share matter-related document content securely with both colleagues and clients. Keep up with the increasingly complex transactions, being worked on at the same time. Efficiently manage the matter or engagement lifecycle, from the initial opening through the final disposition and destruction of its content. It is more critical than ever to make the best decisions the first time around. Workflow Business Process Automation The manual process of moving documents through a business is subject to bottlenecks and processing errors, with difficulty in recognizing a problem until the nature of the issue becomes mission critical. Archive Studio ensures documents and decision making events move at the necessary pace for your organization. This allows for visual inspection, canned responses and time limits with automatic user notifications. Collaboration WorkSpace, a feature in Archive Studio, provides enhanced internal collaboration with the bonus of external user invitations. Content remains searchable to the user population. Shareportal, another feature in Archive Studio, eliminates the need for FTP transfers, inbox size limits, couriers and overnight services by providing your clients, vendors and/or partners access to review documentation through a secure link. Business Continuity/Disaster Recovery whether it is an unexpected audit, litigation or natural disaster, your organization s business-critical documentation/content remains accessible via web browser. Comprehensive, scalable and secure document management with high-availability, archiving and failover capabilities make Archive Studio a must have for any continuity and disaster recovery plan. Image and Electronic File Capture the capture and standardized indexing of documentation is key for any document management program. Users of all levels need a productive, user-friendly process for capturing electronic, scanned and documents. Users seamlessly capture and index data from network folders, copier/scanner devices, 3rd party software and with Archive Studio. 7

8 Usage models for Electronic Document Management: Archive Studio suits a wide variety of applications in diverse vertical markets virtually anywhere that documents are an essential component of everyday business processes and where business efficiency can be improved through better document handling. Some of the possible usage models include: Law Firms, Corporate and Government Legal Departments Litigation and transaction documents are created in volumes, which include word processing documents, and paper-based files. This information represents the firm s best thinking and experience, the intellectual capital of the organization. Document management solutions that unlock the value of this in-house work product can provide organizations with a distinct competitive advantage. Healthcare The implementation of electronic document management can reduce the burdens of medical practice operations. Implementing electronic document management will enable Electronic Health Records (EHR) for more streamlined business processes and patient care, and can effectively assist with other tasks including record keeping requirements, employee records, insurance tracking, and paper handling. Government and Public Sector Manage agency information and collaborate securely with external agency partners. Utilization of the WebSearch Connector feature of Archive Studio allows for smooth alternation between multiple applications. Work from the office or in the field with our 100% browser based, industry standard encrypted solution. Manufacturing Operations Automate project management and document workflow across the supply chain. Manage manufacturing documentation, accounts payable/receivable approval process, Human Resource files, plus and correspondence when collaborating with vendors and customers. Insurance Offices Integrate Policy Administration, Billing and/or CRM software with your Archive Studio Content Management Software Suite. Manage Producer and any lines Carrier information with efficiency. Share information outside your agency with a secure link through our SharePortal feature, allowing a customer to review and approve policy information annually. Automate billing with our Workflow automation. 8

9 Real Estate Firms Secure real estate closing files for the duration of the retention period. Comply with state and federal legal and privacy requirements. Access property owner documentation anytime, anywhere with our Cloud or single server solution. From the first conversation to closing, manage the entire process and all records quickly and easily. Auto Dealers Legal and privacy requirements mandate that auto dealerships retain deal jackets securely for new car sales. These jackets typically contain finance records, title and lease applications, a driver s license copy, proof of insurance, an odometer statement, red flag report and other support files. Archive Studio will provide the safe and secure environment that is required by the Safeguards Rule of the Gramm-Leach-Bliley Act, the FTC Privacy Rule and the Disposal Rule. Secure access permissions and full-text searching of electronic files ensure greater employee productivity, with the added protection of an electronic vault for storing privileged information. Professional Employer Organizations Activities managed by PEOs must be tracked and made constantly available to their corporate customers. Archive Studio makes user activity tracking, restricted record access and security rights assignment a snap. Activity reports and records are shared easily through the SharePortal feature of Archive Studio. Banking and Financial Services Streamline and manage the paper intensive transactions associated with loan processes and financial reports. Archive Studio s rules-based management of the loan process reduces operational risk and provides an approval/audit trail. Workflow automation of these types of processes ensures complete collection of documents, deadline management and consistency. Education Protect student s personal information while making their records accessible to staff. Share information, such as grades, permission slips and disciplinary actions with parents/caregivers via . Archiving with Archive Studio ensures written communications are secure and always available, as are any attachments. Construction Retain, share and access wide-format drawings, change orders, contracts, bids and support documentation. Coordinate resources, vendors and jobs with the Archive Studio s notifications feature and Workflow automation. Get customer approval on project specifications without the high cost of courier or overnight services. 9

