BILLACE NIGERIA                  RC: 709642

June 25th , 2010




Technical Document
For the BILLACE Electronic Document
M...
Billace Nigeria….. Beyond Possibilities


Table of Contents

1  Executive Summary............................................
illace Nigeria….. Beyond Possibilities
Bi                      d



                                 Billace Nigeria Ltd i...
illace Nigeria….. Beyond Possibilities
     Bi                      d

                                  are expos to, the...
illace Nigeria….. Beyond Possibilities
  Bi                      d

                                The main objective of ...
illace Nigeria….. Beyond Possibilities
Bi                      d

                                   3.2. Retriev of Stor ...
illace Nigeria….. Beyond Possibilities
Bi                      d

                                      Comments ca also b...
illace Nigeria….. Beyond Possibilities
Bi                      d

                                       3.2.
            ...
illace Nigeria….. Beyond Possibilities
  Bi                      d

                                       Mainta existing...
Billace Nigeria….. Beyond Possibilities


                                  6 Screen Shots
     The Login Page




       ...
Billace Nigeria….. Beyond Possibilities



                                                      ADD NEW DOCUMENT: This
Ne...
Billace Nigeria….. Beyond Possibilities




                                                      CONFIGURE DOCUMENT: This...
Billace Nigeria….. Beyond Possibilities




RECIEVED WORKFLOW DOCUMENTS: Users can at a glance see all the workflow docume...
Billace Nigeria….. Beyond Possibilities

Larger Bulk Document Importation




                              7 Technologies...
Upcoming SlideShare
Loading in …5
×

Edms Technical Document

620 views

Published on

More information about the BILLACE NIGERIA Electronic Document Management Solution

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
620
On SlideShare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
23
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Edms Technical Document

