Document Management System

Creating Knowledge Repositories from Documents!

Voluminous growth in data, compliance and regulatory issues, need for a faster decision-making process and requirements for a contingency plan for any disaster, are some of the factors driving the adoption of document management systems worldwide. An increase in demand that aims to cut costs and gain competitive edge through better document management and business process workflow is the biggest challenge faced by organizations. Other aspects that organizations countenances are automation, virtualization and integration along with a growing need to share information and documents with globally dispersed teams and improve collaboration and effectiveness between various units.

While some organizations archive large volumes of data using traditional systems such as tape back-ups, with limited indexing and search capabilities retrieval of data becomes difficult. Managing documents through an effective solution is thus critical to organizations and its failure can lead to a significant loss of time and money.

Nova Terra Technologies offers a powerful enterprise-wide web based Records and Document Management System (RDMS) which can efficiently manage and secure documents and content across the various departments within an organization. DocuCentre - An enterprise wide RDMS combines Business Process Management and Document Management providing key benefits to organizations such as workflow automation, document management, imaging, collaboration, reporting, archival and distribution of documents and records.

DocuCentre is a comprehensive multi-user RDMS (Records and Document Management System) that helps Organizations to capture, store, organize, secure, index and search any documents that an organization deals with for efficient day-to-day operations. With a rich set of features, DocuCentre is ideally suited for digitizing, archiving and retrieving documents from a standard web browser like Internet Explorer.

DocuCentre allows enterprises to automate many aspects of organization wide management, with the benefits of:

• Improvement in decision making and decreasing the risk associated with lost documents as it puts corporate history at the fingertips of today's decision makers
• Providing secure and flexible content sharing through workflow, this helps maintain integrity.
• Has the ability to handle documents created by external applications as well as manage information that is captured from paper or other record scanning systems thus providing automation and virtualization.
• Improves personnel productivity by making it easier to find information through quick search across multiple geographic locations, technologies and storage media.
• Above all, DocuCentre enables “real-time operations” across various departments therefore enhancing productivity and efficiency.

DocuCentre Components

• Document Image Archival & Document Management System - This module converts both scanned and email documents into electronic images. It acts as a central repository, which helps in retrieving documents quickly in a distributed environment without any loss of documents and saves valuable time. DocuCentre allows seamless and immediate access to digitized documents within the enterprise and across locations.
• Collaboration across the Enterprise - Provides a range of tools that facilitate people across the organization working with each other as well as with content and processes. These tools include discussion forums, polls and shared docs.
• Email Archival - This module enables enterprises to efficiently store and manage exponentially growing number of e-mails, thereby ensuring regulatory compliance and better server performance. E-mails can be quickly archived to lower-cost storage media without compromising accessibility and on-demand availability..
• Records Management - Records Management is an extensive feature of DocuCentre which not only allows Record Management Policies to be defined and implemented, but also helps in managing paper documents in electronic format, as it is not feasible to store all the paper documents in an organization.
• Knowledge Management - Helps in gathering and identifying content from documents, reports and other sources for the purpose of searching and using that content for meaningful relationship. It links people and teams to associated documents. This requires an extensive role based framework and the capability to transfer knowledge and expertise for search and re-use which DocuCentre provides.

DocuCentre is versatile to be applied in any industry with rich features like:

• Imaging – Enterprise level production scanning engine for document image capture.
• Workflow – Routing of documents and forms across different employees in an organization for verifications, approvals and rejections.
• Form Processing – A powerful distributed capture solution with automatic data extraction engine to index documents and forms automatically.
• Indexing – Inbuilt Indexing for making the search results more appropriate.
• Storage – Multiple folder creation with virtually no limitation.
• Collaboration – Comes with powerful Collaboration Tools for enabling collaborative work culture in an organization.
• Version Control – Inbuilt Version Control system to keep the document integrity intact.
• Easy Administration – Comprehensive Backup and Restore mechanisms.
• Search and Retrieval – Browser based search and retrieval with powerful search options like Content, Phrase, Fuzzy, Boolean.