10 Transportation and Shipping Operations Centers efficiently manage the multitudes of documentation by converting them into digital files. Process jobs more quickly, expedite billing and payment processes through WebSearch s and consolidate documents by customer name, vendor name or invoice number. Manage your documentation and workflow in a way that makes the best business sense, and improves every day operations. DocuLex Archive Studio product descriptions: WebSearch WebSearch allows users across any organization to quickly bring documents and content together in a secure, indexed, fully searchable electronic repository. Once in WebSearch, content can be managed for security, collaboration and higher productivity. WebSearch is a 100% browser-based document management solution. As a single server installation or a SaaS subscription, it is a non-modular, highly scalable solution that can be configured for customized, automated Workflow and implemented by end users or IT staff. We provide our API to customers at no additional fee for 3rdparty software integration. Archive Studio in the Cloud Our SaaS subscription-based offering removes the onus of operations from an organization. Our Cloud solution is well suited for organizations with limited or no onsite IT personnel and provides users with a customized, user-friendly portal. Archive Studio s SaaS allows secure document/content access and SSL protection with industry standard encryption. Archive Studio s Goby, WebSearch and Professional Capture Capturing and indexing documents is a necessity required to reap the benefits of secure document access anywhere, at any time. To make this a pleasant and productive experience, we have designed three capture software offerings to meet specific business process goals, thus eliminating the complexity associated with the one-sizefits-all philosophy. Goby Capture - DISTRIBUTED SCANNING and ELECTRONIC FILES Designed for use with digital copiers, network scanners and miscellaneous electronic files. Goby provides walk-up convenience for scanning, indexing and server-based image processing, with automatic upload to WebSearch or ECM network storage. Goby also offers the integrated capture and indexing capability for MS-Office files such as MS- Word, Excel and Outlook content, as well as the capability to monitor and capture folder activity. 10

11 WebSearch Browser Based Capture - LOW DEMAND Designed for use with desktop scanners. WebSearch Capture is a convenient lowvolume browser based document scanning feature built into WebSearch. It is available for users that desire a simple solution to quickly scan and index documents. WebSearch Capture is on-demand scanning when needed and requires no desktop installation, only a browser. Professional Capture - HIGH DEMAND Designed for use with dedicated, production-grade scanners, Professional Capture converts large volumes of paper documents into fully searchable electronic files. Production software that meets the demand of multiple, complex imaging projects, Professional Capture offers a wide variety of imaging and indexing capabilities. Streamline and reduce the cost of conversion projects while enabling centralized capture for your WebSearch content/document management solution software. DocuLex Archive Studio hardware specifications: Archive Studio is a Windows-and browser-based open system, utilizing industry standard desktop and server hardware. Archive Studio maintains non-proprietary files, folders and database structures. Paper documents are stored as searchable PDF files with user-defined meta data. Electronically-generated files are preserved in their native file format. Microsoft SQL Server or SQL Server Express (Small Business Server is not recommended) Built on Microsoft.NET Active Directory and PKI integration Cloud option available WebSearch Online detailed specifications Goby Capture and Professional Capture Online detailed specifications 11

12 Professional Services, Data Migrations and Consultation: At DocuLex we don t want to simply help you manage your documents. We want to make it seamless for you to totally manage your company s content every day - by allowing you realtime access to business critical data. Below we list a few more ways in which we can help you further maximize your software investment and streamline processes: Archiving One-time, specialty configuration WorkFlow, Automated Business Process Per-process specialty configuration Other software integration and specialty configuration Server Migrations Legacy Document Management File Conversions On-Premise Support at your worksite 12

13 Official Solution Name and Logo s: Archive Studio High resolution images and Black or White images are available upon request. 13