  1. 1. BILLACE NIGERIA RC: 709642 June 25th , 2010 Technical Document For the BILLACE Electronic Document Management Solution Business Address: #20, 54 road Gwarimpa Estate, FCT, Abuja Telephone: +234(0)98706405; +234(0)8062133163; +234(0)8073638418 Our Website: www.billacenig.com Contact Email: info@billacenig.com
  2. 2. Billace Nigeria….. Beyond Possibilities Table of Contents 1  Executive Summary.................................................................................................... 3  2  Current Situation ........................................................................................................ 3  3  Solution ........................................................................................................................ 4  3.1  Objectives ....................................................................................................................... 4  3.2  Features .......................................................................................................................... 5  3.2.1  Incoming Documents.................................................................................................... 5  3.2.2  Outgoing Documents.................................................................................................... 5  3.2.3  Retrieval of Stored Documents .................................................................................... 6  3.2.4  Automated Document Link ........................................................................................... 6  3.2.5  Workflow Facilities........................................................................................................ 6  3.2.6  Annotation and Comments ........................................................................................... 6  3.2.7  Easy Connection .......................................................................................................... 7  3.2.8  Automated Logs ........................................................................................................... 7  3.2.9  Classification of Documents ......................................................................................... 7  3.2.10  Document Renewal .................................................................................................. 7  3.2.11  Documents Restore .................................................................................................. 7  3.2.12  User Policies and Privileges ..................................................................................... 8  3.2.13  Robust Search .......................................................................................................... 8  3.2.14  Version Control ......................................................................................................... 8  3.2.15  Virtual Private Network Support ............................................................................... 8  3.2.16  Audit ......................................................................................................................... 8  3.3  Benefits ........................................................................................................................... 8  4  Implementation Plan................................................................................................... 9  4.1  Methodology ................................................................................................................... 9  4.2  Schedule ......................................................................................................................... 9  5  Costs .......................................................................................................................... 10  6  Screen Shots ............................................................................................................. 11  7  Technologies ............................................................................................................. 15  8  Conclusion ................................................................................................................ 15  This document is a property of BILLACE NIGERIA LTD  Page 2 
  3. 3. illace Nigeria….. Beyond Possibilities Bi d Billace Nigeria Ltd is an effecti Informatio Technolo service e d ive on ogy organizati that is co ion ompletely invvolved in the developmen and nt engineerin of effectiv and reliab customize solutions to ng ve ble ed t business challenges. We are fully dedicat to excelle service d ted ent delivery, and all our products are tailored t meet our c a to client’s uniqu needs. ue We prropose our C Customizable Document M e Management Solution Billace Niger is your ria to your es steemed orgaanization as a unique pro oduct that as ssists dependable cchoice organizati in the ma ion anagement o documents and docum of s ment handling. 1 Ex xecutive Summ e mary Produuctivity and overhead exp penditures ar crucial to t growth re the and succe of every organization ess n. Organizations ability to reduce th overhead and increa y heir d ase productivi of employ ity yees will grea determin the level o growth atly ne of that organ nization will e experience. Organiza ations Our CCustomized D Document Ma anagement SSolution assists ability to r reduce organizati to boost profitability b reducing c ion by cost of docum ment filing, their overhe and ead handling a manage and ement. There allowing t organization to eby the save more and be mo profitable. e ore increaase productiv of vity The sol lution pays fo itself within months. or n employee will es greatly aff fect the growth o that of 2 Cu urrent S Situation n organiza ation Every orga anization cre eates and wo with pape documents and ork er s these documents cost the organiza ation money to create. In many occasions, the documents have to b recreated because ese be they cannot be gotten when neede (as a resu of imprope filing). ed