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- 2. Increase Efficiency & Enhance Productivity CREATE CLOUD BASED SYSTEMATIC RECORDS OF DOCUMENTS, EMAILS, KNOWLEDGE DOCUMENTS & TEMPLATES FOR EASY REFERENCE & RE-USE
- 3. Sis & Me Complex Folder Hierarchy Difficult to follow every time File & Folder Naming Convention Always differ from person to person No compelling mechanism for one place centralized storing THE PAIN, WE UNDERSTAND
- 4. Scattered Documents across Office Network Two files with similar names can’t be saved in the same folder Typical Identification of the final draft from multiple copies Unorganized/Misplaced Knowledge Documents Email Overload & Outlook rules not enough to remain Organized Lack of Segregation of files as Current or Old Historical Documents Working Documents
- 5. Managing hard copy of documents for long duration of time is difficult Painful to maintain legal documents & records in an organized way Retrieval of files is complicated because of confusing names Loss documents due to Hard Disk Crush / Virus Attack Difficult to retrieve of files due to absenteeism/transfer of staff Accidental Overwriting of Documents & Templates
- 6. Difficult to identify the final draft from multiple copies Want to digitize all your hard copy documents like receipt, invoice, pro forma invoice etc. Unorganized media files like event pictures or videos etc. Can’t access files anywhere or at anytime when required
- 7. Lack of Knowledge Management System Lack of Record Management System No Continuity Management plan HAPHAZARD FILE MANAGEMENT THE NET RESULT OF HINDRANCES
- 8. Helps to have Less Paper Office ▪ Access File Anywhere ▪ Smart Management ▪ Quick Retrieval ▪ Digitize Records ▪ Maximum Usage of Past Experience ▪ Email Productivity With Microsoft Outlook WHAT KDOC PLUS DOES?
- 9. THE ROADMAP TO PRODUCTIVITY
- 10. File Management with File Management with UNDERSTANDING THE DIFFERENCE
- 11. Uniform File and Folder Naming ConventionsThe Benefit No intelligent logic in naming files and storage location. Automates naming and saving. Eliminates the behavior of file Save As dialog box Prevents saving two files with similar name in one folder. Unique ID for each Document, No duplication Incidents of accidental overwriting of documents occur - Save instead of Save As Saves before working upon the files NAMING FILES & FOLDERS
- 12. Quick Retrieval of Documents and TemplatesThe Benefit Only basic features for property assignment available in Microsoft® Word and Excel Makes profiling compulsory - either automated or semi automated No facility for selection of property values from pre-defined masters Enables record management for easy listing, sorting and retrieval PROPERTIES/METADATA
- 13. Simplifies Tracking and Retrieval SystemThe Benefit No unique identity to track documents and templates Auto assigns a unique number to each document and template Classification of documents are difficult to achieve Easily assign category to your respective documents THE UNIQUE DOCUMENT IDENTITY
- 14. STORE EVERYTHING ON PRIVATE/PUBLIC CLOUD Simplifies Tracking and Retrieval SystemThe Benefit No unique identity to track documents and templates Auto assigns a unique number to each document and template Classification of documents are difficult to achieve Easily assign category to your respective documents
- 15. DIGITIZATION OF DOCUMENTS You can easily access all the documents when requiredThe Benefit Painful to maintain hard copy of documents in an organized way KDOC® plus brings your manual files into system through scanning and save all your documents (like receipt, invoice, legal files etc.) in an organized way Preserve the important and legal documents form aging process After digitizing your documents you can easily preserve your important files and indexed it and fetch the required files quickly and will not be lost forever
- 16. CENTRALIZED REPOSITORY One Point Storage & Quick AccessThe Benefit Leads to scattered files across office network. Provides single location for storage of documents and templates Difficult to discipline each user in saving files at one centralized location. Prevents saving of files into other locations except into KDOC® centralized repository Makes accessing documents difficult in the absence of creator. Provides easy retrieval even in the absence of document creator
- 17. CLASSIFICATION OF DOCUMENTS Automated Record ManagementThe Benefit Random classification of files, no segregated classification Segregates files into working, imported, archive, historical and branch documents Follows one pattern of folder hierarchy i.e. difficult for all to follow Removes unnecessary clutter from the workspace enabling easy access
- 18. SUPPORT ALL THE FILE EXTENSION Manage all the types of documentsThe Benefit All your pictures, video and media files are scattered Easily upload and manage all your media files as K-doc support all the file types Difficulty in managing multiple backups file Store and save all the backup zip or files
- 19. TEMPLATES/MODEL DOCUMENTS Maximum use of past experienceThe Benefit Unorganized templates, formats and knowledge documents Creates centralized repository of templates and knowledge documents User specifies location in the system where the templates should be saved Enables saving of a document as template with ease Mere usage of templates and model documents across the organization Enables publication and sharing of templates list across the organization
