2. GKIS Document Management & Workflow System (GKIS DMWS) File Automation

3. File Automation The Purpose of the meeting A briefing about benefits a Document Management System has to offer. Namely the GKIS DMWS Questions / Observations

4. Non-Automated files Operational Problems  Non concurrent viewing of files & documents  Timely access to files & documents  Misplacement of folders due to human errors  Inability to search for folders & documents oOutside of the filing system oStored in the wrong location  Very large amount of paper storage

5. A non-automated office = CHAOS

6. Documents from large organizations Current Situation = CHAOS

7. Workflow Current System = DRAMA

8. File Automation The purpose of the system  The automation of a companies whole filing system and more.  File Automation means: 1.Computerizing data storage procedures and data management of an organization 2.Electronic workflow management amongst company employees

10. Automated Filing System The system’s purpose  Easy and straight forward storage procedures  Immediate access to folders and documents oFast searching techniques on folders and documents using a vast amount of information or criteria oSearching for documents by a word or a phrase (sentence) that can be found within the document itself (FTR, OCR) oSuccessful search on folders and documents that have been stored in wrong locations  The ability to view a document by many users at the same time

11. Automated Filing System The system’s purpose (continued)  Automatic storage of OCR documents  The ability to operate a Paperless Office  Distribution of work (workflow) to all the employees just by using one system

12. Benefits of an Automated System  The system is customized to adapt to the laws and procedures of any organization  It helps : ocreate an improved management of the office workflow ocreate the best possible employee co-operation oimprove the company performance and success rate oincrease productivity oreduce company costs

13. Office Automation Characteristics Benefits:Provides a complete system filing structure that includes the preparation, modification and protection of all company information. Guarantees:The implementation of all the correct procedures and information workflow to every appropriate system user Offers:The correct information: oTo the right person at the right time oConcurrently to many users

14. Office Automation Types of Documents  Incoming documents oMail Letters oSupplier invoices oReceipts oService reports  Out coming Documents oMail letters oInvoices  Typed internal system notes  Unsigned internal notes  Committee reports  Incoming e-mails  Outgoing e-mails

15. Office Automation Document storage procedure  Incoming paper letters (documents) are given to the staff  The documents are opened and are scanned in the specific place in the Document Management System  The documents are then stored in their corresponding folder and additional information can be added to the document by the user if necessary like: Sender Date File Number Keywords Subject Corresponding

16. Office Automation Workflow  The documents are sent to the General Manager’s inbox whereby additional notes/instructions are added and are then forwarded to specific employees for further action/processing  Once the employee in charge of the document completes their actions they forward it to another user attaching instructions / notes

17. Office Automation Informing General Management  The System has to offer:  The ability to monitor to what extent a specific job/instruction has been carried out by any given employee.  The ability to monitor the status of any given document.  The ability to monitor which documents have been processed and which haven’t.  The ability to monitor the workload for every employee.  Report processing for all the above abilities.

18. Office Automation Document Security   The users can be seperated into groups   The ability for any user to access each folder in the system depends on which group the user belongs to   All user actions (insert/delete/modify etc) and login information are recorded automatically   Documents are stored on a server hard drive with the ability of mirroring.   The system implements advanced backup and restore procedures for all the data

19. Office Automation Capabilities of the GKIS DMWS  Document Storage oEasy and straight forward Scan procedures oAbility to Import a vast amount of document types (Word ©,Excel ©,PowerPoint ©, Outlook ©, text files and many more) oSupports “Drag-Drop” for fast data storage of all the above document types oCreation and automatic storage of new documents from within the system of all the above document types oThe ability to link many documents together from either the same or different folders for the purpose of cross reference

20. Office Automation Capabilities of the GKIS DMWS  Document Storage (Continued) oAbility to associate senders and recipients to each document oAbility to mark each document as incoming or outgoing oAbility for every user to add as many notes on a document as requested and to choose whether to make those notes available to other users or not oAbility to cut/copy and paste documents to other folders

21. Office Automation Capabilities of the GKIS DMWS Viewing / Export documents o Fast and simple document viewing and printing procedures – Simultaneous document access by more than one user oExport document outside the system either to hard drive or to removable data storage device oQuickly and easily send by e-mail any document useful for users not connected to the DMWS

22. Office Automation Capabilities of the GKIS DMWS  Document Search mechanism / Strong Search Tool oVery fast and simple system search procedure using one or more of the documents’ information as search criteria or by combining any information we have of the folder that contains the document oSearching for a document is possible using a word or phrase that is contained within document itself using the methods of “Full Text Retrieval” or “Optical Character Recognition” (FTR, OCR)

23. Office Automation Capabilities of the GKIS DMWS  Automatic Storage of scanned documents oThe ability to automatically store documents in specific locations based on information found in a fixed position (using a template) on the document paper itself (using OCR) like a reference or invoice number (OCR)  Automatically scan many documents at once (Batch Process) and store them in different documents with the use of Separators  Structured Scanning and Storage Procedures oEvery user must follow the same scanning and storage procedure minimizing the possibility of human errors

25. Questions?