14 Archive Studio s WebSearch Screen Shots: Auto notification Activity log 14

15 Retention policy Collaboration discussion notes 15

16 Collaboration WorkSpace 16

17 Field searching including full text content 17

18 File room searching 18

19 Workflow activity list 19

20 Workflow activity details 20

21 WebSearch browser based capture 21

22 Benefits of the Solution: Decisions are made sooner when document information is readily available. Electronic files, or digitally scanned paper files may be easily located by searching document-specific descriptions or a combination of key words contained in documents. Improved employee productivity, reduced traffic, and file sharing accountability are all achieved with SharePortal, Archive Studio s secure web-access collaboration solution. Increased corporate accountability and regulatory compliance with secure policybased access to documents and . regulations and reduced litigation discovery cost are managed by archiving all incoming and outgoing messages and attachments. Increased file storage and minimized legal exposure with automated policy based records management. Minimized IT expenses with a browser based, single server installed, content management solution. Automated workflow identifies work process bottlenecks and regulates expectations. Affordability Electronic content management is justified when knowledge workers find the information desired, when and where it is needed. 22

23 Using the Solution: Scanned document, archived and all other electronic content is accessible from WebSearch using a standard browser and network or internet connection. Content is discovered using a custom search form or an explorer folder and sub-folder style file room. All text contained in any document, and attachment may be searched and retrieved in seconds. Documents are displayed with the content hits highlighted. Documents may be shared with common interest groups or outside parties in custom designed working folders. Paper documents are scanned with MFP or other type of input devices. MS-Office documents and are captured with Office plug-ins. Miscellaneous electronic files are captured with the Explorer Send-To plug-in. Browser based scanning available in WebSearch without desktop capture licenses. Knowledge workers are automatically notified of new documents arriving in their work flow process. Documents are automatically classified and monitored for records retention and legal holds. Activity logs are maintained of user access to files and any action requested. Implementing, supporting and updating Archive Studio: Demonstrating the content management solution, with the customer s documents, is welcome and orchestrated by DocuLex. Demos may be provided completely on-line, without any installation on behalf of the customer or reseller. DocuLex MFP interface is customized to the customer s needs, plus 3rd party touch panel interfaces are compatible with Archive Studio. DocuLex staff will interview the customer, complete a needs assessment statement, qualify expectations, and interface with the customer through the entire implementation cycle. Archive Studio may be installed and setup completely on-line without concern of travel expenses or customer onsite inconvenience. Archive Studio s WebSearch Content Management Software is 100% browser based. The customers IT support is minimal with only one server installation to maintain and backup. MS-Exchange archive function does not require desktop installations, but one installation on the exchange server. Archive Studio product support and updates are provided to the customer by DocuLex. 23

24 Scanner, FAX and MFP copier compatibility: All major manufactured scanners, FAX and MFP copiers. Archive Studio accessories, options or add-ons No, Archive Studio is all inclusive. Additional WebSearch user licenses, or capture stations may be purchased Who should use this Solution Organizations looking to securely manage their paper, and miscellaneous electronic assets, for purposes of immediate access, disaster recovery, space savings and regulatory compliance. How this solution improves workflow Organizations can tightly control the lifecycle of all valuable information assets by directing the flow of documents from capture and indexing to access and collaboration to policy based destruction. Special awards or designations that have been talked about publicly 2012 Government final Trademark approval for WebSearch and Archive Studio Buyers Lab ***** five star rating for Archive Studio BERTL's Best 2005, 2007, 2009 Scanning and Archive Solution 2007 Ricoh Technology Partner of the ear" Award 2007 Tampa Bay Journal Top 25 software developers 2006 Global Imaging Award 2005 Fujitsu ISV Partner Innovation Award 2002 Florida High Tech Fast 50 Award 24

25 Cost justification: Process Improvement (addressing slow, manual, inefficient document processes) Security & Compliance (information security, audit trails, access controls) Total Cost of Ownership "TCO" (reduce consumables, maximize equipment, go digital vs. paper) Environment (manage energy consumption, reduce waste, conserve resources) Special attributions: Software is also available on-demand as a subscription service Workflow engine is customizable Archiving ability build into WebSearch Scanning and Indexing software is built into WebSearch, therefore, requiring no additional desktop capture licenses. SharePortal module is included in WebSearch for sharing documents with outside associates while keeping files secure. Files are stored with names and folders that mimic meta data, rendering network file storage as completely un-proprietary. 25

