totumdocs dms

Scorp Enterprise Outsourcing Pvt Ltd. Regd Office: E-116 Kailash Industrial Complex, Veer Savarkar Marg, Vikroli Park Site, Mumbai 400079.

022-42900900/ [email protected] , www.scorpeo.in

A Document Management System

Document Management Software - Basics

Document management in general is based around a concept of centralized document storage, limited access, and change tracking, & easy retrievals etc. These fundamentals makes up much to any document management systems.

TotumDocs Document Management Software - Introduction

TotumDocs Document Management Software - Introduction

TotumDocs is a comprehensive, multi-user EDMS for capturing, archiving, indexing and retrieving Documents. Support for all types of documents.

Paper documents – through scanning, File Import and OCR features.

Electronic Documents Can be imported, also plugins available for MS Office, PDF and audio- video etc.

Seamless third party integration with rich functionality. Support for Document as well as process based workflow

handling.

TotumDocs Architecture

TotumDocs Architecture

Web Server running Totumdocs Web Components

TotumDocs Application Server

Documents Storage

Database Server

Computers running Browser for Search, Retrieval & Workflow

Internet/LAN Connectivity Internet/LAN Connectivity

Computers running Browser for Search, Retrieval & Workflow

Mail

Electronic Docs

Electronic Docs

Workstations for Document storage

TotumDocs A Centralized Document Storage:

Totumdocs allow documents to be stored in centralized secured repository. This makes finding documents in the DMS much easier, as there is only one place to look

Limited Access

Having a centralized location to store files is not enough to call your product a documentmanagement system. A simple folder on your computer can allow files to be stored, but limitingaccess to specific individuals becomes more of a problem Hence TotumDocs DMS allows fine-grained access to each and every file based on Users Policies, Group Policies etc.

Tracking Changes

Limiting access to the DMS files is a good step in the right direction but does no good if the files can be changed, added, removed without tracking of those actions. So we added change tracking for the files so that changes can be noted, and reversed if needed.

TotumDocs Key Features

Document Management Files

Add any file type to the system FTP is not required. Upload directly from your browser. Meta data fields for each file Assign a department/category to each file Check-out feature to prevent over-writing of edits Revision history Documents are stored physically on the server in secured

repository File expiration Create custom document properties to match your

Organization needs.


Document Management Workflow

Automated document review process

Automated file expiration process

Reviewer can approve or reject a new document or a changed document

E-mail notification options prior to and after a review.


Document Search

Quick-browse search by author, department, or category

Full search by meta-data, author, department, category, file name, comments, etc.

No external indexing processes required


Document Management Security

Secure URL feature to obfuscate URL parameters� Fine grained user access control for each file Departmental access control for each file Three user types: User, Admin, and Super-Admin Control the size limit of files independent of higher server limits�

Document Management Server Requirements

Very lightweight and easy to install PHP 5/MySQL 5 Apache/IIS Automatic installer and updater

Why DMS? Return on Investment.

Significant Reduction in the usually unrecognized Costs involved in maintaining a paper-based file system.

Reduction in costs and risks associated with loss/misplacement of documents.

Storage space saving in prime real estate. Immediate and simultaneous access to information to

Workforce – translating into productivity gains as well as reduction in copying costs.

In addition to all this, DMS also acts as a cost-effective tool for information protection and Disaster Recovery.

Many more benefits by way of transparency and productivity enhancement with workflow implementation.

Thank You