Post on 20-Jan-2016
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Document Management
Definition
The management and control of documents with emphasis on their dynamic and transactional nature including indexing and retrieval, revision and version control, work flow and information content.
Coordination and control of the flow (storage, retrieval, processing, printing, routing, and distribution) of electronic and paper documents in a secure and efficient manner, to ensure that they are accessible to authorized personnel.
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Why use document management?
Cost1. Increase Productivity2. Reduce Storage Requirements
Control3. Improve Document Availability4. Integrate Information Resources
Compliance5. Ensure Document Security6. Government regulations
The top 6 reasons why organizations adopt information management techniques...
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Drivers and Requirements
• Reduce time & cost associated with transmittal, storage and retrieval
• Streamline business processes
• Plan for disaster recovery
• Regulatory compliance
• Improve customer service
• Single repository accessible throughout the enterprise
Driving Factors for Document Management
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Retrieval Request Time StudyPaper vs. Electronic
Paper System
Receive request
Find file 5 min.
Copy file 1 min.
Distribute 2 min.
Re-file 2 min.
Total: 10 min.
Electronic System
Receive request
Find file 30 seconds
Copy file 0
Distribute 30 seconds
Re-file 0
Total: 1 min.
EDMS saves 9 minutes per transaction, and at 20 transactions per day...
Paid Employee Day Month Year 5 Years
Hours 3 66 780 3900
At $21.00 Per Hour $63.00 $1,386.00 $16,380.00 $81,900.00
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On-premise & Cloud-based Document Management
A robust yet streamlined browser-based document management system. Drivve | DM helps you securely index, share, find, workflow and control any type of digital document within your business, as well as scanned images.
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Benefits
• Minimize paper document storage costs• Improve team collaboration through powerful
document workflow• Easily index, archive, search, retrieve and
workflow documents• Access & collaborate on any device with
internet access• Streamline virtually any business process• Comprehensive security & user management• Elegant, simple and enjoyable experience
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Scan your documents on a MFP scanner
Upload electronic files from your personal server, mail, network, etc... or
scan your documents on a TouchScreen Scanner
Access and administrate your documents on your
Mac computer
Access your documents on your iPad / iPhone
while on the road
Access and administrate your documents on your
PC computer
Create document workflows for all business
processes
Retrieve documents for printing, distribution and
download
Organize documents in customized Spaces
Core Functions
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Key Features
Storage & Document Management
Spaces Management
Document Capture Search & Retrieval
Document Workflow &Collaboration
Mobility
Scalability Installation
Administration & Configuration Security & Compliance
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Document Capture
• Import documents from file servers, other document management systems and from Microsoft Office applications - Word, Excel, PowerPoint, Outlook
• Import paper documents using Drivve | Image from ANY scanner
• Upload documents directly through the Drivve | DM browser interface
• Bulk import facilities
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• Store ANY document format
• Secure library services
• Full version control
• Store documents in ‘Virtual’ filing cabinets
• End-to-End document lifecycle management
• Index documents
• Add Notes
• Database optimized for documents
Storage & Document Management
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Spaces Management
• Logical document-relationship management
• Classification from projects
• Cascading from projects into subprojects
• Managing duration from projects
• Automatic import from external systems
• Full-text search
• Context-oriented search
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• Context-oriented search engine
• Find documents by multiple criteria
• Save complex searches
• Create different views on the same
document set
• Preview documents in browser
• Download, print or email documents
based on permissions
Search & Retrieval
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The Drivve | DM Workflow Management engine allows you to integrate documents of all kind to your critical business processes.
Its powerful workflow capabilities allow you to streamline processes through standardization, while providing the flexibility for authorized users to create ad hoc workflows to meet specific business needs. Every event and action is monitored and managed for regulatory compliance purposes.
Document Workflow & Collaboration
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• Access your documents and workflows on the
move
• Synchronize your documents on your desktop
• Browser based UI that requires NO plug-ins
• Dedicated apps for iOS
Mobility
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for iPod, iPhone and iPad
• Works similar to the standard version of
Drivve | DM... but as a mobile version
• Simple and elegant interface
• Search, Retrieve and Send documents in order
to collaborate with your team members remotely
• Benefit from the customizable index fields you
already use within Drivve | DM
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• Full security & user management
• Document level security
• Define permissions by a wide range of criteria
• Full audit trail
• Assists compliance with AO, HIPAA, Sarbanes-
Oxley, GDPdU, FDA Chapter 11, GLP & GMP
Compliance, HGB, ZPO, BDSG and others
Security & Compliance
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• Server-side installation — 5 minutes and it’s ready to run
• No client installation• No complex database knowledge necessary• Database is included in the server setup• Easy to maintain the backup structure
Installation
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Browser based Browser based
Multi-platformMulti-platform
Installation
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• Central administration suite
• Web-based administration
• Create user, groups and roles
• Build filing structure, cabinets and project types
• Define rights & allocate permissions
Administration & Configuration
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• Multi-tier architecture distinguishes between client, server and infrastructure components
• Both the user client and the administration client use internet protocol to access the authentication, content and workflow servers via a communication channel
• Server modules communicate directly with the storage systems, databases and user directories
• Distributing the server modules over several computers ensures high performance on all workstations
Scalability
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Benefits
• Lower Total Cost of Ownership / Quicker Time-to-Value
• Rapid Deployment and Ease of Use
• Remote Access and Collaboration
• Focusing on Core Competencies
• Security and Disaster Readiness
• Cost-Effective & Scalable
• Environmentally Friendly
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Data transmittingUser devices are connected to the data center, allowing you to upload, download or access your data within Drivve | DM Cloud.
ApplicationThe Drivve | DM application itself: rights assignment and controls that regulate what happens inside this black box.
Data StorageThe database where your data is actually stored: relevant factors include scalability, data access and privacy controls.
Security
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Data CenterAccess to the data center building itself, its rooms as well as its power supply. And going further: access to client data, a server and the Drivve | DM Cloud system.
Data Backup: safeguarding against failure, disaster recovery and migrationThe safeguards that prevent data loss are critical.
External security controls and managementOutside security auditors and accreditation firms confirm that third-party data centers used by Drivve conform to recognized security standards.
Security
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Security
• Drivve | DM Cloud is Safe. Secure. Private.
• Enterprise Storage Area Network (SAN) equipment
• Redundant SAN processor and switch connectivity 24/7/365 online data center redundancy
• Daily backups stored off-site
• Off-site data center equipment located in a "standby" facility 8 to 16 hour data recovery service-level agreement
• RAID architecture optimized for performance, reliability, and availability
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Herzlichen Dank!
ありがとうございましたThank you very much!
¡muchas gracias! Merci beaucoup !
Grazie mille!감사합니다 .
谢谢各位。