ult er Over 50% of documen created in organizatio are recre % nts n ons eated afresh bec cause of imp proper filing a this cost the organiza and ation extra. In our imm mediate envir ronment, it co osts an aver rage of one hundred h and twenty naira (N120) to create and file a sin y ngle page doocument and annua most org ally ganization creeate over thr million (3 million) ree 3 pages of d document. This implies th most orga hat anizations sp pend an average o three hundred and sixty million nair (N360,000 of y ra 0,000) on document creation and filing. t d Of this ave erage numbe of pages, over 50% ar recreated afresh due er re to imprope filing and m er misplaced doocument. An averages of 20% of nd o these documents are r recreated du to typesett ue ting errors. All these f facts imply th organizat hat tions that cre eate an avera ofage Faster doc cument three millio pages of documents o more loose over two h on or hundred accessib bility million nai (N200, 00 ira 00,000) yearly. Only that this loss is in ncurred in little bits. With the ever incre easing risk o information leakage, an of n nd increasing security depletion and t threats th these doc g the hat cuments Th his document is a property of BILLACE NIGERIA LTD Page 3 
  4. 4. illace Nigeria….. Beyond Possibilities Bi d are expos to, there is a need for your organization to sec sed r cure their informatio and docum on ments proper while mak rly king it access sible to all authorized personnel. d Vital d documents th are mean for only pri hat nt ivileged pers sonnel must be kept so that o only authorize personnel can gain ac ed ccess to them. Security o privileged information a documen has been a very of and nts n challengin task for many organiza ng ations in the years past e especially The need of evvery for organiz zations that h have their co omputers on a network. organization is a s solution th satisfies its business hat Sending ddocuments beetween personnel’s that are involved in the use needs. of these documents also exposes these documments to unw wanted cess and other forms of threat. views, acc The need to achieve th documen security, ac his nt ccessibility a and managem ment cuts acro every org oss ganization and hence the need for e a reliable document m management solution. Our Do ocument Mana agement With the eever increasin volumes o document in organiza ng of ts ations and Solution provid S des the hazard these doc ds cuments are exposed to d to improper filing, due there arise the need f a secure, robust and cost effective es for , e • Better secur rity managem ment for these documents e s. • Cost Saving g Billace Nig geria’s' Custo omized Docuument Management Soluution has a combinatio of facilitie to handle t above sta on es the ated problem ms • Resistance to effectively y. hazards and d pestilence a attack 3 So olution • Prevents po oor We ha understo that orga ave ood anizations are unique in their e handling and filing operations and that no two organiz s o zations are th same. he • Better and fa faster That is wh we are pro hy oposing a do ocument man nagement So olution customize to satisfy a your organization uniq documen ed all que nt indexing for managem ment needs documents Our documment manage ement solutio has been designed to help on n o • Faster accessibility organizations reduce ccost of statio oneries, filing, labour and also eliminate a forms of information a documen theft. all and nt of documents By the elim mination of p paper filing of outgoing an printing and p nd incoming ddocuments, time and mo oney will be s saved, the prroductivity of employees can be g greatly increaased and als the risk of so informatio and docum on ment theft wil be greatly r ll reduced. 3.1 Ob bjectives The traditi ional and outtdated filing s system, mad a significa impact de ant in our way of office and document managemen y nt. It created the foundatio for all ma on anagement of paper docu f uments and filing. However its security inadequacies and ineffective cost s Increase busine ess managem ment has caus many or sed rganizations g great losses. profitability Though th hese losses c cannot be me easured, yet the gains of a proper t f document management system de t epict the hidd losses in den ncurred by many orga anization tha still practice the traditio at e onal documen filing nt and manaagement soluution. Th his document is a property of BILLACE NIGERIA LTD Page 4 
  5. 5. illace Nigeria….. Beyond Possibilities Bi d The main objective of our Electronic Document Manageme t ent Solution is to “assist organizations to reduce co s ost”. cabinets and other station The cost o papers, folders, filing c of neries if gathered f a few months will ade for equately pay for our docuument managem ment solution and your org ganization st gets to enj the till joy services o this fantast product fo many more years to co of tic or e ome Security for d documents The new way of of ffice docume managem ent ment gives be etter security fo documents saves cost on stationeries and labo (by or s, t our elimination of printing and filing of paper docum n ments), provides resistance to hazards and pestilen attack, en e nce nforces proper and effective fi iling, prevent poor hand ts dling, provide better and faster es indexing fo document and faster accessibility of documen or ts y nts. Th new way o office he of The advanntages of Ou Electronic Document M ur Management Solution doc cument mana agement includes give better sec es curity for Reduc overhead and increases profitability ces d Secur of docum rity ments docu uments, save cost on es Contro olled access of documen nts stationeries and labour d Tracking of changes made to d documents (by e elimination o printing of Versio control on documents on n and a filing of p paper Prope Document Managemen filing and indexing er nt do ocuments), pr rovides Faster and better d document se earch resis stance to haz zards and ervation of do Prese ocuments life span e pestilence at p ttack, Ease of integrating with major accounting, HR and ERP solutions g P en nforces proper and Secur internet a red access via Vi irtual Private Network e effe ective filing, p prevents Bulk d document importation poo handling, p or provides 3.2 Fea atures bette and faster indexing er r Our do ocument ma anagement so olution has b been develop to ped for d documents and faster satisfy ent terprise docu ument managgement need and its fea ds atures include: accessibility of do ocuments 3.2. Incomin Docum .1 ng ments Th incoming document module comp he m presses, inde exes and ar rchives all inc coming docu nvoices, emails, proof ument (i.e. in of delivery, etc irrespectiv of their for f c) ve rmats. If the incoming document is already in paper form, it can be g sccanned, commpressed, ind dexed and ar rchived. 