: : Biz - Logic Solutions - DMS Workflow (e-FMS)

Biz-Logic DMS Workflow {electronic-File Management System (e-FMS)}

Businesses are buried in paper-based and digital content. Customer profiles, purchase orders, employee records, financial reports, forms, scanned invoices and contracts are generated every day throughout an organization. As the quantity grows exponentially, processes become strained, documents are lost, access permissions become unmanageable, printing and storage costs skyrocket, and decisions may be based on inaccurate and outdated information.

The Solution

Document management is the automated control of electronic documents— page images, spreadsheets, word processing documents, and complex, compound documents— through their entire life cycle within an organization, from initial creation to final archiving. Document management allows organizations to exert greater control over the production, storage, and distribution of documents, yielding greater efficiencies in the ability to reuse information, to control a document through a workflow process, and to reduce product cycle times.

Workflow is defined as the coordination of tasks, data, and people to make a business process more efficient, effective, and adaptable to change. Workflow is a central aspect of document management because it allows organizations to get control of, and increase the efficiency of, the flow of documents that support their business.

Document Management enables organizations to effectively and efficiently capture, secure, share and distribute digital and paper-based documents and reports. With the DMS system, organizations can save money and create operational efficiencies by streamlining communications, automating routine tasks and lowering costs related to the printing, shipping and storage of business documents.

Additionally, document management can help to reduce risk and lower costs associated with a variety of regulatory and legal compliance processes.

Key Applications

Document management solutions are often the underlying foundation for many key business applications, such as:

Contract management
Policies and procedures management for regulatory mandates
Enterprise report management with automatic parsing and distribution
Workflow expense reports, invoice processing, document approval routing, etc.
Web-enabled call center resources
Creation and distribution management of large manuals and training information access and distribution helps companies comply with regulations, lower costs and streamline communications

Key Benefits

Lower total cost of ownership by consolidating servers and infrastructure: Consolidate records, documents, Web content and digital assets into a shared system and architecture. Reduce the number of in-house content applications.
Reduce integration, administration and training costs: Manage records, documents, collaboration, digital assets and Web content within one application on a single platform via a common user interface.
Minimize risk of costly fines and penalties: Reduce the risk of fines, sanctions or criminal penalties for corporate executives by complying with laws and regulations.
Reduce risks in the event of disaster, theft, or loss: Thorough back-up, recovery and roll-back support reduces the amount of time and effort required to re-construct mission-critical information.
Reduce costs associated with pre-trial discovery: Retrieve records quickly and conveniently during civil litigation and government investigations, alleviating a lengthy discovery process which can negatively impact the bottom line.
Minimize costs associated to content storage: Detailed retention guidelines for enterprise content make it easier for organizations to determine which content to archive and which content to destroy.

Document Management provides robust functionality and will help you save money by automating routine tasks.

Author and capture

Content contribution using Windows Explorer, Web browser, e-mail, etc.
Document imaging
Robust workflow with e-mail notification
Mainframe report capture and parsing

Manage and secure

Customizable metadata model
Library services including check-in, check-out and version control
Out-of-the-box security or integrations with LDAP, Active Directory, etc.
Dynamic or user-controlled watermarks

Search and retrieve

Taxonomy, categorization, full-text and metadata search
Content viewing without native applications in PDF, HTML, etc.
Subscription services
Personalization on an individual basis

Archive and dispose

Dynamic and on-demand document archiving and removal
Content expiration
Back-up and recovery support
Audit trails and system reports