Electronic Document Management By Portford Solutions Group, Inc.

Document Management DocuNECT Capture can migrate/import documents and assign meta-data from a number of different locations and distribute them to third party document management systems DocuNECT’s own Document Management provides powerful features for managing documents for a number of different departments and business scenarios Don’t Re-invent the wheel! DocuNECT Business Packs are pre-configured solutions called Document Lifecycle Applications (DLAs) that can provide proven taxonomies and lifecycles for popular business applications

Document Classification What type of document is it? It’s important in today’s world of compliance for documents to be classified. This classification should go beyond the file name and format and should describe the document in detail For example, documents need to be classified as finance, clinical or procedures documents. This classification helps to determine what happens to it during its lifecycle

The Life of a Document Once the document is classified, it can be associated with a document lifecycle. A lifecycle determines what happens to the document throughout its entire life: How is it created or captured? (DocuNECT Capture) How is it going to be managed? Does it require a workflow? How long should it be kept? Who needs access to it?

How Does DocuNECT Manage Documents?

Document Cabinets DocuNECT manages documents in cabinets that have index values associated with them. These index values can be used to retrieve the documents and are business related. DocuNECT also assigns a series of system attributes it uses to control documents The screenshots shows a search screen with a cabinet that has two custom index values Document Name and Category (a pick-list) and a series of system attributes

Document Cabinets Each cabinet has a homepage that allows a business administrator to provide intuitive content to the users, such as instructions or summary information

Searching for Documents DocuNECT’s search works in three levels: 1)Global Search. Document Name can be assigned from other index values such as a Loan Number or Document Name. The global search is a cross-cabinet search on the Document Names and content of the documents 2)Basic Search. Allows search by all of the custom and system attributes and the text of the document within a cabinet 3)Advanced Search. Extends the basic search by allowing enhanced logic (AND, OR and NOT etc) and the text of the document within a cabinet You can save commonly used queries as private to you, or public to everyone who has access to the cabinet

Global Search The global search is available at the right of the home page:

Basic Search A basic search allows the documents to be searched by either the custom or system index values. In addition, the document can also be searched by its content. “Live” Search Results appear as you type. Active Index Filters User can select from values that already assigned to make is easier to select search criteria.

Advanced Search An advanced search allows the search criteria logic to be more complex:

Search Results The search results allows you to perform an action on a selected document. The search results can also be used to preview images

Document Browsing and Filtering Documents can also be representing as a folder structure with filtering to provide an alternative method of accessing documents.

Document Viewing DocuNECT has a built in image viewer, or the native application can be used to view the document

Document Actions Comments – Comments can be made against the document ad- hoc or during a document workflow Document Indexes – Both the system and business indexes can be viewed. If the user has rights they can change the business indexes, or move the document to a different cabinet

Document Actions ing – the document or the link to the document Document Linking – Document links and search links can be copied from the search results to be included in other content or business applications

Document Actions Version Control – Allows multiple versions of the document to be stored and accessed. Users can check-out, check-in different versions as they author documents Document History – All actions performed against a document are recorded in the document history

Document Actions Workflow Info – Provide information about the workflows the document is currently in, or have been completed

Dashboard and My Documents Dashboard can be presented to users to make the experience of accessing documents a little easier Even with a defined cabinet structure, searching and accessing large volumes of documents can be difficult, especially if there are 1000’s of documents To be productive, you need to access documents by the following: Documents you commonly use Documents you need to know when they have changed Documents you need for your assigned role(s) Documents you have checked-out and are currently working on

Dashboards As previously mentioned, Dashboard can be presented to users to make the experience of accessing documents a little easier. This coupled with cabinet homepages can make DocuNECT site driven

My Documents You can… Add documents to favorites Track documents and be ed of any changes Access documents designated for your role(s) Access documents you currently have checked out Access your personal saved searches