3.2. Outgoin Docum .2 ng ments The outgoing documents a either se to other users via are ent th workflow f he facilities or to clients via e o email. Document maanagement Documents ca also be re D an etrieved and printed (if there is a that suppo orts VPN ne for pape document) eed er ). Th his document is a property of BILLACE NIGERIA LTD Page 5 
  6. 6. illace Nigeria….. Beyond Possibilities Bi d 3.2. Retriev of Stor Documents .3 val red Authorized us A sers can retrieve their doc cuments or documents d se to them ( ent (via the work kflow) from an nywhere in th he neetwork by eit ther using the search or b browsing to locate by th particular document. he Documents on located, can be retrie D nce eved in a sec cured manner with o m options either to open the document o to save e or th hem in a user defined loc cation for futu reference ure e. Track changes made to ocuments do 3.2. Automa .4 ated Docu ument Link Once a docum O ment has bee archived, all related do en ocuments ca be linked to that document so that just a click will display an t w al the related documents which can either be retrie ll eved, sent (v workflow) or printed a the case m via ) as maybe. The linking of documents enables the users to be able to a tra related d ack documents aabout a speci client, pro ific oject or evvent. • Easier Integration However if an of the relat documen has not be sent to ny ted nt een th user (via w he workflow), an his policy type is not p nd privilege to • Multiple retrieval of e f acccess that do ocument, the user will no be able to have e ot archive document ed ts acccess to that document. t • Linking of related g This is strictly for security reasons. documents 3.2. Workflo Facilit .5 ow ties • Workflo facilities ow Documents ca be sent to other uses of the applic D an o cation • Attach Annotations s ei ither within th same dep he partment or b between dep partments • compre esses, of the same organization. f indexes and The sending o documents is done thro of s ough the use of our e workflow facili w ities. These f facilities ena able users to specify archive all es th document that they int he t tend to send, select the ty of ype incomin document ng workflow (intra departmen or inter dep w a nt partment), sp pecify the poosition and d department o the intende receiver a send of ed and • User groups th document to the intend receiver he t ded r. Authorization can be done automatically be routing of A e g bu usiness docu ument to the appropriate recipient for r au uthorization t thus encouraaging more sstreamlined a cost and ef ffective busin ness proceduure. Our O workflow facility helps prevent poo handling of s or o do ocuments, document the it protects the privacy of eft; s se ensitive docu uments; and saves cost o transferring of do ocuments. 3.2. Annot .6 tation and Comme d ents Descriptions o documents can be atta D of s ached to doc cuments at Robust document t search th time of importation. Th is to enab other users of that he his ble doocument to c clearly under rstand the na ature and use of that e doocument. Th his document is a property of BILLACE NIGERIA LTD Page 6 
  7. 7. illace Nigeria….. Beyond Possibilities Bi d Comments ca also be att C an tached to alr ready archive ed do ocuments that are to be s sent via the w workflow. 3.2. Easy Connection .7 All A users can easily conne to their de ect esired modul from le th current m heir module. Thus enabling fre flow and easier s ee e Share docume ents securely acccessibility fr rom anywher within the application. re 3.2. Automa .8 ated Logs s Customizable document C e All activities within the application are logged for record managemen solution, nt purposes. The logging featu ures also ass for document sist allows you to streamline a aud user aud action aud and cabin audit: to know who dit, dit, dit net k acccessed what document, w t when the document was accessed organizations document o s and the action done to the d d document an from what location nd t managemen needs to nt the document w accesse e was ed. what is ess sential in The logs also helps the document ow ese o wners to keep track of p all the actions o their documents. It ass t on sists the syst tem order to sa cost, ave admministrator to track all the actions of u o e users on the conserve re esources, appplication and all actions o the various cabinets. on provide bette support er 3.2. Classification of Docume .9 f ents plan and h have all Doocuments can be classifie as either w n ed working docu uments or features in a single rec cords. The w working documment has feaatures for document duration (expiry where doc y) cuments can be given de eadline packa age. wh the record are intend to keep d hile ds ded documents for record f purposes. -- The records do not expire a are inten o and nded for reco ord ated logs, With automa eping only. kee users can track all All document ty ypes can be sent to other recipients via r v orkflow. wo changes to their documents and the s 3.2.10 Document Rene ewal administra can ator Woorking docum ments that ar not comple re eted before t their properly audit all uses of p t com mpletion date are termed as expired documents. e d the applic cation. ments can be renewed so that if a dea Expired docum adline has bee extended the docume completio date can be en d, ent on ext tended and t documen can still be accessed. the nt e 3.2.11 Documents Res store Doocuments can deleted from the applic n cation either inte entionally or mistakenly. On a docume is deleted, it can be r nce ent restored such that it is h exaactly the sam way it was before bein deleted. This me ng T fea ature enables document o s owners to be able to acc e cess their Drive productivity remarkably y doccuments eve after mista en akenly deleting them. upward by 50% y Th his document is a property of BILLACE NIGERIA LTD Page 7 
