Digital document registry Smart Elpis

SMART ELPIS Digital document registry

Paper document facts Professionals spend 50 % of their time searching for information, and take 18 minutes to locate each document on average - Gartner Research Companies typically misfile up to 20 percent of their records – thus losing them forever - ARMA International 90% of documents that are consulted daily are handled without any appropriate management - Coopers & Lybrand Out of all documents generated, up to 7% are lost -Coopers & Lybrand Paper files are doubling every 3.5 years - Coopers & Lybrand The average document gets copied 19 times - Coopers & Lybrand

Digital document registry Basic purpose is simple entry point for incoming paper-based documents that are accepted by registrants, and automatic distribution to intended recipients. This is time and money saving. Some of operations supported by Smart Elpis are: acceptance and scanning of paper documents, distribution, describing scanned documents, distribution and delegation, archiving, fast and simple search and retrieval of scanned documents. Documents that are once stored in SharePoint can be used for any future purpose and can be digitally signed or protected from printing. This can significantly decrease paper copy costs.

Digital document registry Based on the membership of the employees in the organization, certain right to access certain parts of documents are issued. Users can quickly search using many criteria, and the result is an electronic document with metadata that can be immediately viewed, forwarded, printed or saved locally, depending on whether these operations are allowed. Administration of the system is fully centralized.

Smart Elpis Based on SharePoint technology Multiuser environment Server side and client side application Client application at registry points for incoming documents Metadata is stored in SQL database, and files are stored on local hard disk Sharepoint Search provides full search experience Information and document is quickly accessible to authorized users Ability to integrate with other systems

Importing history data System is able to import historical data into system Non disclosure agreement is signed Old paper documents are counted and receipt is signed Documentation is taken to scanning and tagging center Upon return of paper and scanned documents, metadata is imported into system Data is immediately available trought the search

Basic and additional documentation Basic documentation: Main registry - Delovodnik Archive registry - Arhivska knjiga Additional documentation: Internal delivery registry - Interne dostavne knjige External delivery registry - Dostavne knjige za mesto Post registry - Knjiga pošte Other

Computers for document registry Windows XP/Vista Domain controller ELPIS application User authentication Computers for document registry Windows XP/Vista Emails introduction Email Server Computers of other users Windows XP/Vista WEB access to portal SharePoint server SQL server Sending e-mail notifications

Initial screen

System messages

Case merging

File packs

Dossier

List of documents

Various Reports

Archive registry

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For more information: boris.berat@smart.rs +381 65 4728 204