Electronic Document management, often referred to as Electronic Document Management Systems (EDMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner. Document management is how your organization stores, manages, and tracks its electronic documents.
Monsters Information Technology archiving solution is a comprehensive electronic document supervision and retention software solution for enterprises, non-profits, and government organizations. File archiving with Enterprise File Archive dramatically reduces the cost and complexity of data storage, recovery and backup.
Supporting all file formats, Al Kertas archiving solution is an automated archiving software-based system that runs inside the corporate network and connects to your existing file servers. Al Kertas archiving solution locates, offloads, cleans and stores files that meet an organization’s archiving policies. Al Kertas archiving solution policy-driven features allow the file archive administrator(s) to easily configure the archiving and storage options to meet an organization’s unique objectives. The file archive administrator can choose which files are archived, how files are stored, where files are stored and how long files are stored.
With no need for on-site installation or complicated maintenance, Al Kertas archiving solution is simple to use and deploys quickly. Authorized staff can search for, retrieve and restore their files immediately, without IT assistance. However, the file archive administrator also allocates employee archive access and activity rights, as determined by an organization’s corporate policy. This is especially useful for organizations under compliance regulations.
Capturing module is responsible for converting paper documents into electronic files and storing those
documents to the “Storage” location of the system. Or it can also work as a capturing service of
readymade electronic materials from different “data sources” to the system storage location.
QA is an optional operation, in case this phase is implemented then a separate “temporary” storage is required. The system will store all captured documents to the temporary stored. Then a QA user should access the system using the QA module. The user can modify (or just approved) captured images before moving it to the permanent storage.
Metadata is stored for each document. Metadata include the date the document was stored, the identity of the user storing it and all document properties such as size and number of pages. Al Kertas also extract metadata from the document automatically or prompt the user to add metadata. Al Kertas systems also use optical character recognition on scanned images, or perform text extraction on electronic documents in some special cases.
Track electronic documents. Indexing may be as simple as keeping track of unique document identifiers; but often it takes a more complex form, providing classification through the documents' metadata or even through word indexes extracted from the documents' contents. Indexing exists mainly to support retrieval. One area of critical importance for rapid retrieval is the creation of an index topology.
Many document management systems attempt to integrate document management directly into other
applications, so that users may retrieve existing documents directly from the document management
system repository, make changes, and save the changed document back to the repository as a new
version, all without leaving the application. Such integration is commonly available for office suites and email or collaboration/groupware software, or other implementations such as Legal cases management
systems. Integration uses open standards such as ODMA, LDAP, WebDAV and SOAP to allow integration
with other software and compliance with internal controls. Integration Module is a custom made module
that we develop as per client needs.
Storage module handles the physical location of all electronic documents. Al Kertas comes with three different modules. DB-STORAGE which handles storing documents inside the database, WEB-STORAGE a web service that handles storing “encrypted” documents in a web-managed folder and FILE-STORAGE which stores documents on a file system. Depending on the client requirements the desired storage module could be selected.
Retrieve the electronic documents from the storage. Although the notion of retrieving a particular document is simple, retrieval in the electronic context can be quite complex and powerful. Simple retrieval of individual documents can be supported by allowing the user to specify the unique document identifier, and having the system use the basic index (or a non-indexed query on its data store) to retrieve the document.
More flexible retrieval allows the user to specify partial search terms involving the document identifier and/or parts of the expected metadata. This would typically return a list of documents which match the user's search terms. ALKERTAS provide the capability to specify a Boolean expression containing multiple keywords or example phrases expected to exist within the documents' contents.
A published document for distribution has to be in a format that cannot be easily altered. As a common practice in law regulated industries, an original master copy of the document is usually never used for distribution other than archiving. If a document is to be distributed electronically in a regulatory environment, then the equipment tasking the job has to be quality endorsed AND validated.
Workflow is a complex problem and some document management systems have a built-in workflow module. There are different types of workflow. Usage depends on the environment the electronic document management system (EDMS) is applied to. Manual workflow requires a user to view the document and decide who to send it to.
Al Kertas DMS does not include a specific workflow management solution. From our previous experience we noticed that a customized workflow solution is going to serve the client in a more accurate form and proper manner.
Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents. For instance, in the United States, the Health Insurance Portability and Accountability Act (HIPAA) requirements dictate that medical documents have certain security requirements.
Our document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people. Document marking at the time of printing or PDF-creation is an essential element to preclude alteration or unintended use.
In addition to controlling user rights (for image retrieval and image storage) the security module provide a complete audit trail that logs all kind of information related to right usage by all users.
Also security module handles backup strategies of the storage of the solution. It monitors backup policies and reports all kind of failures in backing up the storage successfully.
Collaboration is inherent in Al Kertas. In its basic form, a collaborative EDMS allows documents to be retrieved and worked on by an authorized user. Access is blocked to other users while work is being performed on the document. Advanced form of collaboration allows multiple users to view and modify (or markup) a document at the same time in a collaboration session. The resulting document is viewable in its final shape, while also storing the markups done by each individual user during the collaboration session.
Al Kertas provides a mechanism for checked in or out of the documents, allowing users to retrieve previous versions and to continue work from a selected point. Versioning is useful for documents that change over time and require updating, but it may be necessary to go back to or reference a previous copy. Versioning is an optional component depends on client needs.
Publishing module handles the publishing process of the documents to the corporate portal, for public reviewing. Publishing module handles publishing rules of portal public review, public printing, public emailing (or faxing) and public messaging through all means of messaging services.
The ultimate document management system for any organization, the most user-friendly DMS in the world! Amazingly easy to use, highly secure and affordable
A powerful live-search function is built into our document management system so you can search documents not only by the file name and metadata, like keywords but also the content of the files thanks to "Optical Character Recognition (OCR)" technology. PDFs, Docx files or even screenshots and scans of documents are now thoroughly searchable!
Does an invoice, vacation application or another document need to be approved by one or several people before the next step? Not a problem! Invite people to approve and add their comments. In fixed order or all at once. It's never been easier to get and track approvals! You can also set an optional retention period for any of the folders and files -- in days, weeks, months or years!
Add tags, notes, date and due date to help organise your documents. You can easily add your own metadata fields of different types like lists, checkboxes and much more! You can also link files to create relations between documents in different folder structures. Metadata templates can be defined on folder-level too.
You can upload a new version of a document and preserve the existing metadata and all earlier versions of the file -- which are always easily recoverable with just one click! A document check-in/check-out feature allows you to lock a document for others while you are editing it on your computer. And each version of a document can be independently approved.
All your data backed up and bank-level encrypted in the cloud document management system where it's safely stored and is transferred via secure SSL layer. You can also customize password policy for your team members, so they can only choose extra long passwords and need to change their password as often as you wish. (For Web Storage Modules only).