26 Nonproprietary notations: Archive Studio utilizes servers with standard Microsoft Server software and SQL server or SQL express. Files are stored in non proprietary folders, designed by the user. File names are non proprietary and designed by the user. All electronic files are stored in their native format, scanned documents as standard searchable archive quality PDF files. Top customer use-cases where the benefits of the solutions are most clear: The initial payback for customers is from labor savings, with the ability to locate desired files in seconds, each and every time, from any location. Intrinsic benefits are file security, compliance, disaster recovery, increased online collaboration, reduced traffic, diminished file storage costs, and automated retention policy management. This is seen most often with project driven files, such as medical records, customer files, case files, HR records, construction project documents, support files for manufacturing, archiving and correspondence. Key words that typically are associated with this use case scenario: Labor savings, instant document access, security, compliance, disaster recovery, collaboration, workflow, archiving, reduced file storage costs, retention, records management, document management, content management solution The top industries, vertical or horizontal markets that need the solution: Local and State Government, Professional Service organizations, Manufacturing, Healthcare and Construction. Alternatives to the Solution: Store paper documents in file cabinets or at an off-site records center. Manage MS- Office files, miscellaneous electronic files and on local or networked drives with little security, no activity trail, unenforceable records retention policies, non compliance to industry regulations and limitations on the accessibility of files. 26

27 Points of differentiation: Archive Studio offers a 100% browser based single server installation, simplifying the user experience and minimizing in-house IT involvement and support. Up to an unlimited amount of users have access to Archive Studio through their standard desktop browser via network or secure internet access. Archive Studio incorporates archiving, workflow and web based scanning with document and content management. Strengths of this solution: Archive Studio is available as a single server browser accessed content management solution. Archive Studio includes capture and indexing software and may also be configured for use with 3rd party capture applications. A developers API is available for integration with line-of-business applications and for non developers, the WebSearch connector is included. archiving is included in Archive Studio in comparison with the many standalone archiving products on the market. Company Backgrounder/Descriptor: 50 word Established in 1996, DocuLex offers years of experience in the field of document and content management software development. DocuLex serves over 1000 customers with the award winning Archive Studio product suite, encompassing document capture, indexing, workflow, file security, 100% browser access, compliance, file archiving and records retention management. 100 word Established in 1996, DocuLex offers years of experience in the field of document and content management software development. DocuLex serves over 1000 customers with its award winning Archive Studio Content Management and Document Management Software Suite. Archive Studio is a secure browser-based solution that is an easy to use, productive document management, workflow and archiving solution for any business environment seeking secure Instant Document Access. Archive Studio is available as a server-based product or an on-demand cloud-based software as a service. DocuLex is committed to our customers and partners. We provide innovative, proven solutions to ensure your success, and the tools you need to streamline business processes and increase revenue. 27

28 Document Management Software Comparison: DocuLex General Support daily concurrent use for over 500 users. Accessible both through the local area network and across the Internet using the same application. Be able to store any type of electronic file without regard to its contents or the software application used to create it. An integrated environment that combines, document management, archiving, records management, imaging and workflow. Integration with Active Directory API available for integration with line-of-business applications EDRMS to accommodate a public access mode or kiosk mode with no login screen, limited user ability and simplified user interface. EDRMS to offer guest access to records secured within the system, but isolated to only files authorized by a user. Guest access will not utilize a user license and does not require login or password credential to be entered in by the guest. Document management software to be 100% browser based, utilizing modern web 2.0+ technologies. Both Windows and browser based capture integration Document Entry Document entry can be performed over the network or with secure internet connection. Document entry should be provided seamlessly from the following applications: Microsoft Office Suite, which includes: MS Word 2007/2010 MS Excel 2007/2010 MS Outlook 2007/2010 Microsoft Windows Explorer Integration with MS Outlook and MS-Exchange, support drag and drop functionality as a means of copying or moving documents into the EDRMS. 28

