2. KNOWLEDGE DOCUMENTS & TEMPLATES FOR EASY REFERENCE & RE-USE
CREATE CLOUD BASED SYSTEMATIC RECORDS OF DOCUMENTS, S,
KNOWLEDGE DOCUMENTS & TEMPLATES FOR EASY REFERENCE & RE-USE
Increase Efficiency & Enhance Productivity

3. THE PAIN, WE UNDERSTAND File & Folder Naming Convention
Always differ from person to person
Complex Folder Hierarchy
Difficult to follow every time
Sis & Me
No compelling mechanism
for one place centralized storing

4. Email Overload & Outlook rules not enough to remain Organized
Scattered Documents
across Office Network
Two files with similar names can’t
be saved in the same folder
Typical Identification of the
final draft from multiple copies
Lack of Segregation of
files as Current or Old
Historical
Documents
Working Documents
Unorganized/Misplaced
Knowledge Documents

5. Hard Disk Crush / Virus Attack
Loss documents due to
Hard Disk Crush / Virus Attack
Retrieval of files is complicated because of confusing names
Difficult to retrieve of files due to absenteeism/transfer of staff
Managing hard copy of documents for long duration of time is difficult
Painful to maintain legal documents & records in an organized way
Accidental Overwriting of Documents & Templates

6. Unorganized media files like event pictures or videos etc.
Want to digitize all your hard copy documents like receipt, invoice, pro forma invoice etc.
Difficult to identify the final draft from multiple copies
Can’t access files anywhere or at anytime when required

7. Lack of Record Management System No Continuity Management plan
THE NET RESULT OF HINDRANCES
HAPHAZARD
FILE MANAGEMENT
Lack of Record Management System
Lack of Knowledge
Management System
No Continuity Management plan

8. WHAT KDOC PLUS DOES? ▪ Access File Anywhere ▪ Smart Management
▪ Quick Retrieval
▪ Digitize Records
▪ Maximum Usage
of Past Experience
▪ Productivity
With Microsoft Outlook
Helps to have Less Paper Office

9. THE ROADMAP TO PRODUCTIVITY

10. UNDERSTANDING THE DIFFERENCE
File Management with

11. NAMING FILES & FOLDERS
No intelligent logic in naming files and storage location.
Automates naming and saving. Eliminates the behavior of file Save As dialog box
Prevents saving two files with similar name in one folder.
Unique ID for each Document, No duplication
Incidents of accidental overwriting of documents occur - Save instead of
Save As
Saves before working upon the files
Uniform File and Folder Naming Conventions
The Benefit

12. PROPERTIES/METADATA
Only basic features for property assignment available in Microsoft® Word and Excel
Makes profiling compulsory - either automated or semi automated
No facility for selection of property values from pre-defined masters
Enables record management for easy listing, sorting and retrieval
Quick Retrieval of Documents and Templates
The Benefit

13. THE UNIQUE DOCUMENT IDENTITY
No unique identity to track documents and templates
Auto assigns a unique number to each document and template
Classification of documents are difficult to achieve
Easily assign category to your respective documents
Simplifies Tracking and Retrieval System
The Benefit

14. STORE EVERYTHING ON PRIVATE/PUBLIC CLOUD
No unique identity to track documents and templates
Auto assigns a unique number to each document and template
Classification of documents are difficult to achieve
Easily assign category to your respective documents
Simplifies Tracking and Retrieval System
The Benefit

15. DIGITIZATION OF DOCUMENTS
Painful to maintain hard copy of documents in an organized way
KDOC® plus brings your manual files into system through scanning and save all your documents (like receipt, invoice, legal files etc.) in an organized way
Preserve the important and legal documents form aging process
After digitizing your documents you can easily preserve your important files and indexed it and fetch the required files quickly and will not be lost forever
You can easily access all the documents when required
The Benefit

16. CENTRALIZED REPOSITORY
Leads to scattered files across office network.
Provides single location for storage of documents and templates
Difficult to discipline each user in saving files at one centralized location.
Prevents saving of files into other locations except into KDOC® centralized repository
Makes accessing documents difficult in the absence of creator.
Provides easy retrieval even in the absence of document creator
One Point Storage & Quick Access
The Benefit

17. CLASSIFICATION OF DOCUMENTS
Random classification of files, no segregated classification
Segregates files into working, imported, archive, historical and branch documents
Follows one pattern of folder hierarchy i.e. difficult for all to follow
Removes unnecessary clutter from the workspace enabling easy access
Automated Record Management
The Benefit

18. SUPPORT ALL THE FILE EXTENSION
All your pictures, video and media files are scattered
Easily upload and manage all your media files as K-doc support all the file types
Difficulty in managing multiple backups file
Store and save all the backup zip or files
Manage all the types of documents
The Benefit