  8. 8. illace Nigeria….. Beyond Possibilities Bi d 3.2. .12 User Polic U cies and P Privileges s Ea user that accesses th application must have a policy ach he n typ This polic type enabl them to h pe. cy les have access to the doccument that they file and controls all access to all d doccuments with the applic hin cation. The uuser policy is selected s wh the user profile is being created a these policies are hen and asssigned by the administrat e tor. Automatic vers sion control on The type of policy that is as ssigned to a user, determ mines the all docu uments lev of privileg that user will enjoy. vel ges 3.2. .13 Robu Search ust h Electronic Document Our E Electronic Do ocument Management Solution has a robust Management Features searc module th allows all users to sea ch hat arch for any document. • Incoming documents The ssearch gives all the users complete v s s view of all do ocuments indexing with any meta tag and users can search f document using g for ts • Outgoing document any c criteria. retrieval Howeever only document owners and auth horized users can s • Stored do ocuments access these doccuments bas on their p sed policy type. retrieval • Automate document ed 3.2. .14 Version Contr rol linking The ve ersion contro feature allo the origi ol ows inal version o of • Workflow facilities docum ments to be rretrieved eve after subsequent versi en ions have • Comment and ts been e edited. Annotatio ons All file documents whether se through th workflow or bulk ed s ent he • Easier co onnections import tation are au utomatically s to the ve sub ersion control feature. • Automate logs ed • Documen classification nts n 3.2. .15 Virtua Private Network Support al e k t • Documen renewal nt Application users can access the applicat s s tion from any ywhere in • Documen restore nt the wo in a secu manner t orld ure through the u of a virtu private use ual netwoork. • Defined p policies & privileges s 3.2. .16 Audit t • Robust se earch • VPN supp port All ac ctions on the application are permane e ently logged so that the ddocuments, uusers and caabinets can b audited. be • Complete auditing e 3.3 Benefits The coountless ben nefits of a customized document mannagement solution ca be summarized as “G an Good Value fo Money”. or Customize document manageme solutions allows you to ed t ent o streamline all your doc e cument mana agement nee to what is really eds essential, it save you m more money it saves you more resou y, u urces and provides b better suppor plan. rt Other ben nefits to be ac chieved inclu ude; Reduc cost of d ced document ma anagement En nterprise wide loogging of all activities on application Share documents better e Enforc security v policies ce via Th his document is a property of BILLACE NIGERIA LTD Page 8 
  9. 9. illace Nigeria….. Beyond Possibilities Bi d Mainta existing b ain business pro ocess Reduc Training c ce cost Faster and better d document se earch Faster and easier adaptation Faster and better integration Docu ument restore fo deleted or Suppo Virtual P orts Private Netwo ork documents Increa ases employe and busin ee ness product tivity Easier to integrate into already existing sys e y stem 4 Im mplemen ntation P Plan From expe erience, and differences in organizati structures, this ion application can be imp n plemented as a standalon applicatio or on a s ne on network. For securi reasons, w must con ity we nfigure this ap pplication to be different fr rom other ap This is to avoid any secur breach pplications. T rity and to preevent users fr rom other orrganization th are famili with the hat iar For security reasons we must s s, application from gainin access to your own ap n ng pplication. config gure this applica ation to be This is a m major challen in the inf nge formation tec chnology sec that ctor different from o other customize solution te ed ends to handle properly. appl lications. This is to avoid s We intend to implement this product in three ph d hases. any security breac and to y ch The first p phase is the a actual deploy yment of the solution with you hin pre event users from other m organization or within t specified site. This de the d eployment in ncludes orga anization that ar familiar re the server and client d r deployment a configura and ation. with the applicatio from on The secon phase is t train all yo staffs and needed per nd to our d rsonnel on gain ning access to y your own the use of this solution the advant f n, tages it gives to them and the ways s d application n they can g the best f get from this product. The third p phase is to c continually maintain the p product for yo our organization for a perio of three (3) years. Thi is to ensur od is re excellent a consiste services. and ent This maint tenance includes further extension an removal o features nd of strictly on request by y your organiza ation. 4.1 Me ethodolog gy After the s successful deeployment of our product following the phases f t stated aboove, we will o offer three (3 years main 3) ntenance on this product on This maintenance will be done ev nly. very six (6) m months to ensure tha all services stated in th document are fully de at his elivered. The maint tenance will b for databa backup, server backup and be ase maintenan and could include fur nce rther extensio and remo on oval of modules a the case m as maybe. 4.2 Schedule User friendli iness and The durati for the im ion mplementatio of our Cus on stomized Doc cument easier adaaptation Managemment Solution is 10 days. W Within this te days, we w be en will Th his document is a property of BILLACE NIGERIA LTD Page 9 
