|Document Center - our best solution
One of the basic challenges faced by today’s corporations is the issue of storing and managing hundreds of documents created by employees.
Hundreds of documents developed using standard office application tools are often chaotically stored in different locations making it almost impossible to track and share the knowledge they contain.
In today’s world, where knowledge is the key value driver just like natural resources were once in the past, the issue of knowledge management is one of the most vital questions raised by corporations.
On the other hand, the age of computer networks and advanced information technologies provides the user with numerous tools designed for document storage, often leading to informational disorder hindering efficient data sharing.
The Document Centre software application delivered by our company is facing these needs allowing to store files coming from various sources in a way quite similar to how paper documentation can be stored.
This solution allows the user to easily find a document searched, facilitating efficient flow and storage of information.
The main deliverable of the this application is to enable centralised storage and flow of all types of documents created using office application tools such as: Microsoft Office, Lotus SmartSuite, Adobe PDF, Lotus Notes and other.
Additional benefit is gained from having the files stored centrally in a Lotus Notes Database using all security mechanisms made available by this system.
The structure in which documents are stored mirrors the natural method of paper documentation storing based on cabinets, folders, files.
The prominent benefit gained by this tool is the reduction of paper documentation and securing against undesired loss of files. A single location for storing all documents and filing them in a structure of a virtual cabinet containing document folders, ensures file order and swift access to corporate documentation for authorised users.
Moreover, electronic documentation flow facilitates team work oriented on created files. Using this application reduces document searching time by 50% or more.
storing of documents originating from all forms (paper documents scanned, facsimile, e-mail) in a single location,
automatic attaching to library of all files from selected folder location,
integration with Lexmark printers (document scanning directly to application),
software integration with Microsoft Office and Lotus SmartSuite environments using COM technology,
building a library of document templates (dot, xlt, ppt, etc.), managing, arranging,
files can be sent from libraries or via file links,
software integration with Microsoft Outlook (automatic attaching of files from Outlook to libraries)
document viewing in virtual cabinets and folders arranged per various criteria,
applying electronic approval flow to selected documents stored in the application,
possible integration with facsimile on Lotus Notes/Domino platform (ND Sharon),
tracking document modification history,
documents created basing on any document template (Word, Excel, PowerPoint),
flexible application management and configuration (configuration and library definition document),
limited document deletion possibility (soft deletion method),
operating enabled via Lotus Notes client or WEB
SYSTEM AND HARDWARE REQUIREMENTS: consistent with requirements of Lotus Notes/Domino R5.02b release or higher, operation enabled using a web browser, cooperation with MS Word, MS Excel, MS PowerPoint, MS Outlook, MS Visio and MS Project, MS FrontPage, MS Access, Adobe PDF Reader, MS Internet Explorer, Lotus Approach, Lotus WordPro, Lotus 1-2-3, Lotus Freelance Graphic, Autodesk AutoCAD, Bentley MicrosStation.