19. TEMPLATES/MODEL DOCUMENTS
Unorganized templates, formats and knowledge documents
Creates centralized repository of templates and knowledge documents
User specifies location in the system where the templates should be saved
Enables saving of a document as template with ease
Mere usage of templates and model documents across the organization
Enables publication and sharing of templates list across the organization
Maximum use of past experience
The Benefit

20. EMAIL TEMPLATES Quick Standardized email communication
Offers only basic feature of templates in Microsoft® Outlook and hence less used
Promotes creating and replying of s from template making the process easier and faster for the user
Quick Standardized communication
The Benefit

21. EMAIL ARCHIVE Safe & Secure Email Records
Manual storing of important s into folders for archive
Facilitates moving or copying of important s into KDOC® Plus repository
PST files become redundant for ex-employees
Facilitates bulk archiving of contact specific s
Safe & Secure Records
The Benefit

22. DOCUMENTS SECURITY One Place Storing with Restricted Access
Enforcing security mechanism is difficult
Easy security, by prohibiting direct access and copy of documents
Unauthorized access of documents may be possible
Access right mechanism provide you role-based permission
Anyone can print, or download the documents
Control your hard copy print out, ing and downloading of files
One Place Storing with Restricted Access
The Benefit

23. COLLABORATIVE WORKING
Sharing of documents by ing as attachments
Inform collaborator about document number instead of sending as attachments
Best practice documents remained lying in individual folders
Sharing of knowledge documents with ease
Comments/Notes remain embedded with documents
Separate Note Sheets for comments. Stored in data base and not with documents itself
Improved Sharing of Knowledge & Enhanced Productivity
The Benefit

24. CONTROL OVERWRITING OF DOCUMENTS
Sharing of documents by ing as attachments
Inform collaborator about document number instead of sending as attachments
Best practice documents remained lying in individual folders
Sharing of knowledge documents with ease
Comments/Notes remain embedded with documents
Separate Note Sheets for comments. Stored in data base and not with documents itself
Improved Sharing of Knowledge & Enhanced Productivity
The Benefit

25. REPORTS Improves Soft Copy Management
Printing list of documents and templates
not supported
Creates list of documents and templates based on multiple parameters
Improves Soft Copy Management
The Benefit

26. MAINTAIN HISTORYING AND VERSIONING
Difficult to manage multiple versions of files
Easily keep the tracks of every modification with the changelogs
Reverting the documents to previous state not possible
Maintain history of the every changes and if mistake is made you can go back to previous state
If a mistake is made you can go back to previous versions
The Benefit

27. BACK UP & RESTORE Ensures Safety of Documents and Templates
No simple mechanism for backup and restore of files, scattered across the office network
Enables incremental back up of all documents and templates
Risk of losing documents due to virus attack and hard disk failure
Backup and restore is easier
Imposing manual back up files security is difficult
Back-up files stored at secured location and copying of back-up files not possible
Ensures Safety of Documents and Templates
The Benefit

28. INSTALLED ON YOUR SERVER
Fear of data snooping from other-party installation
K-doc plus installed on your server, most trusted place to keep your documents
Eliminate Fear of Data Snooping
The Benefit

29. INTERFACE & SEE IN ACTION
LETS MOVE TO THE
INTERFACE & SEE IN ACTION

30. Property Masters Contact, contact group, contact department, category, subject, udf1 and udf2, work status

31. Profile every documents before start working on it
Automated naming convention
Compels your staff to follow the discipline…

32. Create letter, documents, reports from MS Office
Save existing documents into KDOC® Plus
Upload files of any extension(txt, doc, pdf, png, rar, mp3, mp4)

33. List of working documents
Documents register instead of folder hierarchy
Filter desired documents based on any property

34. Edit the documents Checkout, edit, and upload
Send the documents to archive, History
Maintain the historying of documents

35. Documents Register instead of Folder Hierarchy
Open / Create Copy of desired document
Add Notes for document , send to Inactive etc…
Keep track of all the improvement through versioning

36. Categorised documents as working, archived & history
List of archived documents
Occasionally accessed and hence removes clutter from present working documents

37. Access right mechanism provide you role- based permission
Keep your data safe and secure with the central admin panel

38. ADVANTAGES

39. Better Discipline & Organize Documents & Templates Reduces Duplication
of Work
Consistency in
Documents
Leads to Faster Creation & Retrieval of Documents & Templates
Eliminates the Fear of
Accidental Overwriting
Efficient Document Creation Process

40. Improves Productivity at Workplace Helpful in Legal Compliance
Improved Security of
Documents
Ensure Smooth Working in Case of Leave/Transfer of Staff
Leads to Fewer Draft Copies & Saves Stationery
Save Precious Time
& Money

41. Thank you! We aspire your association
“A business that consistently enriches lives is a wealthy business”
Regd. Office:
Everex Infotech Pvt. Ltd.
26, Champa Gully, M. J. Market Lane,
Mumbai – INDIA Tel: – |
Marketed & Supported by Everex Infotech. Quality product Hazel Mercantile Limited