M-Files Easy Document Management Software

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M-Files
Simply Easy Document Management
DOCUMENTS UNDER CONTROL

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Contents
Motive Systems Inc.
Why document management?
M-Files as a solution
Summary
Licensing and investment calculation - ROI
Deployment of M-Files
Contact information

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Motive Systems Inc.
Founded in 1989
Office locations in USA and Europe
More than 30,000 licenses sold
Customers in approximately 60 countries
Flagship product M-Files
Latest generation document management software
Customer base global in various industries

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International References
Alibre
AstraZeneca
BSA LifeStructures
Catella Property Group
EADS
Finncomm Airlines
Fläkt Woods
InterOil
Nokian Tyres
Parker Hannifin
Patria Group
PelliClarkePelliArchitects
Robert A.M. Stern Architects
Simon Property Group
SkidmoreOwings & Merrill
Thales
United NationsEnvironmentProgramme (UNEP)

Whydocument management?
PROBLEMS WITH FOLDER STRUCTURES
AGREEMENT
Inflexible and not dynamic; folder structure locks in classification
ADMINISTRATION
PROPOSAL
Files may reside on local PCs or laptops causing uncertainty, duplicates (50 %1) and obsolete files (60 %1)
PROPOSALS
Proposal.doc
PROJECTS
Lack of efficient search cababilities; up to 16% of time wasted looking for files2$70K per year per 10 office workers
C:
AGREEMENT
Y:
AGREEMENT
No automatic version history – no traceability, a key requirement of quality standards, risks loss of data
CUSTOMER
PROPOSAL
Does not support organizational changes: growth, personnel changes - 70 % of documents are re-created
PRODUCT
AGREEMENTS
PROPOSALS
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1) Kevin Craine: Design a Document Strategy, 2) IDC & DMA

Whydocument management?
Data is scattered
Chaotic collections of networkfolders, and local hard drives
Email attachments
Paper documents
Databases
External media
$1 to produce a document, $10 to process and manage it1
M-Files is an easy to use platform for documents covering
Files from network and local hard drives
Key e-mail messages
Paper documents in electronic format
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1) Kevin Craine: Designing a Document Strategy

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Organizational Benefits
Centralized document repository
Documents are available to everyone based on user rights
Improved security
Local PCs & laptops no longer contain documents that can be lost
Document history gets recorded automatically
Provides traceability required for quality standards and avoids potential data loss
Fast Search
Instantly locate documents independent of location

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Easy to Use
The only solution with a Windows Explorer UI
Instantly familiar
Users don’t have to change the way they work

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Fast, Reliable and Mobile
Work online or offline, with or without server access
Intelligent synchronization with the server
All necessary documents are always available
Automatic and fast updates to the data vault
Fast even over slow network connections
Minimizes network and server dependencies
Excellent tool for remote work
Traditional Folders: Slow network operations and folders-only synchronization.

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Web Access
Web-based user interface is available
Location and platform-independent (e.g. Mac)
Enables access for external parties, like customers, partners & contractors

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Document in M-Files
Document is classified during save operation
Much simpler and faster than using traditional folders
Vault database structure is centrally managed
Consistent data, documents are in control!
2. M-Files properties
1. Save to M: drive
(ANY Windows application)
3. Benefits
(for organization and user)
for example:
Document type
Date
Customer
Project
for example:
Locate documents immediately
Automatic versioning
Offline availability
Document re-use

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Finding Documents
Dramatic improvements in efficiency in locating documents
Search includes document contents
Documents are located immediately even with huge numbers of documents
Traditional Folders: Searching for documents is slow and restricted.

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Dynamic Views 1/2
Offer access to documents resembling traditional folders
Easy to use
Document properties (metadata) define the view in which the document is listed
One document can be found many ways
Users can define the best view for each situation
Traditional Folders: Files can only be in one folder; often duplicates exist in many folders.

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Dynamic views2/2
Document
Documents sorted by projects.
Documents sorted by customers.
Documents sorted by project and class.

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Editing Documents
Before editing, a document is reserved for editing(i.e., check out)
Prevents the risk of several users editing the same document at the same time
Other users are able to read documents that are checked out by another user (if they have permission)
After editing documents are returned to the vault(i.e., check in)
Network Drive: Simultaneous editing is not prevented risking data loss.

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Version History
Automatically stored
Old versions remain available and accessible at any time
Eliminates the risk of accidental data loss
Traceability meets requirements of quality standards
Network drive: Does not include version history. Accidentally overwritten files are only available as backup copies.

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User Rights Management
User and user group rights easily defined for each document
Default options available
Protection settings can be configured to apply to certain type of documents
Users and user groups can be imported from Windows Active Directory
Network drive: Files cannot be hidden and default options are not available.

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Administration
Document vault structure is easy to manage and modify
Managing users and user groups
Managing document classification structure
External data sources (e.g. CRM)
Workflows
Backups
Archiving
Event log

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Summary
Familiar interface
Easy-to-use; critical success factor
Extremely efficient searches
Increases productivity; improved document reuse
Version history
Improves quality; avoids of conflicts
Location-independent
Remote connections; offline functionality
Transforms paper archives into electronic format
Improves efficiency in the office
Document are organized and classified
Documents are under control!

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For more information, please contact us:
Motive Systems Inc.
Tel. (972) 516-4210
motivesys@motivesys.com
http://www.m-files.com