SaaS - Document Management Projects ProductInfo 1. Document Management Projects. Benefits

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1 SaaS - Document Management Projects Product Info Document Management Projects The DocuWare document management system is available as Software as a Service (SaaS) with complete functionality, in addition to its on-premises model: users do not have to buy the software and run it on their own server systems; instead, they can access it as a service via secure Internet connections in return for a monthly fee. The attractive hosting solution frees companies from all administrative tasks involved in setting up and maintaining the DMS infrastructure only a minimum effort of the inhouse IT department is required. This brings flexibility and complete transparency of incurred and operating costs. DocuWare s model for success: all documents, whether created in different application programs or received by post or , are stored in electronic archives. Using accurate index criteria or full text searches, users can quickly and reliably search for any information. Numerous workflow features simplify and optimize working processes and routine activities. Be it for automated inbox processing, creating and processing invoices or archiving when you use the DocuWare SaaS model, you integrate Benefits Eliminates all administrative tasks regarding the installation and operation of a DMS infrastructure No costs for operation and maintenance Complete transparency of operating costs Full flexibility the document management system without a server installation in your own IT infrastructure, and use it without restriction, easily and securely via internet. SaaS - Document Management Projects ProductInfo 1

2 Functionality Document Management via the Internet Individual and Flexible A DocuWare document management system is always tailored specifically to a company s individual needs and the same applies to DocuWare SaaS. Together with the customer, an Authorized DocuWare Partner (ADP) defines the various workflows, works out how many file cabinets are needed and sets the index criteria required for the document archiving processes. The users and their storage, access and workflow rights are also defined. After this customizing preparation, the DocuWare Partner installs only the client software on the computers of the individual users. All the required server components are fully outsourced and run in the DocuWare data center. Here there is at least one dedicated virtual server for every SaaS customer. Database and storage systems are also housed in the data center. Users can archive, access and process their documents in their company s own file cabinets in the data center over a secure Internet connection. Energy distribution in the data center SaaS - Document Management Projects ProductInfo 2

3 Outsourcing to the Data Center for Optimal Security Outsourcing the responsibility for operating the DocuWare system brings maximum security as well as convenience. Sophisticated and 100 % reliable control systems in the DocuWare data center ensure the security of all data as well as the performance and availability of the system. All documents are reliably stored: by using DocuWare SaaS to archive their business documents, customers benefit not only from flexibility and cost transparency but also from security standards that are difficult to implement in their own in-house IT departments. A key component of the data center security strategy lies in the general building technology which systematically protects against potential external risks: the whole IT infrastructure is integrated in an environment which is optimally protected against external attack. On top of that, all access rights are strictly monitored. All requirements in terms of system reliability and efficiency are met in full. And of course, there is a sophisticated backup concept: a regular backup every week and an incremental backup every day ensure the best protection against data loss. Full availability and performance are periodically checked around the clock at five-minute intervals. For example, the capacity of the CPU, memory and hard disks is constantly checked, logged and analyzed. The same applies to the network Security at the highest level 24 / 7 operation and control Daily incremental backups Weekly complete backups Redundant storage of backup media at two locations Proactive monitoring system: performance and availability checks at 5-minute intervals 97.5 % availability guaranteed High-performance Internet connection thanks to latest fiber optic technology System is safeguarded against external risks by firewall, virus protection and IDS Complex security measures against basic risks, unauthorized access and other emergency situations Object and data protection measures at the highest level and the operating system processes. A host of complex security solutions ensure a high degree of IT operational reliability: firmly established, certified processes prevent failures and restrictions at server, system and network level. The result is a reliable 97.5 % availability per year of the whole system environment. It also includes a high-performance Internet connection the latest fiber optic technology ensures the fastest transmission channels, system stability and therefore high availability at all times. The best routing is selected for each connection around the world. Firewall, virus protection and an Intrusion Detection System (IDS) provide optimum protection for the infrastructure. And last but not least, they safeguard confidential authentication and identification data against data misuse. Another Service: Create Annual Archives There s another service that creates annual archives on external data carriers or bundles selected document sets always inclusive of all search functions. This can be useful when test authorities ask for documents, for example. To ensure that this data is also protected against misuse, it is clearly and contractually defined in advance who is authorized to create self-contained file cabinets. This also ensures that only authorized employees are involved in this process. SaaS - Document Management Projects ProductInfo 3

