ARXivar Document  Management
For …
Who
Basic elements• Capture from company information sources   – Archiving         • Electronic documents         • Paper docu...
Basic elements• Active information management   – Folders and binders   – Connections and links• Multichannel (E-mail, Fax...
Basic elements                                                           • Infinites unitsUnits                           ...
Basic elementsDocument types• The definition of document “types” allows you to  simply capture and organize every paper an...
Basic elementsDocument status• Any document goes through some status during its  life : draft, approval, valid• Every stat...
Basic elementsUsers and groups                                   • Infinite users and groups• A right document flow goes t...
Basic elementsAuthorizations                                       • Access in reading or• This is the heart of the docume...
Document Management
Document managementArchiving                                           • Direct interface to:                             ...
Document managementSearch                                                     • Search in every available data in         ...
Document management                                                     • FoldersOrganization                             ...
Document management                                           • Integration with:Multichannel and...                      ...
Examples                                                         • Ease in the accounting and                             ...
Technologic features                                                      • Look&Feel Microsoft OfficeClient on MS Windows...
Technologic features                                                      • Compatible with MS IE 8,WEB Client            ...
Technologic featuresStorage management• Archived document can reside on storage systems  (Server/NAS/SAN) or in the databa...
Advantages• Centralize information   – Create a unique point of reference for documents in      the company and within man...
Advantages• Backup and updating   – With all data in a single place it is simple to define backup policies   – Automatic s...
Advantages• Facilitate the Search   – Allow a simple and fast document search   – Define custom search keys for document t...
Advantages• Integration with documents from ERP   – Automatic acquisition of documents from ERP with no      need to devel...
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ARXivar Document Management

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With ARXivar you can manage any type of documentation and business information: documents and notes, logs, attachments, files, reminders, protocols, templates. You can archive massive documents, establish distribution lists and share information the best way.

