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Enjoy freedom and flexibility
Norman Meade
314.713.4256
evolveyourdocuments.comDISC offers businesses highly efficient and affordable solutions in document management designed to eliminate paper file storage systems. These software and paper document scanning solutions provide a more efficient business workflow, saving DISC clients time and money.
Integrate Remote Locations and Mobile Users
One of the important benefits of electronic document management is being able to access documents online, regardless of location. The DocuWare 5 Client can have authorized access to file cabinets and documents in the central document pool over the Internet from anywhere in the world and with full functionality. All you need is the right IP address configured on the client PC.Synchronize File Cabinets
File cabinets at different locations can also be synchronized with one another. A finely granulated system of rules determines which documents in a file cabinet in the central document pool are to be synchronized with the file cabinet at a branch location in the next synchronization run, and vice versa. This ensures that the head office and the branch can conveniently work with the same documents with minimum response times and without overloading landlines. This is an optimum way of integrating both domestic and foreign branches and subsidiaries in your document management system.
Work Offline on a Laptop
DocuWare uses the same synchronization technology to integrate mobile users on laptop PCs. Sales people or engineers at job sites need all the information about their customers to be up to date at all times. E-mail and other documents they create themselves are filed in the laptop file cabinet. Then, at the next synchronization, they are automatically transferred to the office, where they become available to inhouse staff. The fact that both in-house staff and staff in the field have access to the same, complete information, improves not only your customer service but employee satisfaction as well. And it also means you can extend your workflow processes to include mobile users.
Remote Location Workflow Processes
The DocuWare architecture makes it
easy to extend document-based processes
to home offices and other remote
workstations. Mobile users can be integrated:
quotes and invoices can now
be approved offline on the laptop; the
workflow step is then transferred to the
office during the next synchronization,
where DocuWare continues the workflow.
Including remote workstations and
mobile users in the electronic process
control adds even more to the efficiency
of this system when compared to
paper-based workflows.
Web Content Management
The DocuWare INTERNET-SERVER module guarantees access to documents from any web browser; from anywhere in the world at any time.
Flexible Integration
The DocuWare web architecture is extremely user-friendly. The user functions for accessing documents are laid out as a Thin Client, which runs on any browser and any operating system. The dialogs can be adapted to any website using style sheets and simple HTML programming and can be integrated in portals. The server component runs on a variety of web server systems and its functions can be customized individually.
Portals for Employees, Vendors & Customers
The flexibility and integration capability of the DocuWare web architecture make it extremely easy to provide userspecific information over the Internet. DocuWare provides important features for building a customer or employee portal or for integration in existing portals. Customers can access the documents relevant to them online, including invoices and delivery advice notes. Employees can access their own documents when traveling or from home. And prospects always have access to the latest product information, all of which enhances customer service and increases productivity. Sophisticated security mechanisms protect against unauthorized access even on the Internet. With the standard DocuWare tools for capturing and editing documents, the entire document pool can be accessed for easy maintenance, or to be published. Your employees need no special knowledge in order to present information on the web. They just need authorization for the DocuWare system.
Configuration
DocuWare is well known for the simplicity of its installation and system administration. Although the number of functions have multiplied compared to earlier versions, this aspect still holds true for version 5. Simplicity is the only way to ensure that people actually use the many features of document management.
Architecture for the Future
DocuWare 5 has a multi-tier architecture that distinguishes between the client, server and infrastructure components. Both the user client and the administration client use TCP/IP to access the Authentication, Content and Workflow Servers via a communication channel. For their part, these DocuWare server modules communicate directly with the storage systems, databases and user directories. This creates the conditions for a system that has maximum security while being easily scalable.
Central Administration Suite
The entire administration, from server availability to user administration, from file cabinet administration to setting up workflows, is done from the centralized DocuWare Administration. Even server modules and users at remote locations are managed from here. With the ENTERPRISE Server version you can also set up and manage several organizations within the same system—especially useful for running multiple clients in a computer center.
Scalability
If you have a large number of users, you can distribute the DocuWare server modules over several computers. Spreading the load in this way ensures that you get the best performance on all workstations. DocuWare does this by always using the same components and functions, whether on single workstations or for distributed group solutions. As a result, the administration remains simple and transparent, even when the system is extended to include new departments and locations.
Security
DocuWare’s basic architecture alone offers a high degree of security against unauthorized data access. DocuWare uses the “Ticket-Granting-Ticket“ authentication procedure. The identification of single users, via both the DocuWare login and at single sign-on, with automatic Windows authentication, is absolutely secure. And if you are using the ENTERPRISE Server version, you have additional security functions available to you that protect highly sensitive documents from being accessed even by system administrators. Extra protection against manipulation is provided by logging all system changes in detail. DocuWare also effectively protects you against data loss: all index data is stored in duplicate, once in the database and once in the documents’ XML metafiles. This makes it easy to restore databases if necessary. Depending on the implementation scenario, document files are backed up using normal backup tools or duplicated with DocuWare’s own tools.