Document Management Made Simple MaCuDoc

Why move up to MaCuDoc? Problems with current filing systems: 7 Documents scattered all over many servers 7 Out of date information 7 Duplicate versions 7 Staff unclear on latest version (time wasting) 7 Documents stored within folders within folders within folders…... 7 Difficulty locating documents in hierarchies 7 Document content not obvious to Staff from filenames

Migrating to a managed system Obtain Senior Management support Obtain Senior Management support Set up Management Overview Group Set up Management Overview Group Undertake Information Audit Undertake Information Audit Analyse current user experience of creating, sharing, storing and retrieving files Analyse current user experience of creating, sharing, storing and retrieving files Select a simple system that will grow with you Select a simple system that will grow with you Assess MaCuDoc Assess MaCuDoc Set up pilot scheme on hosted server Set up pilot scheme on hosted server

Schematic Diagram Lotus Domino Server File Store Shared Notes System tracks activity Shared server holds Managed Document store Web server holds public store Web Server PCs work on documents and mark up Notes Document Profiles

The MaCuDoc choice lMaCuDoc uses your existing server and web filestore systems lMaCuDoc allows your SysAdmin to manage files in the way they already know lOne off license, and options for self- support, developer enhancement or remote updates from ‘Gold’ version lLotus Domino server or hosted server required. lLotus Notes clients required for main users

MaCuDoc Features 4 Version Control (locks out other Users when document open) 4 Requires Users to enter metadata on creation and modification 4 knows exactly where to store each type of document 4 -launches the software -opens a chosen template -logs Author name 4 Maintains a detailed an Audit trail on every document 4 Provides quick and easy retrieval of documents 4 Documents can be Cross referenced in any category 4 Auto Archive after specified period 4 Publish documents to the Intranet or Internet at the click of a button 4 Unique ID/Accession number assigned to each document 4 Imports documents from external sources 4 Exports documents to external users 4 s current User if document in use but needed by another person

Installation lUses existing local expertise lMaximises investment in existing local servers and systems lParameters easy to set up lOn-line expertise available at startup lSystem can grow organically team by team lSystem Updates easy to implement by Template

MaCuDoc Credits Designed by: Faculty of Mathematics and Computing The Open UniversityDesigned by: Faculty of Mathematics and Computing The Open University Faculty of Mathematics and Computing Faculty of Mathematics and Computing Programming Support: TeamDominoProgramming Support: TeamDomino TeamDomino