How To Manage Documents On A Cloud On A Pc Or Mac Or Mac (For Pc Or Ipa)

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1 SoftAge cdms Contents S.No. Topic Page No. 1. cdms at glance 2 2. Why cdms 3 3. About cdms 4 4. Goal 5 5. Type of Products 6 6. CMT Services 7 7. Value Added Services 8 8. User Roles 9 9. Process Flow Features List Facts Sheet Pricing Structure 13 1

2 cdms at glance cdms is cloud web based software, crucial for those organizations where the importance of documents, data security and reliability is a concern. Manually dealing with documents is a very challenging and tedious task and it is very time consuming process which hampers the core business of any organization. Every organization relies on documents to run the company; documents like customer data, sales & marketing data, contracts, invoices, HR records, policies, legal and etc. Today many organizations are using s for documents management or they are storing documents in a nested windows folders, which reduces both productivity and collaboration and at the same time increases risks. An organization can keep a complete control over the document workflow running within the organization in all the departments. It gives robust reporting system with full user tracking activity which enables the management to keep a close eye over the user transaction over documents. Many organizations have not adopted document management system due to prohibitive cost associated with license, IT infrastructure & on-going support. SoftAge is developing a cloud based Document Management System (cdms) to help small and medium sized companies manage and organize all types of documents through a web browser. 2

3 Why CDMS? Certain observations in manual DMS: Inefficiency in managing documents manually Inability to keep track of user transaction on documents like edit, move, uploading, downloading, move, print, etc. No track over document sharing Cumbersome process in adding new member in DMS Unnecessary paper work Data dependency on paper-age Wastage of huge amount of time while finding required document Workforce distraction from core business Additional cost of dedicated manpower for DMS Manual updation of database 3

4 About cdms Digitized document throughout the organization Completely automated DMS No human intervention required Provide a feature of document archiving, downloading, printing, ing and editing User friendly navigation and Usage Does not require technical capabilities Provide complete methodology to track and store various versions of documents Enables access to all the versions of a document E-locker facility which helps user to keep private documents in a separate folder which nobody else can access Different levels of document sharing within and outside user group Restricted document access Helps focusing on core business No third party software installation is required. 4

5 Goal Be the first to provide Cloud based Document Management Solution with services in the world. Initiate services in UAE and then move on to India, Kenya and eventually rest of the world. Provide the most secured cloud based solution to the community. Develop all in one Cloud based Document Management Application. Provide cost effective cloud based Document Management Solution to small and medium size business. Provide hassle free onsite customer service and support, from archiving and indexing to training and development. 5

6 Types of Products BDM Backlog Document Management Manage all previously stored documents on the cloud, remove all backlog and warehouse physically in our warehouses, if required by the customer. 1. Indexing of Documents 2. Bar coding 3. Digital Archiving 4. Free unlimited hosting of images 5. Free unlimited access to secured web based retrieval software with 5 CAL s 6. Free pickup and drop of documents. CDM Constant Document Management Manage all ongoing documents on the cloud on weekly or monthly basis and also warehouse physically in our warehouses, if required by the customer. 1. Indexing of Documents 2. Bar coding 3. Digital Archiving 4. Free unlimited hosting of images 5. Free unlimited access to web based retrieval software with 15 CAL s 6. Free on Call Document ing. 7. Options of Free Pick and Drop of documents on a weekly, fortnightly or monthly basis or onsite archiving. 6

7 CMT Services Develop a CMT Cloud Mobile Team to give onsite services. CMT will have professionally trained and qualified resources to cater all cultures and traditions. CMT will be equipped with all necessary gadgets which helps in managing document online such as Laptop, scanner etc. CMT will archive, index, Quality Check and upload document images to cloud from the customer s premises. CMT will train our cloud to the customer in a most efficient and moderate way. 7

8 Value Added Services Value added services will also be provided on an optional basis and will be charged separately Secured Destruction secured shredding of unwanted documents Document Warehousing physical keeping of customers documents to save space. Retrieval and dispatch Physical document retrieval and dispatch from our warehouse Extra CAL (Client Access License) Extra license for the user to access the cloud SMS Alert Service intimation of every transaction takes place at any time from any user 8

9 List of user roles Admin Admin has complete control over the system including Group Management, User Management and Document Management CC Central Coordinator HR registers and maintains complete user master CMO Cloud Mobile Operator Group admin manages all the members of his group and controls their activities CA Customer Admin The core user of the software, group member uploads, downloads and performs different activities on the documents as per the authorities given CU Customer User The core user of the software, group member uploads, downloads and performs different activities on the documents as per the authorities given 9

10 Process Flow: Login CC Login CMO Login Customer Login CC get s Log CMO gets Log in Cus t get s CC Dashboard 10

11 Features at glance bit security layer wrap 2. Cloud based secured data storage 3. Unique file extension security to prevent unauthorized usage of data 4. Two level password authentication for uploading / deletion of documents user and cloud team 5. Unlimited storage on cloud 6. Highly user-friendly interface % uptime with real-time connectivity 8. Works with existing resources no hardware or software required 9. Smart Folder Technology (Folder Creation) 10. Smart and advance search technology 11. Audit Trial Log Details 12. Track and Store images in JPEG / TIFF / PDF. 13. Conversion of images in different formats 14. notification for security purpose / SMS 15. Quick Access to folders to search any document 16. Bulk upload facility 17. Advance search on pre defined parameters 18. Download, print and facility 19. Update personal details 20. Change password 21. Manage folder security 22. User Management 23. Report generation 11

12 cdms Facts Sheet Clouddocu Quick Facts Sheet Languages English Operating System Windows XP or Higher Backend Database MS SQL 2005 & 2008, MS SQL Express 2005 & 2008 Web Browser Support Internet Explorer, Mozilla Firefox, Google Chrome Scanner Compatibility All Twain driver units Third Party Cleanup Compatible with Twain image editing tools File Type Storage Stores all image formats including multi tiff and pdf Internal Viewer Multi Tiff, PDF, Jpeg, BMP, png, gif Index Field Data Types Text, Number, Date Indexing Options Database lookup, Archiving date, Folder lookup Search & Retrieval Full Text Search, Progressive filtered searches Scan Import Management Workflow Audit User Administration 1. TIFF, PDF, JPEG, BMP 2. Multi Page and Single Page Scanning 3. Auto Unique File Name generation 4. Index before or at scan time 5. Unlimited Sub folders creation Bulk import option for importing documents which are in jpeg, tiff, pdf, bmp, png format Interface with Microsoft Outlook for auto integration Auto notification Rules based workflow Comprehensive audit log of all activity for individual documents search, print, download, view, . Export audit log in various formats like doc, xls, pdf, rtf Password protected user login. Individual and group authentication. Dual authentication. E-Locker. 12

13 Pricing Structure Constant Document Management CDM Extra Doc Up to 1,000 documents AED Fills Up to 2,000 documents AED 1, Fills Up to 3,000 documents AED 2, Fills Up to 5,000 documents AED 3, Fills Up to 10,000 documents AED 5, Fills Backlog Document Management BDM Up to 30,000 documents AED 14, Fills Up to 60,000 documents AED 18, Fills Up to 100,000 documents AED 22, Fills Up to 200,000 documents AED 33, Fills Up to 500,000 documents AED 55, Fills Extra Doc * The above pricing structure are suggested pricing, any discounts or promotions will be given and decided at the time of lanch 13

14 Thank You! Team SoftAge For any technical suggestions/feedback/query, please contact Sushank Malik For business related query, please contact Faisal Durvesh