Project Idea
In any organization, working with incoming/outgoing forms, faxes, documents, information and exchange them between employees inside the organization or between departments means lots of time and efforts spent on monitoring, tracking and controlling each and every process performed on any file. And no matter how much controlled your manual tracking and archiving system is, you will still find it very difficult to determine the status of a specific incoming or outgoing application!
Digimedica’s Archiving system depends on implementing the Electronic Documents Management Concept where files, documents and information are stored electronically in the system; this enables users inside or outside the organization to share and exchange these files easily through the secured Archiving system solution. Digimedica’s Archiving system also provides managers and supervisors with the required reports and statistics about employees’ performance, incoming/outgoing applications, documents, users, groups and other main factors inside any organization.
Benefits
Provides the ability to access all documents and files at anytime from anywhere through the internet
Project Component :
Part 1. Documents Archiving Unit
The Documents Archiving Unit depends mainly on entering all paper documents in the organization to the computer system through a connected scanner; the scanned document is then processed and saved to a working folder on the main server to allow all users to share the file information only if they are allowed to access it.
The Documents Archiving Unit in Digimedica’s Archiving system convert documents and information from paper to paperless by turning all information into digital data. Digital Data is always easier to be saved, stores, archived, maintained, edited, updated, deleted and restored than traditional paper documents.
Digimedica’ Archiving system provides a number of tools and options to edit images professionally without the need to use any external imaging applications, the archiving unit is supported with a professional imaging tools like: paint brush, fill tool, selection tool and so on .Also; Archiving system recognizes text which enables users to edit scanned documents through any word processing applications like Office Word easily.
The Documents Archiving Unit in Digimedica’s Archiving system is fully integrated with the Documents Management Unit which means that the archived documents will be easily shared between users and employees inside the organization, Also the unit provides complete reports and statistics about the archived and saved documents through Archiving system’s reporting Unit.
1. Archives files with different types: documents, video, sound, or image.
2. Ability to scan incoming and outgoing faxes automatically
3. Recognizes text in scanned documents to be edited easily using any word processing application
4. Advanced imaging tools to edit image files easily through the system
5. Compatible with all scanners
6. Converts files and documents to electronic data could be easily saved, edited and searched about.
7. Ability to send the archived files using Fax or Email
8. Complete security system to protect files and documents
9. Automatic Backup options to save and restore the archived data when necessary
Project Component :
Part 2. Documents Management Unit
The Documents Management Unit depends on managing and tracking the archived documents and information, the unit also provides a number of templates and forms to enable users to enter data and information much easier to the system and exchange them easily between the different departments.
Also, the Documents Management Unit handles incoming and outgoing faxes, mails and applications professionally, in addition to the tasks management tools available to track and monitor the employee’s performance to perform the required transactions on the archived documents.
To report performance, Status reports could be generated automatically from the reporting unit depending on the data available in the Documents Management Unit which stores detailed information about tasks, documents, users, files, and folders in the organization. The unit’s interface could be easily customized according to the user’s request to preview the tasks according to the task status, subject, responsible, type or department.
1. Easy to be used with a friendly user interface
2. Compatible with the Documents Archiving Unit to share and exchange files in the system
3. Ability to add users and groups with different privileges easily
4. Advanced security system to save the incoming/outgoing applications information exchanged and shared between users
5. Available auto backup commands to restore all information and documents when necessary
6. All documents, data and information are available in one place – the main server – and are exchanged between the users through the main server
7. Stores the complete task’s history including: user name, date, time, and the comments for each task modification process
8. Document’s versioning information is stored also representing: user name, date and time of the modification process. The file could be easily restored to any required version.
9. Professional tracking interface to enable managers and supervisors from monitoring the employees easily
10. Ability to track the tasks according to the status or the user name
11. Automatic notifications for open tasks or applications
12. Ability to send tasks and documents to users through email
13. Automatic Backup options to save and restore the archived data when necessary
14. Ability to access the system from anywhere inside or outside the organization after entering the correct username/password