29 The EDRMS should provide configurable and customizable data entry screens for capturing document metadata or index information at the time a document is saved into the system. The EDRMS should allow customized data entry screens to be created for different user groups, departments, libraries and/or different document collections. The EDRMS should allow for the creation of index records that refer to both electronic documents and boxes of paper documents. The EDRMS should provide a one step method for modifying document metadata such that modifying data in multiple locations or systems is not necessary. The EDRMS should provide a one step method for importing or creating new documents such that further steps or entries in other systems or locations are not necessary. The EDRMS should allow for the deletion of unneeded documents. A users deletion privileges are to be determined and set by an administrator. The EDRMS should provide facilities for batch entry of electronic documents. During the importing of a batch of documents the system should create document metadata based upon pre defined defaults, folder names, file names or other existing metadata. Document entry queues or inboxes for batch indexing and document review. Indexing queue or inbox to support "save and next" document, plus field data values that stick between indexed records. ODBC look-up capabilities for data validation and match & merge of existing meta data values Browser based ability to input new files from a local scanner, no desktop software Indexing and Storage The EDRMS should store all files in their native file format. The EDRMS should create a fully searchable index based on all document metadata contained within the system. The EDRMS should create a full text index of all the contents of all documents stored within the system. The EDRMS should be capable of searching both metadata and full text content with one search. A mandatory search string may be hidden by an administrator in order to restrict certain users to a targeted set of documents within a library. 29

30 File name and folder names are based upon the documents meta data values. Upon document entry and index creation, document is automatically named and filed in the appropriate folder based upon meta data values If Document meta data is edited, the file name automatically changes accordingly and the document is automatically moved to the appropriate folder. Indexes are automatically and immediately updated upon new document entry or metadata edits. Indexing of will include the text content and meta data of all attachments Indexing of will automatically include all content and meta data, including From; To; Subject; Sent Date, Received Date, CC and BCC. Searching The user can customize their work environment by selecting the fields they choose to search, the libraries they choose to search and which fields to display the resulting values. These settings will hold between sessions. With one single open Window, the user will see the search form, the resulting records of the search, plus the selected document. With one single open Window, the user will see the explorer style folder tree, the resulting records of the navigation, plus the selected document. The EDRMS should allow the user to carry out a single search across all repositories or libraries if more than one library is implemented. The EDRMS should provide a single search form to facilitate the search. The EDRMS should allow for searching of an individual document index field. The EDRMS should allow searching of all document index fields simultaneously. The EDRMS should allow for full text searching on whole words, part words and a combination of words. The EDRMS should allow for both index field and full content searching with one simultaneous executed search. The EDRMS should allow for search of documents using fuzzy or sounds like functionality. 30

31 The EDRMS should allow for Synonym search functionality The EDRMS should allow search results to be saved for later use or for access by other parties. The EDRMS should allow for searches on dates and date ranges. The EDRMS should allow results of searches to be sorted on document date or other desired field. The EDRMS should allow the results of a search to be exported for electronic display, or printing. The EDRMS should show the document date field on the search results list. The EDRMS should save the search history for users The EDRMS should display the most recent searches The searching of will include all attachments. The EDRMS should allow the search and retrieval of documents utilizing data from other line of business applications Viewing The EDRMS should provide the capability of viewing all document file types that are contained within the system. The EDRMS should allow the viewing of batches of documents (e.g. search results) and support paging from one file or page to the next with a single keystroke or mouse click. The EDRMS should allow the viewing of batches of documents (e.g. search results) and support paging from one "full text hit" to the next with a single keystroke or mouse click. The EDRMS should allow the viewing of batches of documents (e.g. search results) and support paging from one file to the next without opening any new pop-up windows or panes. The EDRMS should have the ability to highlight retrieved search criteria in the viewer. The EDRMS should allow the user to cut & paste text from the viewer. The EDRMS should have the ability to add online notes to a document in the system. The EDRMS should allow a file to be opened using the file s native application for true formatting and editing purposes. 31

32 The EDRMS should allow the results of a search to be reviewed and individual documents added or removed from the list of results. This new list is to be copied and saved in a user defined work space folder for future reference or sharing among selected users. The EDRMS should allow a document or a selection of multiple documents to be ed from the system. The viewing of will include the viewing of attachments. User Interface The EDRMS should provide a browser accessed user interface compatible with IE and Firefox. EDRMS browser application should illustrate Web 2.0 technology used, such as list box pull-downs, fast-fill data entry, pop-up calendars and use of right click menus. The EDRMS should provide online help as well as pop-up tips. The EDRMS should allow the user to define display field defaults for searching, data entry and results display The EDRMS should have user defined browser timeout settings The EDRMS should provide the following facilities from the user interface: view a document open a document view index information or metadata print a document copy a document make a document read only delete a document lock a document for edit/check out unlock a document/check in view search history import a document download a document e mail a document to another party access to all search options access to workflow functions Select and unselect all documents 32