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ARXivar Document Management

  1. 1. ARXivar Document Management
  2. 2. For …
  3. 3. Who
  4. 4. Basic elements• Capture from company information sources – Archiving • Electronic documents • Paper documents• Search and consultation• Full text Search
  5. 5. Basic elements• Active information management – Folders and binders – Connections and links• Multichannel (E-mail, Fax…)• Teamwork/Collaboration
  6. 6. Basic elements • Infinites unitsUnits For each unit it is possible to• The base of every efficient document organization define specific locations for document archiving, thus is the definition of Units, that is the business units allowing work even with slow that structure a company or a group connections • Business Unit • Definition of Responsible, of the creation and suppression • Companies in a holding date and of institutional mailbox • Branches
  7. 7. Basic elementsDocument types• The definition of document “types” allows you to simply capture and organize every paper and electronic source in the company • Infinite document types • Infinite additional fields • Simple connection with external databases to index and control data • Specific archiving rules and custom automation • Possibility to create uniqueness rules on multiple channels • PDF custom stamps to create virtual “stamps”
  8. 8. Basic elementsDocument status• Any document goes through some status during its life : draft, approval, valid• Every status has a specific control policy, e.g. for changing or revision • Infinite document status • Graphic identification with custom icons • Full control in reading and/or writing for each user and/or group • Possibility to lock review management • Notification management in case of insertion or review of a particular document status
  9. 9. Basic elementsUsers and groups • Infinite users and groups• A right document flow goes through the mapping • Possibility to manage 3 different license types of users in the company organization chart (standard, light and• Users can be grouped to achieve an easy communications) • Integration with Active document distribution management Directory • Custom activation to different features and modules (workflow, numbering, web…) • Controlled access to document status
  10. 10. Basic elementsAuthorizations • Access in reading or• This is the heart of the document management reading/writing configuration: the definition of users and group • Definition of digital signature for document types for any user access to document types • Possibility to deny review management for a specific user or group • Export and report of authorizations
  11. 11. Document Management
  12. 12. Document managementArchiving • Direct interface to: – Scanner• It totally replaces shared folders – Fax server• It has a full integration with EVERY document – Mail Server – ERP source in the company – Office• Easy interface of integrated archiving in every – Print spool saving mask in MS Windows world • Tools for automatic document profiling• Integration with every e-mail and fax tool • Tools for simplified archiving
  13. 13. Document managementSearch • Search in every available data in the document profile• It is possible to search documents in an easy and • FULLTEXT search in the archived fast way documents that come from OCR / ICR scanning• It is possible to run searches in every profile field, • Search saving in notes, sender or recipient data • Custom result grid • Multilevel grouping and order of the data
  14. 14. Document management • FoldersOrganization – Infinite level of folders• ARXivar allows you to organize and link documents – Automatic folders with structured keys through: – Privacy for folder and • Folders documents in it • Links • Link – Horizontal link • Connections • Connections • Binders – Parent-son connection• Any document can be manually or automatically on multiple levels (from external information e.g. from ERP) linked • Binders – Infinite custom structures – Infinite custom fields for binder profiling
  15. 15. Document management • Integration with:Multichannel and... – MS Exchange• Full movement of documents – MS Outlook • E-mail/Fax – Lotus Notes – Fax Server • Distribution list management • Direct documents and• Printing attachments print • Private or public document• Attachments, Notes attachments, with direct insertion from file or scanner• Complete tracking of every operation • Public or private notes,• Versioning attached to document review • Versioning system of any document type in the system, even if format is changed (e.g. from .doc to .pdf)
  16. 16. Examples • Ease in the accounting and registration operations ofAdministration incoming documents• Tax documents, automatic accounting, substitutive • Automatic archiving of storage are the first steps to an efficient company outgoing documents management control • Automatic connections• The integration with ERP has to be simple but powerful between documents (e.g. billsinvoices) • Consultation of documents alsoQuality management from users external to ERP• The paperless workflow management simplifies the • Tracking of every operation in the workflow everyday work and the review of procedures • Nonconformity • Corrective actionsManagement through Binders • Operational checks• Every company that works with small or medium • Workflow for creation and binders can benefit from the document centralization: control of the quality system binder information coming from any department is thus documentation centralized • Full access to binder information from any• Team working and collaboration workspace
  17. 17. Technologic features • Look&Feel Microsoft OfficeClient on MS Windows platform 2007• Full compatibility with Terminal Server or Citrix • Recommended for users that work with many documents • Totally configurable in aspect and presentation • Tools to manage standard visualization, allowing the IT to propagate new views in a simple and fast way
  18. 18. Technologic features • Compatible with MS IE 8,WEB Client Mozilla Firefox 3.5, Google• Full functionality to users connected with remote Chrome • Recommended for slow or• Intranet/Extranet mobile connections • Access to every document management feature, scanning included • Fruition of workflows from external workspaces • Suggested for the creation of customers, suppliers, third parties areas to access information • Fully configurable
  19. 19. Technologic featuresStorage management• Archived document can reside on storage systems (Server/NAS/SAN) or in the database • Infinite Units with storage or (MSSQL/Oracle/MySQL) local database to archive documents with different• Data compression to reduce network traffic policies from area to area• Data encryption for security from computer • Support to main databases attacks or not authorized accesses • Data compression with standard algorithms (ZIP)• Archived documents can be geographically • Data encryption with standard distributed on storage and on database algorithms
  20. 20. Advantages• Centralize information – Create a unique point of reference for documents in the company and within many company groups – Organize documents in Units – Define the same document types for the whole company – Centralize document administration – Archive any document type: Word, Excel, fax, mail, Autocad, audio, video, graphic...• Better security – Define access policies to document types – Archive data on the server in a secure way – Compress data to save space – Management of users and groups with quick and easy access to documents
  21. 21. Advantages• Backup and updating – With all data in a single place it is simple to define backup policies – Automatic saving – The automatic updating of user station simplifies the administration• Simplify the organization – Definition of the document types without too much fragmentation – Clear rules for document access: visibility, reading, writing – Merge users in “groups” with the same privileges and manage group rules
  22. 22. Advantages• Facilitate the Search – Allow a simple and fast document search – Define custom search keys for document types – Group documents in binders, folders – Manage recurring searches and custom views• Share information – Share does not mean “multiply” – Keep control or reviews• Integration of documents, e-mail, fax – Management of predefined templates to standardize document creation – Automatically send and archive faxes and integrate them with other documents
  23. 23. Advantages• Integration with documents from ERP – Automatic acquisition of documents from ERP with no need to develop “customization” – Incoming and outgoing documents, records – Data acquisition from the main ERP, CRM, BI.... – Automatic sending via e-mail, fax – Substitutive storage – E-invoicing• Process management – Archiving and searching documents is not enough. We need to “manage” them to better the organization – We define flows and processes in an easy and intuitive way – We control company efficiency through process monitoring

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