- 20. EMAIL TEMPLATES Quick Standardized email communicationThe Benefit Offers only basic feature of email templates in Microsoft® Outlook and hence less used Promotes creating and replying of emails from template making the process easier and faster for the user
- 21. EMAIL ARCHIVE Safe & Secure Email RecordsThe Benefit Manual storing of important emails into folders for archive Facilitates moving or copying of important emails into KDOC® Plus repository PST files become redundant for ex-employees Facilitates bulk archiving of contact specific emails
- 22. DOCUMENTS SECURITY One Place Storing with Restricted AccessThe Benefit Enforcing security mechanism is difficult Easy security, by prohibiting direct access and copy of documents Unauthorized access of documents may be possible Access right mechanism provide you role-based permission Anyone can print, email or download the documents Control your hard copy print out, emailing and downloading of files
- 23. COLLABORATIVE WORKING Improved Sharing of Knowledge & Enhanced ProductivityThe Benefit Sharing of documents by emailing as attachments Inform collaborator about document number instead of sending as email attachments Best practice documents remained lying in individual folders Sharing of knowledge documents with ease Comments/Notes remain embedded with documents Separate Note Sheets for comments. Stored in data base and not with documents itself
- 24. CONTROL OVERWRITING OF DOCUMENTS Improved Sharing of Knowledge & Enhanced ProductivityThe Benefit Sharing of documents by emailing as attachments Inform collaborator about document number instead of sending as email attachments Best practice documents remained lying in individual folders Sharing of knowledge documents with ease Comments/Notes remain embedded with documents Separate Note Sheets for comments. Stored in data base and not with documents itself
- 25. REPORTS Improves Soft Copy ManagementThe Benefit Printing list of documents and templates not supported Creates list of documents and templates based on multiple parameters
- 26. MAINTAIN HISTORYING AND VERSIONING If a mistake is made you can go back to previous versionsThe Benefit Difficult to manage multiple versions of files Easily keep the tracks of every modification with the changelogs Reverting the documents to previous state not possible Maintain history of the every changes and if mistake is made you can go back to previous state
- 27. BACK UP & RESTORE No simple mechanism for backup and restore of files, scattered across the office network Enables incremental back up of all documents and templates Risk of losing documents due to virus attack and hard disk failure Backup and restore is easier Imposing manual back up files security is difficult Back-up files stored at secured location and copying of back-up files not possible Ensures Safety of Documents and TemplatesThe Benefit
- 28. INSTALLED ON YOUR SERVER Fear of data snooping from other-party installation K-doc plus installed on your server, most trusted place to keep your documents Eliminate Fear of Data SnoopingThe Benefit
- 29. LETS MOVE TO THE INTERFACE & SEE IN ACTION
- 30. Property Masters Contact, contact group, contact department, category, subject, udf1 and udf2, work status
- 31. Profile every documents before start working on it Automated naming convention Compels your staff to follow the discipline…
- 32. Create letter, documents, reports from MS Office Save existing documents into KDOC® Plus Upload files of any extension(txt, doc, pdf, png, rar, mp3, mp4)
- 33. List of working documents Documents register instead of folder hierarchy Filter desired documents based on any property
- 34. Edit the documents Checkout, edit, and upload Send the documents to archive, History Maintain the historying of documents
- 35. Documents Register instead of Folder Hierarchy Open / Create Copy of desired document Add Notes for document , send to Inactive etc… Keep track of all the improvement through versioning
- 36. Categorised documents as working, archived & history List of archived documents Occasionally accessed and hence removes clutter from present working documents
- 37. Access right mechanism provide you role- based permission Keep your data safe and secure with the central admin panel
- 38. ADVANTAGES
- 39. Leads to Faster Creation & Retrieval of Documents & Templates Eliminates the Fear of Accidental Overwriting Reduces Duplication of Work Efficient Document Creation Process Better Discipline & Organize Documents & Templates Consistency in Documents
- 40. Ensure Smooth Working in Case of Leave/Transfer of Staff Leads to Fewer Draft Copies & Saves Stationery Helpful in Legal Compliance Save Precious Time & Money Improves Productivity at Workplace Improved Security of Documents
- 41. Regd. Office: Everex Infotech Pvt. Ltd. 26, Champa Gully, M. J. Market Lane, Mumbai – 400002 INDIA Tel: +91 - 22 – 4226 4444 info@everexinfotech.com | www.everexinfotech.com We aspire your association “A business that consistently enriches lives is a wealthy business” Thank you! Marketed & Supported by Everex Infotech. Quality product Hazel Mercantile Limited