  10. 10. Billace Nigeria….. Beyond Possibilities 6 Screen Shots The Login Page THE LOGIN PAGE: This page allows users to gain access to the application and verifies the authenticity of their access credentials. This page is also responsible for verifying the expiry status of the user’s access credentials. Note: All users must be verified for authenticity and status acquisition. The menu module THE ADMINISTRATORS VIEW: Displays all the menu items and all the module categories that the administrator (Library administrator) can access. All notification (on users documents accessed by other users of the network, password expiry reminder, workflow received notification) are also displayed in the menu module. The document search form allows for robust search of documents using all the Meta tags provided during the document importation. The menu items (which are in all the modules) allows for direct connection to any module without any route path. Thus giving the user a very smooth, seamless and easy connection throughout the application. The quick side menu allows for direct connection to document items, workflow and all logs. This document is a property of BILLACE NIGERIA LTD  Page 11 
  11. 11. Billace Nigeria….. Beyond Possibilities ADD NEW DOCUMENT: This New Document Module module allows the user to add documents to the application by importation. By the user filling the form and providing adequate meta tags for the new document, the user can search for any document filed from this module using any of the meta tags. Document Owner The user must specify the owner of the document. The document owner can be the user, his department or the organization. Document Properties The properties to be imposed on the document must be specified (Normal, Read only or Hidden) also the date for the document handling to be completed (this date is only needed for working documents but must be specified). Cabinet The cabinet that the document should be filed into must also be provided. These cabinets can be configured to accept documents from specific policy users This document is a property of BILLACE NIGERIA LTD  Page 12 
  12. 12. Billace Nigeria….. Beyond Possibilities CONFIGURE DOCUMENT: This module allows the user to configure only the documents created by the user. All the configurations done here overwrites previous configuration. Document Edit The user can specify that the document can be editable or not. If there is no specification, the document by default is editable. Document Delete The document can be configured to allow delete operations or not. If no specification is made, the document by default is open for deletion only by its creator. Document Private Private documents can only be accessed by their owners. They can be seen but cannot be retrieved except by their owners. Send Document via Workflow SEND DOCUMENT: This module allows the user to send documents to other users through the workflow facilities. The documents are sent using the intended receiver’s position and department within the organization. The workflow facility is available to all users of the application. Receivers’ Position The receivers position must be specified as this will enable the occupier of that position gain access to that document within the specified department. Receivers’ Department The department of the receiver is also required. If omitted, the department of the sender will be used so that the document will be sent within that department. Received Workflow Documents Workflow Comments Comments are optional. But they could be useful to inform the intended user of the actions expected from him. This document is a property of BILLACE NIGERIA LTD  Page 13 
  13. 13. Billace Nigeria….. Beyond Possibilities RECIEVED WORKFLOW DOCUMENTS: Users can at a glance see all the workflow documents that they have received, the date the documents were received, the sender name and comments attached (if any). From this module, users can either retrieve the documents or get a better view of the documents by using either of the two buttons available. View Workflow Documents DETAILED VIEW OF RECEIVED DOCUMENT: Workflow documents can be viewed better when the user clicks the view button in the received workflow module. This module shows in details all the information about the workflow and the workflow document. This document is a property of BILLACE NIGERIA LTD  Page 14 
  14. 14. Billace Nigeria….. Beyond Possibilities Larger Bulk Document Importation 7 Technologies Our Electronic Document Management Solution was developed using Adobe ColdFusion 8 which is the most recommendable choice for developing enterprise wide solutions. Adobe ColdFusion 8 supports all major databases thus making it even more flexible and more compactable for enterprise wide solution. This product supports and can be easily integrated with many third party components that your organization already posses. This product was developed to be a browser based solution to document management needs for easy integration with Virtual Private Networks and more flexibility. For simplicity and cost effectiveness, NO third party component was involved in the development of this unique product so that it is powerfully platform independent and compatible with all browsers. 8 Conclusion Our customized document management system gives you great value, total relief over document security, document theft, document loss and document management it gives you control over your organization’s document management and most importantly it is guaranteed to satisfy all your document management needs while it pays for itself. This document is a property of BILLACE NIGERIA LTD  Page 15 

×