Sharedocs EnterpriserSERVER BASED DOCUMENTS AND RECORDS MANAGEMENT SYSTEM

What is it?

Sharedocs Enterpriser is a complete solution as a service where we help you to take a big step towards paperless office.

It acts as a Central Repository for all your documents and helps managing in a more secured way

Whom is it for ?

Enterprises where business critical information is locked away in physical documents.

Geographically distributed companies. Organisations who are spending a good

amount on real estate for storing these documents.

Why is it Needed? Data volumes of an organisation doubles every

year. Rotting of Physical Documents due to Natural

Causes. Prime Space Wastage According to a survey (Coopers and Lybrand)

Professionals spend around 10% of work time finding a document and in all around 10% of documents are lost.

Average document gets copied around 20 times in an organisation.

Key Role of Sharedocs Enterpriser

Central Repositor

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Document Managemen

t

Document

Repository

Workflow Managemen

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Requisition Manageme

nt

To make your business Paperless, there are two major things you need to manage

1. Internal Requisitions or business processes – Everyday your employees print and forward multiple types of requisitions like Capex or vouchers.

2. Printed Documents or soft copies – Your old sales purchase bills, purchase orders, agreements, quotations.

Managing Business Activities:

1. Business Process or Requisition Management in Sharedocs Enterpriser

SystemManagerUsers

Initiate Requisitio

nApproves

Close

Reject

For Approv

alYes

No

2. Process Flow for Archival of Physical Documents

All physical documents will be organized and scanned as per categories. The documents which are already in soft format (pdf, word excel or images) will also categorized

Users will start uploading the documents in specific documents’ categories. Users will also enter additional document properties.

Each uploaded document will get encrypted automatically and then will be stored in central repository.

Once the document is uploaded, it is available forever, from anywhere for authorized users. It can be searched with the help of keywords entered with document or any of the additional document properties entered by user.

2.1 Process Flow of Uploading and Sharing the soft documents

Central Repositor

y

File UploadersDownload DeleteRead

Download

Delete

Read

Download

Delete

Read

File Types Supported Open Document Text (*.odt) OpenOffice.org 1.0 Text(*.sxw) Rich Text Format (*.rtf) Microsoft Word 97-2003 (*.doc) Microsoft Word (*.docx) WordPerfect (*.wpd) Plain Text (*.txt) HTML1 (*.html) OpenDocument Spreadsheet (*.ods) OpenOffice.org 1.0 Spreadsheet (*.sxc) Microsoft Excel 97-2003 (*.xls) Microsoft Excel (*.xlsx)

Comma-Separated Values (*.csv) Tab-Separated Values (*.tsv) OpenDocument Presentation (*.odp) OpenOffice.org 1.0 Presentation (*.sxi) Microsoft Powerpoint 97-2003 (*.ppt) Microsoft Powerpoint (*.pptx) OpenDocument Drawing (*.odg) Portable Document Format (*.pdf) Bitmap (*.bmp) JPEG (*.jpeg) PNG (*.png) Variety of DWG and DXF file formats And more….

Return on Investment

Study from Surveys

• IDC survey says that typical enterprise spend $2.5 m in labor searching for non-existent information

• Coopers & Lynd survey says 90% of corporate memory exists on paper• Professionals spend 5-15% of their time reading the information and around 50%

searching for it.

Cost Savings

• Eliminate Disaster Recovery Costs• Reduce Office Supplies and storage space.• Companies spend around $20 labor to file a document, $120 to search a misfiled

document and $220 to reproduce a lost document.

Non-Financial Benefits

• Save Time• Improve Efficiency• Provide secured access on-the-go• Disaster Recovery• Eco-Friendly

Why HSS Sharedocs Enterpriser? 24/7 access of documents Controlled Access with user based

rights management Universal file viewer Supports almost

all standard file formats Robust Search Engine User-defined/Pre-defined workflow Link documents for easier references

and comparison Blank form processing for bulk

upload Bulk Uploads Through Zip file Download folders in Zip Format Built in OCR Engine helps you to

“Content” Search

User-defined document Flow No Client-Side installation required No separate licenses required Preview MS office documents

online Can be accessed from any device

and any browser Keep a track of your documents

with Audit Trail Encrypt your files automatically. Email Alerts Document generation through

predefined templates. Version Control

Thank YouCALL FOR DEMO ON 022-64567654WWW.SHAREDOCSDMS.COM OR WRITE US AT INFO@HRIDAYAMSOFT.COM