4 Good to Know For the use of DocuWare SaaS Document Management Projects, customers sign a hosting contract with their Authorized DocuWare Partner. The SaaS solution offers the use of a DocuWare system as required including all add-on modules except MSSQL- Server. Optionally, a read-only license is available for any number of users. The term of a contract must be at least twelve calendar months; additions to the project can be made at any time during this period, but reductions only at the end of each twelve-month term. Alongside a highperformance storage system for storage and read-write access, another storage system is available for the longterm archiving of tamper-proof documents. Ultra modern fiber optics technology for the quickest transmissions All Services Clearly Defined Transparency and confidence are created by the service level agreement (SLA), a voluntary commitment entered into by both parties. This SLA defines all the services precisely and officially regulates the quality parameters. The SLA precisely defines the guidelines for system availability, fault and change request management and for maintenance of individual service components. The specific aspects of data and access security, troubleshooting, hotline and support together with reporting and performance management are also defined in detail. Service Components In the DocuWare data center, each customer has access to the installed server components of a DocuWare system on a dedicated virtual server including database and storage system. Storage and access take place over the Internet using the Windows client component, which was installed at the customer s premises by their Authorized DocuWare Partner. No installation is necessary for access via Web Client; a browser is all that s required. SaaS Project Licenses DocuWare Named License per month: Use of all DocuWare features for one month. The minimum package is 10 users. Price scale based on number of users. DocuWare read-only Server License per month: Use of the DocuWare SaaS products on a server with read-only access by an unlimited number of users within a single organization for one month. This license is granted subject to the organizations already owning at least ten named licenses with unlimited access. SaaS - Document Management Projects ProductInfo 4

5 Hosted Server for Projects Virtual Server Standard: Hosted Virtual Server for use exclusively with DocuWare server modules including Windows 2008 server operating system for unauthenticated access; 20 gigabyte hard disk storage; 1 gigahertz, 2 gigabyte RAM. Virtual Server Performance: Same as Virtual Server Standard but upgraded to 2 gigahertz and 4 gigabyte RAM. Virtual Server Setup: Installation of operating system, DocuWare server modules and configuration for external access; includes one month s free access for configuration by ADP / customer. SaaS Secure Storage DocuWare SaaS Secure Storage: High Performance: storage of all documents and index data (including full text) in a secure environment. Highperformance read-write access; billing per gigabyte / month. DocuWare SaaS Secure Storage Long Term: Storage of all documents and index data (including full text) for long-term archiving in a secure environment. Write-once access; billing per gigabyte / month. Delivery of Self-Contained File Cabinet: Delivery of one file cabinet copy including database and retrieval software on the hard disk (incl.); setup required; billing per gigabyte. Self-Contained File Cabinet Setup: Setup of one file cabinet copy; billing once per file cabinet copy. Services are billed in advance for a period of 12 months in each case. Additions made during a term are prorated up to the end of the term in question and then in 12-month cycles. SaaS - Document Management Projects ProductInfo 5

6 Features Full scope of DocuWare services Installed server components per customer on dedicated virtual server Access to leased system via Internet /TCP / IP Storage and retrieval via DocuWare Windows Client Access via Web Client without software installation at user s premises Use of a Microsoft SQL Server exclusively for DocuWare SaaS Document Management Projects Combination of high-performance store for high-performance read-write access with economical store for readonly access Best possible data security thanks to backup measures State-of-the-art security technology for infrastructure and data Creation of self-contained file cabinets Hotline and support Best possible security for all business documents System stability Optimum availability at 97.5 % This document can also be found here: For more information please visit our website at: SaaS - Document Management Projects ProductInfo 6