33 Version Control The EDRMS should allow multiple versions of a document to be stored. The EDRMS should provide control on whether or not previous versions can be edited. The EDRMS should provide a comments or summary field to describe each version. The EDRMS should provide user control to replace an existing version The EDRMS should provide strict control mode, whereas, all word processing documents are managed and stored in the EDRMS system. The EDRMS should have the option to take over the "save" and "save as", menu for MS-Word and Excel, providing strict guidelines to ensure all files are tightly managed for version control and storage in one central location. EDRMS to provide method of managing checked out documents for offline use. Document Imaging The EDRMS should support a wide variety of TWAIN compatible scanners. The EDRMS should support image capture from Multi Function Devices such as copier scanners. The EDRMS should provide the ability to scan and store images of documents and drawings. Documents for scanning may be up to 36" x 120'' in size. The EDRMS should have the ability to automatically detect double sided, skewed and blank pages during the scanning process. The system should allow the user to configure how these situations are handled. The EDRMS should provide automated and manual quality assurance steps to ensure sufficient quality of an image. The EDRMS should use optical character recognition (OCR) to make all scanned documents readable by a full text indexing system. The EDRMS should support zone OCR for creation of index data from specific regions of a document. The EDRMS should support zone barcode for creation of index data from specific regions of a document. 33

34 The EDRMS should support OMR (Optical Mark Recognition) for creation of index data. The EDRMS should be able to process documents to be scanned in color or black and white. The EDRMS should be able to process documents that are both single and double sided. The EDRMS should be able to create searchable PDF files. The EDRMS should be able to embed custom meta data inside the PDF file. The EDRMS should be able to function in a batch scanning mode where documents are scanned in a large batch with each document being identified using a separator sheet. The EDRMS should provide support for reading bar codes and extraction of the information to create index data. The EDRMS should allow documents to be manually indexed (profiled) during the scanning process. The EDRMS should provide lookup and validation of index fields that are entered during the profiling and scanning process. The EDRMS should provide automatic document break recognition The EDRMS should automatically create index information such as creation date and time, etc. at the time a document is scanned. The EDRMS should provide image processing capabilities such as rotate, de speckle and deskew to improve image quality. The EDRMS should allow documents to be manually indexed (profiled) prior to the scanning process with profile cover pages. Workflow The EDRMS should provide triggering events to automatically create new workflow cases The EDRMS should provide a facility to route documents to multiple recipients The EDRMS should provide escalation of a routed document to another party if the workflow is not acted upon within a user definable period of time. The EDRMS should provide a facility to design more complex routes and provide automation for common actions, such as approvals, the addition of documents or updates to document profile information. The EDRMS should provide the ability to create notifications, via e mail, related to workflow activities or progress. The EDRMS should allow for audit tracking of documents routed through workflow. 34

35 The EDRMS should provide the ability to securely record any approvals that are required as part of a defined workflow. The EDRMS should allow for new workflow cases generated with existing documents or new documents. The EDRMS should provide a smooth and automated method of importing new documents directly to a users data entry queue The EDRMS should automatically move documents into the appropriate archive folder based upon meta data values. If needed, a new folder or sub-folder bearing the meta data value will be automatically generated. The EDRMS should monitor for workflow case deadlines, displaying warnings and deadlines, including distinctive color display as well as time left indicators. EDMS should allow users of a workflow case to examine routing progress and current status. EDMS should allow for automatic routing decisions based upon timeout expiration, dollar amounts and approvals. EDMS should allow for reassignment of activities to other users EDMS should allow users to attached notes to a workflow case and be visible to all users of a specific case. A workflow case and all related documents should be available to launch from any one document involved in a workflow All documents related to a workflow case should be automatically detected without human intervention Based upon a triggering event, documents within a workflow case should be capable of auto delivery via Collaboration The EDRMS should allow user to create work space folders, restricted to the owner of the folder and anyone they invite to participate. Only the owner the those invited will see that the workspace folder or subfolders exist. Users have the ability to copy documents from the results of a search and copy one or more into the target workspace folder. 35

