The Document Management module is a document and data management application that allows you to manage information within an organization. The program is ready to be exploited on any platform that supports connectivity through a web browser as well as through a native Windows application.
The app web part is accessible using different operating systems. The web server is not dependent on the operating system.
The Windows application interface offers all the customization benefits of some Windows applications.
The system is ready to perform consolidation operations and transfer data from local operators to central operators, and part of the databases and information will be replicated on the central server. Some of them will not be wholly replicated, but partly the rest of the information remains to be transferred on demand. The problem of replicating all the information can not be put, because the files contain a great number of documentation and specifications, which means that the central server at the headquarters is very large and have additional data storage units.
Document management aims is increasing the efficiency of the managerial decision-making process by obtaining the necessary information in real time at all levels: strategic, functional and operational.
The specific objectives of the Document Management module are:
1 Managing and processing internal and external documents from an institution; 2 Reducing internal financial efforts; 3 Increasing the efficiency of the institution by increasing the speed of response to applicants' demands and meeting deadlines; 4 Possibility of entering documents through different gates (entries: registry, cabinet president, etc.); 5 Personalizing application and document management; 6 Entering documents from different environments; 7 Real-time tracking of the processing stage of a document; 8 Reduce the insertion time of a document; 9 Typical entrance forms; 10 Security of documents; 11 Accelerating document processing and decision making; 12 Creating a Custom User Diary; 13 Divide into multiple types of registers.
Configurable and parameterized system according to the operator's specific requirements;
Modern and attractive interface;
Ways to search by various criteria through filters and sorting;
Flexibility for permanent adaptation to requirements and operational safety;
Import and export of data from and in various standard formats: HTML, XML, XLS, PDF, RTF, DOC;
Interfacing with other systems - integration with other applications or the further development of new functions and their complete integration;
Application provided with contextual help - the application can consult at any time the program help that provides information on how to operate and work with the program;
Web interface - the possibility of submitting an on-line application;
Ability to produce reports on the information they store from different perspectives, different from those used for daily operational or managerial reporting;
System protected against deliberate or accidental unauthorized access attempts to the data it stores;
Logging all operations;
Access database security;
Client-Server technology used to implement the application - ensures operation security and allows competitive and distributed access to the database for multiple users;
An accessible system both from inside using a web-based or Windows-based application and from outside the institution using a web-based application;
The application provides control of document versions.
The system is protected against deliberate or accidental unauthorized access to the data it stores. It provides the following facilities:
Logging all operations;
Full control of user access to applications and data files;
Generation / registration of passwords and administration facilities;
Prevent users from connecting to the system if it is in error;
Ensuring the security of all computer system interfaces by preventing unauthorized users from accessing the system;
Access database security.
The program has the ability to produce reports on the information it stores from different perspectives, different from those used for daily operational or managerial reporting.
The Report Generator provides a query builder with the user, allows sub-reports to be edited within a report, and aggregates information to obtain totals.
Also, with this generator, you can export data from a report into various formats for later processing.
The generator is integrated with the Windows environment and the Microsoft Office platform.
The reports allow you to display the content of the documents that are referenced regardless of their internal format (.jpg, .pdf);
Statistical and forecast situations that can form the basis of the unit's managerial decisions;
Access to all data in the database
Reports on different levels of access;
Work reports (document status - document trace, expired documents, completed documents);
Statistical reports (number of docs solved by days, number of doc expired over periods of time, number of documents expired by departments, number of documents solved by departments, number of favorable or unfavorable opinions for a period, no. document views, number of document requests, priority statistics, departmental statistics, stationary statistics, statistics of returned files for completion, statistics of documents sent for processing to outside experts). Document management meets a number of flexibility requirements.
The ability to report on the information they store from different perspectives, different from those used for daily operational or managerial reporting.
For this purpose the system offers the next facilities:
View the results of a report (on screen) before printing;
Defining a report by the user (using a report generator);
Queries and multidimensional analyzes.
The information is organized in the form of an agenda with the list of documents to be processed by each operator or their view by the head of department, the list showing the documents belonging to all the operators or the specified operator to whom it has been reserved.
The product offers various possibilities for document processing:
1 Making a decision on a document:
Approval of the document;
Rejecting the document;
Refer to an entry point for completions; 2 Writing observations on the motivation of the decision; 3 Attaching new documents to the existing one; 4 Create new versions of existing documents; 5 Breaking a document flow; 6 View the document and documents attached; 7 View the resolutions received by the document within the stream; 8 Manually sending a document to a user if it does not have a default stream or the stream has been broken; 9 Archiving the completed documents; 10 Processing scanned document images (contrast, magnification / dimming, brightness, rotation, etc.); 11 Retrieving form data; 12 Possibility of electronic signing of documents through the use of several certification authorities; 13 Attaching barcodes on documents for easy retrieval. The bar code contains configurable information (document type, date, number, etc.); 14 Possibility to assign documents to projects; 15 Possibility of defining validation conditions for entered fields.
The system provides a mechanism for the internal organization of workflows that will increase performance in the system. The mechanism is not predefined but can be configured and modified according to the evolution of the beneficiary's internal structure.
The program allows building different types of streams:
Creating asynchronous processing flows;
Creating synchronous flows to enable parallel document processing.
Creating Streams by Establishing Design Features and Flow-Specific Features:
Step details in the flow
Step type within flow (analysis, decision);
Name the department at that step;
If approval is mandatory within that step;
Scheduled hours to resolve the document in the step;
Choosing different destinations in the case of a decision-making step for approval and rejection of the document;
Modifying flows(derived flows from a standard flow);
Keep history of a flow if it is modified or deleted.
Assisted help to avoid flow definition errors:
Modified and non-upgraded flows;
Errors of competence in defining streams.
Preserving the history of the files, streams, and documents that have been performed;
History of all existing nomenclatures in the application: Streets, Localities, Counties, States, Addresses, Types of Documents, Entry Types, Flow History, etc .;
Log all operations to reconstitute a document.
Real-time tracking of the processing stage of a document so that at any time it can be the status of a document: approved, rejected, in operation, etc.
Preserving the history of documents entered into the institution (document entry, document output, resolutions given on the document, history of document versions, etc.).
The application provides the ability to view document details at any time (payer name, number of attachments, etc.)br/> The program allows you to view a user's agenda for the current day.
There is the possibility of submitting online application and the possibility for the citizen to follow the course of the document through the web interface attached to the application. The citizen receives a password that he / she will use with his / her personal code number (CNP) for logging into the system, from where, through a modern and intuitive interface, he can choose to view the status of the document, which is a modern and convenient way information.
From the administration operations we mention:
Maintaining nomenclatures (streets, cities, counties, states, arteries, artery types);
Managing users (creating groups, modifying groups, creating users, modifying users, deleting rights, modifying passwords specifying access rights);
Searches folder types;
Managing document types;
Managing the data types for meta-writers;
Managing the repository;
Flow maintenance (flow creation, flow modification, flow deletion);
Maintenance of types of approvals;
Maintenance file types;
Maintenance types of entries;
Maintenance of proficiency delegations;
Maintenance of stock menus;
Menu action maintenance;
Log all documents.