Store… Search… Retrieve & Share…

Improving Efficiencies with Keep: Distribute your data with a bespoke interactive service

Contents

i. Introduction

ii. Keep – Definition

iii. MITIE WorkWise – Keep

iv. Key Benefits of Keep

v. WorkWise Keep Product

vi. WorkWise Keep Features

vii. Document Compilation

viii. Further Information - Contact

Introduction MITIE WorkWise has developed its own portable document repository, platform branded „Keep‟ . With a

professional in-house CD and DVD production facility allowing us to build bespoke PDR’s and print covers with

your chosen corporate identity, thereby ensuring your brand integrity is maintained. The process is no longer

labour intensive and has an advanced multi search engine capability.

This is a solution that would Keep on improving efficiency across the board and therefore reduce costs by up to

20%, which are both vital in this current period of economic downturn and uncertainty.

Portable document repositories (PDR) also known as eBibles or transaction bibles, are a convenient and

intelligent way of storing, indexing and presenting comprehensively searching large volumes of documents.

Typically creating a PDR was a labour intensive process requiring the use of a skilled Adobe expert and could

take several days to produce.

Hard copy documents are scanned, OCR’d, quality assured, and converted to PDF/A format then indexed.

Hyperlinks are created from the table of contents to each individual document enabling users to instantly view

a copy of the documents and navigate to it with ease.

Featuring a search option, PDR’s also allow you to search for specific text within documents [containing

thousands of pages] in a matter of moments.

i.

Keep – Definition

“Keep, /kiːp/, n, the strongest or central tower of a castle, acting as a final refuge.”

ii.

MITIE WorkWise - Keep Keep is MITIE WorkWises’ unique application tool that can be used to consolidate all of your documents into a

safe and tidy portable document repository.

• Keep allows you to view all of your documents wherever you are in the world through either a disc, USB or

cloud access.

• We can update your Keep projects and manage your documents for you.

• All types of documents can be uploaded into Keep to enable professional and clear communication with

your clients. Keep allows your clients to view the content without having to go in and out of different

programs.

• Keep also allows you to view your documents in their native format (in order to change text or add

annotations). It also allows you to edit, save (down to your desktop or DMS) and even print your documents

in the order of your index.

• Keep does not require any PC administrator rights nor does it need to call upon any other applications on

your computer / iPad / Android etc. So it will run quickly and efficiently within one window.

• Keep has been created to assist organisations throughout their whole document process (or bid / tender

process) from scanning and naming files all the way to compiling the documents onto your chosen format.

• The software can also be configured to suit individual company marketing and branding needs. Each Keep

project can be tailored and we will work in association with your teams in order to ensure your Keep project

aligns with your content management policy (file name formats).

iii.

Key Benefits of Keep

The ability to securely view Keep from

your laptop or PC using a bespoke designed CD/DVD, USB or cloud

platform

Securely Email clients straight from

the runtime application without

the need of MS Outlook

Contact clients over

the network or

securely via the cloud

Search, retrieve and share documents within

the application. In-depth search functions to look-up key words and Phrases and more at

the click of a button

View documents / embed Flash

/video and audio content in the office or on the move

The ability to login, open and view

Keep on the move from various

different platforms using the App on

your iPad, mobile or android device

iv.

WorkWise Keep Product What we Provide • We will create your interactive CD, DVD or USB ready to share or deliver to your clients. All CDs, DVDs and USBs will

autostart for ease of use

• Bespoke high quality branded disc and presentation case with the option to use your logo / images and corporate colours

• Fully automatic creation of index pages with hyperlinks making it easy to navigate in a similar way that you would view web pages

• The option to add passwords to either the whole application or particular documents within Keep

• The option to add links to your company website (page specific) and add in the contact module to include details and images of key contacts within your organisation.

• Inclusion of images, email and web links, video content is optional at an additional cost

Keep Standards • Keep is an efficient and ethical way of saving on paper by sending out all of your documents electronically.

• Keep complies with the International Organisation for Standardisation – ISO 32000-1:2008 Document Management Portable Document Format

• BS ISO/IEC 27001:2005 IT Security Techniques Information Security Management Systems Requirements

• Standards defined by the LITIG/KMIT* *The Production of Transaction Deal Bibles – 30 September 2009

v.

WorkWise Keep Features Faster Production of information and 24hr turnaround times for initial proof.

Powerful Immediate & Multiple Search Function having documents in fully searchable format offers cross referencing where documents can be searched by Boolean, bates numbering, keywords or phrases.

Bespoke Design and with the ability to add additional interactive elements, customise for each project in accordance with your corporate colours, logos, branding, web and email access for key contacts which in return offers a professional approach to your clients.

Instant Access easy and instant access from a disc, USB, or a network without moving. Documents can be accessed from the index page or searched by a keyword.

Email clients from your Keep projects with a fully functional contacts listing.

Shared access Keep can be shared between Directors, OP’s Managers and various users with the necessary security and portability you require.

Remote access and portable media from a laptop or PC, to the web or smartphone either in, or away from the office.

Security Encryption of all data or certain documents with a full audit trail down to image level and validation with the option of user based security.

vi.

Document Compilation “Our Service does not just cater the legal market. We realise there are various other markets out

there who would benefit from our Keep service offering.

A variety of documents and

interactive content can be made available through Keep.”

Variable Content

• Personalised discs

• Records

• Photo libraries

• Billing transactions

• Direct Marketing

• HR Records

• Dicom image archiving (Medical)

• Dicom image distribution

Finance & Telecoms

• Data Distribution

• Legal Archiving

• Billing / Transactions

Manufacturing Industries

• Service Manuals (O & M’s)

• Quality data / Certification

Bookshelf Archiving

• Source files

• Graphics / branding work

• Tenders / bids (bid libraries)

/ engineering drawings,

interiors / plans

• Database files

• Emails

• Event videos / Training

videos

On Demand Distribution

• Manuals (O & M’s) /

contracts

• BMS Documents

• Health & Safety (QHSE)

• Training videos

• Events videos

• On-Demand Manufacturing

at Point of Sale

Information Technology

• Software distribution

• Service code archiving /

Escrow

vii.

Contact For further information or a quote

Please contact:

viii.

“All of your documents at your fingertips.”