36 The owner of the workspace has the ability to set permissions to the guest to: view a document move a document zip and download a document copy a document delete a document paste a document Users have the ability to set document expirations from the workspace folder. The owner of the workspace has the ability to set a folder expiration Users of the workspace have the ability to upload files directly into the workspace and into the main library repository. Users of the workspace have the ability to read and create blog style notes at the folder level. Users of the workspace have the ability to read and create blog style notes at the document level. Users of the workspace have the ability to set auto notifications to be notified via or internal dashboard. User is notified of one or more of the following actions: a new document is added a document is deleted from the library a document is deleted from the workspace folder a document is checked out a document is checked in index properties are edited document level permissions are edited document is opened and viewed document is downloaded A user of the workspace has the ability to invite a guest to enter a workspace, without the need for a login. The guest of a workspace has access rights to the workspace with use of a link that is automatically ed to the user by way of an invitation. The invitation to a guest is generated from within the EDRMS system. An expiration may be set on the invitation for guest access to a workspace 36

37 The User had the ability to set the following permissions of an invited guest: copy, cut or paste a document create new folders deleted a document from the workspace folder zip files and download generate blog style notes upload a new document The owner of the folder has the ability to view and manage all invitations. The owner of the folder has the ability to add a custom password to a guest invitation Records Management The EDRMS should allow for the classification of a record into a record series. The records series will belong to a record group. The record group will belong to a record type. The classification of each document will be performed upon entering the EDRMS system in an unattended manner. The EDRMS should have a litigation hold function that will indefinitely suspend the destruction disposition of a records type until the hold is removed. The EDRMS expired file disposition will be to shred a record or archive to an off-line storage media. Administrator designation of one more records managers. The records manager is the only party authorized to create, edit retention policy, plus apply litigation holds. The EDRMS should provide a report of documents that have reached their life cycle and have been shredded or archived. The EDRMS should allow only the records manager, which is appointed by the administrator, to delete documents and purge records completely once they have reached their retention policy destruction date. The EDRMS should create a destruction notice or certificate for destroyed records. 37

38 Archiving MS-Exchange integration Journal mailbox integration Enveloping, including all headers as meta data Time and date stamped Viewable by sender or recipients only Auditor or Legal over ride for search and viewing all messages Fully automated system requiring no human interaction Includes records retention and legal hold capability Digital signature for preservation of authenticity Indication of internal or external, incoming or outgoing message Activity log Message filtering Content sniffer with escalation to supervision The creation of a new workflow case generated by certain discoveries Security The EDRMS should not allow access by unauthorized users. The EDRMS should integrate user sign on with the network sign on to make logging into the specific application unnecessary in a LAN environment. This would require the integration of Active Directory. The EDRMS should provide security functions so that a document may be secured to: An individual A division or section A project team or department A management grouping An ad hoc work group If multiple repositories or libraries are implemented, the EDRMS should allow separate libraries to be secured for particular divisions, communities or individual users to prevent unauthorized access. Browser access to the EDRMS should pass data with 128bit encryption. Browser access links the EDRMS should be 128bit encrypted. The EDRMS should allow users to override default security and set security at a document level. 38

39 The EDRMS should provide control over the following permissions: view index or profile metadata view document edit index or profile metadata edit document via check-out/in copy document delete document edit security settings for a document scan The EDRMS should provide a history log to track all activity on a document and user. This log should be system generated and not changeable. The EDRMS should allow for the creation of security groups or communities as needed and should provide for the granting of document access rights to these groups and to individual users. The EDRMS should allow viewing or printing of user activity reports. The EDRMS should allow administrators to delete or correct the profile information of a misfiled documents. The EDRMS should allow administrators to add, edit or delete field names. The EDRMS should allow administrators to add new document types. The EDRMS should allow administrators to add new users. The EDRMS should allow administrators to disable user accounts so they are no longer able to access the system. The EDRMS should allow administrators to assign or remove administrative rights for other user accounts. The EDRMS should provide an audit trail of actions taken by any user on any document. The EDRMS should allow administrators or authorized users to add new data to validation tables (i.e. locations, client name, engagements, etc.) The EDRMS should provide facilities to manage user settings and permissions. 39