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.

1. Store…
Search…
Retrieve & Share…
Improving Efficiencies with Keep:
Distribute your data with a bespoke interactive service

2. 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

3. 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.

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

5. 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.

6. Key Benefits of Keep
The ability to securely view Keep from View documents / embed Flash Search, retrieve and share documents within
your laptop or PC using a bespoke /video and audio content in the the application. In-depth search functions to
designed CD/DVD, USB or cloud office or on the move look-up key words and Phrases and more at
platform the click of a button
The ability to login, open and view Securely Email clients straight from Contact clients over
Keep on the move from various the runtime application without the network or
different platforms using the App on the need of MS Outlook securely via the cloud
your iPad, mobile or android device
iv.

7. 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.

8. 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.

9. Document Compilation
“Our Service does not Bookshelf Archiving Variable Content
• Source files
just cater the legal • Graphics / branding work
• Personalised discs
• Records
market. We realise • Tenders / bids (bid libraries)
• Photo libraries
there are various / engineering drawings,
• Billing transactions
interiors / plans
other markets out • Database files • Direct Marketing
there who would • Emails • HR Records
• Event videos / Training
benefit from our Keep videos
• Dicom image archiving (Medical)
service offering. • Dicom image distribution
A variety of On Demand Distribution
• Manuals (O & M’s) / Finance & Telecoms
documents and contracts • Data Distribution
interactive content • BMS Documents • Legal Archiving
• Health & Safety (QHSE)
can be made • Training videos • Billing / Transactions
available through • Events videos
Keep.” • On-Demand Manufacturing Manufacturing Industries
at Point of Sale • Service Manuals (O & M’s)
• Quality data / Certification
Information Technology
• Software distribution
• Service code archiving /
Escrow
vii.

10. Contact
For further information or a quote
Please contact:
viii.

11. “All of your documents at your fingertips.”