Drivve © - All rights reserved. Document Management Definition The management and control of...


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.


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...


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


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


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.


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


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


Key Features

Storage & Document Management

Spaces Management

Document Capture Search & Retrieval

Document Workflow &Collaboration

Mobility

Scalability Installation

Administration & Configuration Security & Compliance


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


Image captureDocument management

Capture to retrieval


Add documents


Add documents from MS Office


Add emails from MS Outlook


• 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


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


Store documents in ‘Virtual’ Cabinets


Version Control


Check-in / Check-out documents


• 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


Find documents FAST


Use VIEWS to see your documents in a different light


Preview documents in the browser - NO Plug-ins!


Show spaces, including details and associated documents


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


Creating workflows


Managing workflows


Searching workflows


Sharing documents


• 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


Sync with your desktop


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


• 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


Full Audit Trail


Manage the access rights


• 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


Browser based Browser based

Multi-platformMulti-platform

Installation


• Central administration suite

• Web-based administration

• Create user, groups and roles

• Build filing structure, cabinets and project types

• Define rights & allocate permissions

Administration & Configuration


Central browser based admin


• 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


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


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


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


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


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。

Drivve © - All rights reserved. Document Management Definition The management and control of...

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