 |
|
|
|
|
Document Assembly
/ Automation
Document assembly solutions provide a development
tool for the design and structure of intelligent templates
or set of templates. Completed documents are accurately and
reliably produced from a simple interview or questionnaire
process where the operator's answers to questions, the variable
information they enter, and the decision process scripted within
the template, e.g. what clauses to include or exclude, are
used to assemble the document or documents. The answers, the
data, and the decisions can be stored so that the document
can easily be rebuilt or edited and regenerated. This document
information can also be utilised for reporting purposes or
automation of the document workflow process.
While document automation software is used primarily in the legal, financial services, and risk management industries, it can be used in any industry that creates transaction-based documents, for example, commercial mortgage documents. A typical commercial mortgage transaction can include several documents, some these documents can contain as many as 80 to 100 pages, with hundreds of optional paragraphs and data elements. Document automation software has the ability to automatically fill in the correct document variables based on the transaction data.
|
|
|
Document Calendaring
Important documents usually require responses or actions within specific time frames or by critical dates. A document calendaring system allows users to assign tasks to the required people, complete with a list of the actions required, whilst setting the due dates, the required notifications and recurring events, and if necessary the escalation procedure, all from within Microsoft Outlook, Microsoft Windows Explorer, or the users document management system.
A document calendaring system provides a simple and cost effective solution for document routing and document based workflow processing without the high cost and complexity normally associated with full featured workflow development tools. |
|
|
Document Comparison
The 'compare' functionality within Microsoft
Word is just about adequate if the documents you are working
on are simple and in Word file format. However, if you regularly
need to compare two or more versions of more complex documents,
or documents in other file formats, i.e. PDF, Excel, PowerPoint,
accurately, quickly and easily then it is well worth investing
in a dedicated document comparison utility, especially if the
versions presented are in different file formats, e.g. one
version is a Microsoft Word document and the other is an Adobe
PDF document.
|
|
|
|
Document & Email
Management
Information is the lifeblood of all companies and many professionals are drowning under the sheer volume of information they are receiving. An easy method for the quick and effective management of this information is now essential. A document and e-mail management system will provide companies, firms, departments and individuals with a single, central, collaborative environment for the storage, search and retrieval of all electronic assets, including Microsoft Office documents, e-mails, scanned paper image files, audio and video files.
A document and e-mail management system which seamlessly integrates within the most widely used applications and is accessed via the Microsoft Outlook or Lotus Notes Mail interface, the same interface that users spend the majority of the day working within, provides an inherent structured system for unstructured data. These type of systems provide a sound reliable and scalable architecture for the mitigation of risk, the better governance of information assets and drive forward a proven leap in productivity, efficiency and knowledge sharing.
|
|
|
Document Security
Metadata is information about the document. This information is stored within the document itself; for example who created it, who edited it, what were the changes made, who else worked on it. Metadata has the potential to embarrass or negatively impact a company's financial well-being. Recent high profile incidents in the UK and at the United Nations prove the point.
A document security utility (also known as a data leakage prevention
tool) will mitigate the risks associated with unwanted, potentially
embarrassing metadata, being sent to clients. These tools provide
users with a high level of confidence that sensitive documents
sent to clients and third parties are manually or automatically
"cleansed" of harmful metadata when being e-mailed outside of
the company. |
|
|
Electronic Form
Filling (e-form filling)
In the past businesses have had not much choice with regard to the distribution and filling in of electronic forms. Adobe Reader allows you to fill in data only; you cannot save or edit the data. The high cost of Adobe Acrobat Professional as a filler application makes the distribution of forms within the business prohibitive. A PDF form filler utility provides business a form solution at a price it can afford. Data can be typed directly into a PDF form and saved. The PDF form can be closed for later completion, e-mailed and edited. Everyone in the organisation can now have the ability to fill in, edit, save, digitally sign, and forward PDF forms as part of a business process or workflow. |
|
|
Optical Character
Recognition
Optical character recognition, is the process of electronically translating of images of printed text (usually captured by a scanner) into an editable and searchable text electronic file format, i.e. text that can be opened, edited and copied within a word processor application.
An OCR Server provides businesses with an OCR solution that integrates with their existing business applications to capture critical business information locked away in image files, which can then be made accessible to all in a format that is safe and secure. An OCR Server enables you to set up an automated workflow in which image documents are converted to text searchable Microsoft Word or PDF documents and which can be automatically distributed to users throughout your business. |
|
|
Paper to Digital
Filing
Paper continues to be part of every company's
work product and yet paper management is still a burden. Common
scanning solutions are lightweight, error-prone and too difficult
for repetitive use. Users need a better way to manage paper,
and it needs to be easy, productive, and adaptable. A 'paper
to digital filing' system will provide a simple, productive and
foolproof process for converting paper on an ad-hoc or bulk basis
firm-wide to electronic, text searchable, file formats, e.g.
PDF or Microsoft Word.
A 'paper to digital filing' system facilitates user self service
or a centralised scanning bureau process utilising the companies
exiting scanning hardware and software. It is hardware independent
and provides automatic audits to make sure all documents and
all pages get captured. It can operate as a standalone file and
retrieve system and as an embedded image capture on-ramp to existing
document or records management systems. |
|
|
PDF Document Binding
Businesses have long recognised the importance of the Portable Document Format (PDF) when distributing documents via email or for document management. The problem has been that too many PDF solutions are expensive, making it impossible to put the power of PDF on every desktop. A PDF document binding utility provides a cost-effective solution that enables corporations, government agencies and law firms to realise significant gains in efficiency and productivity through enhanced workflows by providing users with the ability to create, collate, edit, annotate, bind and secure PDF content.
A single secure PDF 'project' document can be assembled and collated
from multiple documents generated from different applications
and systems. You can edit, redact, annotate and secure the content
as well as apply stationery, watermarks or numbering sets across
all the documents stored in the 'project' document. You can insert
cover pages and apply headers and footers across the project
in a single click. |
|
|
Sharepoint Utilities
Microsoft SharePoint is becoming a popular system for web browser based collaboration functions, process management modules, search modules and a document publishing and management platform. SharePoint can be used to host web sites that access shared workspaces, information stores and documents, as well as host defined applications such as wikis and blogs.
There are a number of third party utilities available that enhance the SharePoint user experience;
- E-mail Management for SharePoint Utility;
SharePoint document libraries and sub-folders are placed directly
in the Microsoft Office Outlook tree-view so users can store
and share emails, attachments and documents from Outlook. Coupling
the everyday use of Outlook with a SharePoint platform, organizations
can create a simple yet effective project / matter centric
document and email management system any employee can use.
|
|
