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Our Solution for Document Management
In today's fast-changing Internet-everywhere world, the enterprise's success depends largely on the ability to gain access to traditional source of intellectual assets and knowledge that help the enterprise gain a competitive advantage.
The traditional source of intellectual assets is mainly in the form of documentation accumulated through the years and has resulted in huge amounts of data, usually haphazardly organized using different systems. In addition, the need to access documents remotely, track workflow status in progress or manage filing cabinets make the physical documentation process expensive, cumbersome and impractical.
To address these challenges, Singalab offers a simple solution - the e-Registry (Electronic Registry) solution, a document management system that lets users access to valuable knowledge within the enterprise easily and effectively.
The eRegistry System is developed on top of IBM-Lotus Document Management System (Domino.Doc) to meet the following enterprise challenges:
- Provide systematic file structure for document storage
- Provide softcopy filing of emails (from Lotus Notes)
- Allow filing of scanned hardcopy documents in electronic form
- Access and save documents from File Menu commands in office applications e.g. Microsoft Word, Excel , Powerpoint
- Direct filing of incoming fax into eRegistry
eRegistry Features
- File Tracking System
This module helps the user to maintain their existing hard copy files as shown in Figure 1.
Figure 1: File Tracking System Flow
- Input Mode
- Email (from Lotus Notes) - provide smarticons (in Lotus Notes) for filing of emails in order to minimize changes in email template
- Fax - support incoming fax, OCR and filing fax into eRegistry and Parallel Fax Line (Fax machine and Fax Server)
- Hard Copy (Scan) - Scan using image client and store directly into eRegistry, if OCR output file is available, it can be stored too
- Native Application - user can store documents Word, PowerPoint, Excel, etc
- Windows Explorer (drag and drop) - user can drag and drop the documents into eRegistry
- Workflow Cycle
- Provides two workflow cycle (approval and review) and assignment can be made to multiple designations and cater for situations when approver is away
- Life cycle management for authoring, reviewing, approving,
releasing, and archiving documents
- Forward Function
- Ro Can forward the document link to User/Action Officer to take action
- Send Files
- Allow user to send document content, URL or DOCLINK (Lotus Notes)
- Moving Documents
- Ease of moving documents to other Binder, Cabinet or Room
- Access control at the library, file cabinet, binder, and document level
- Simple Search/Advance Search
- Capture critical information for specific document type as part of document profile to facilitate search
- Search within document profile and content or attachment as well as in cabinet
- Search by document type, binder type or document date
- Ability to search across multiple file cabinets within the library and receive a single view of the results
- Save search query and sort search result (based on user access rights) by relevance or date
- Security
- at the library, file cabinet, binder, and document level
- Check-in and check-out
- Ensures document integrity when multiple users want to edit or manage the same document simultaneously.
- Ability to store multiple versions of a document in order to track revisions and provide a comprehensive audit trail of activity
- User Interface support:
- Lotus Notes Interface
- Web-based Interface
- Microsoft Windows Explorer Interface
- Office Applications (eg. MS Office)
Key Benefits of eRegistry
The e-Registry solution enables users to store documents by scanning and filing them in the application directory and retrieving them by searching for the file and printing it out. This eliminates the need for filing cabinets and long-drawn physical searches, saving precious space and time. In addition, it requires minimal administration, thus allowing the administrator to focus his efforts on other issues.
With the e-Registry solution, enterprises can now quickly and easily manage and leverage intellectual assets and knowledge.
System Requirement
Application Server: Lotus Domino.Doc R3.x (or ahove)
Operating Systems: Linux, Windows NT 4, Windows 2000, OS/2 Warp Server, AIX, HP-UX, Solaris, AS/400, S/390
Extended Collaboration with Lotus Sametime & QuickPlace
With access to intellectual assets and knowledge, an enterprise is ready to reach another level of technology application and infrastructure completeness by adding tools to communicate this knowledge and to derive collaborative team synergies. This provides the foundation for a Knowledge Management (KM) infrastructure that would give the enterprise added mileage in its competitive advantage.
Beans e-Registry System, developed on top Lotus Domino.Doc, works seamlessly with Lotus Quickplace and Lotus Sametime, to enable ease of communication and the sharing of knowledge, and exchange of skills, ideas and experiences.
Introducing Lotus Quickplace
Quickplace provides an online place to form a virtual community. A community can be for a particular area of interest, a discussion topic or a project team room. Members of the community can use the online place to
- Share knowledge
- Develop their skills and work together on issues of common interest
- Share ideas and experiences
Leveraging eRegistry with Quickplace
Quickplace provides a virtual community for team discussion but the community (i.e. place) is not the appropriate repository to store high volume of data, captured during team discussions. The eRegistry serves this purpose as a document management system, and with it user can set certain rule to store the data in eRegistry.
Examples of using eRegistry with Quickplace
- Members may need to refer to any number of documents during project work, and these are automatically retrieved from the eRegistry and any changes can be saved back into the system.
- Members from different Community can access to the same document via eRegistry. This is not possible using Quickplace only.
Introducing Lotus Sametime
Lotus Sametime provides a suite of functionality that truly enables team collaboration at an affordable cost. The key functionalities are
- E-Meeting - having White Board, Application Sharing, Polling, Record and Playback capabiltiees
- Instant messaging
- Audio and Video conferencing over the Internet
- Send Files - this is done within Sametime without direct access to an email application
- Announcement
Leveraging eRegistry with Sametime
Using eRegistry with Sametime provides a whole new way of sharing knowledge and encourages real time exchange of ideas and experience to create greater team synergies. Traditionally, using face to face means to collaborate is too costly to derive justifiable return on investment.
Examples of using eRegistry with Sametime,
- Making reference to document during Instant Messaging (Send Files)
- Need to share documents during e-Meeting (application sharing, e.g MS word), and documents are stored into eRegistry for ease of reference
- Recorded meeting documents can store into eRegistry
Laying the Foundation for a KM Infrastructure
Information are captured from various sources, from hardcode document, community, instant messaging and online meeting, etc, using the following tools
- eRegistry
- Quickplace
- Sametime
This information can be transformed into knowledge for user access, with or without an added portal interface, as showin in Figure 1.
Figure 1: A Foundation for KM
Extending the value proposition, knowledge can be shared across physical boundaries in an enterprise by using or developing portlets for the eRegistry, online community and instant messaging, etc and publishing these portlets, as shown in Figure 2.
Figure 2: Using Porlets to extend the use of KM
Summary
The solution provides a one-stop knowledge portal that links all the available information together, resulting in lower operational costs and higher productivity. It is easy to use, scalable, reliable, fully web-enabled and affordable.
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