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Help Center
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1. Why you need
DocuTrack3000?
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2. Getting Started
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3. Troubleshooting
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4. Others
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1. Why you need
DocuTrack3000?
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Document tracking system deployment options.
LAN/WAN Deployment
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Many document management systems are deployed via the company’s Local or Wide Area Network (LAN/WAN). One of the major drawbacks of this approach is that it excludes access to documents to those who can’t access your network as well as requiring the allocation of resources to manage access rights controlled through server side software.
Clearly deploying DocuTrack3000 via the Internet has many advantages over a LAN/WAN deployment. Furthermore we also offer DocuTrack3000 as a hosted solution to further reduce the IT overheads of hosting it yourself. Check out our highly competitive hosting rates here.
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Internet Deployment
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By comparison with LAN/WAN based deployments, DocuTrack3000 is deployed via the Internet. It can be hosted on your LAN or we can host it for you. One of the clear advantages of this approach is that access rights are controlled via DocuTrack itself, and it doesn’t exclude users who aren’t registered to on your network. This means that you can share documents with anyone with an internet connection and access rights, controlled from within DocuTrack3000.
At a time when many companies are outsourcing projects to third party providers, who rarely if ever have access to the corporate LAN/WAN, DocuTrack3000 provides the solution. Documents can be made available to contractors, suppliers, legal teams, auditors, or whoever. Documents can be developed collaboratively irrespective of who the user is or where they are.
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How are printed documents and files tracked in a computerized environment?
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DocuTrack3000 uses both Bar Code and Radio Frequency Identification (RFID) Technology to track printed documents and files. The movement of each document or file is monitored via network of readers/sensors installed at the site.
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How are electronic documents secured and maintained?
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DocuTrack3000 is an Electronic Document Management System (EDMS) hosted on a central media server with daily back up and an assured 99.9% uptime. Our backup plan is available if you need CD or DVD of your data. We’ll mail it to you as part of our Backup Plan.
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Is the sharing of softcopy document being tracked?
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Yes, every transaction in DocuTrack3000 is date and time stamped by the server. This provides an ISO compliant audit trail of who did what when.
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Is the distribution confidential documents being tracked?
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Yes. Every document stored in DocuTrack3000 has access rights. Only authenticated user(s) can view or modify documents related to a particular project. Temporary access rights can be assigned in certain circumstances for sharing purposes.
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Are all documents freely available or are there controls on document distribution?
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No. All documents aren’t freely available. Document distribution is controlled. All documents are encrypted with our secure AES-256 encryption technology. Only a user with the appropriate authority can access the document.
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Is all documents freely distributable or is there any needs to control document
distribution as well as editing on documents distributed.
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Document distributions are controlled with our secure AES-256 encryption
technology. Only user with the right authority can access to the document.
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Is there any centralized automatic backup mechanism to safe guard all documents
stored? Do the customer know that documents in any medium forms a large pool of
knowledge acquired in any business?
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We perform daily backup on all records stored in DocuTrack3000. Our backup plan
is available if you need CD or DVD of your backup data. We will mail it to you
once you signed the backup plan.
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Is there any need for safeguarding unauthorized access to any documents? Can
existing system provide such features? If yes, what kind of security provided.
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Fundametally, there are two basic security protections. We can add more layer
if required. For data encryption, DocuTrack3000 uses AES-256 bit encryption. On
top of that, each document has its own access rights to prevent unauthorized
access.
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Is there any need for online document approval and document rating systems?
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DocuTrack3000 has online approval functionality where approver will receive an
email asking to approve a particular document. Upon approval, the recipient
will be informed on the status either via email or DocuTrack3000.
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All documents tagged by RFID tags will be monitored. What types of documents
are to be monitored? Is there any special type of document such as envelopes
and etc to be monitored?
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RFID tracking can be carried out on hardcopy documents such as files,
architectural plans and etc. RFID reader need to be inplaced and with
DocuTrack3000, you can monitor the movement of the documents within an area
where network of RFID readers are installed.
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Can user cards - similar to library cards - be used to loan or borrow documents?
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Yes, DocuTrack3000 supports such functionality.
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What type of reporting on document management is required? Please list it out.
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We do have several reports in the system such as audit trails, document
movement and usage and others.
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How many users are there? Is it a networked environment?
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The number of users depending on the package plan you have subscribed. It is a
web-based application and access can be done from anywhere with Internet
connection. Mobile version will be available soon for access to DocuTrack3000
via devices such as mobile phones and etc.
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Is there any document library where all documents are to be stored? Or
documents are located in many different locations? If not, please specify
current document storage facility.
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There are unlimited number of locations can be configured in DocuTrack3000.
Additional locations required readers to monitor the movement of physical
documents.
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My email server reject my attachments in the email. How can DocuTrack3000 help
me to resolve this problem?
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Yes. DocuTrack3000 has a feature called Email Sharing where the user can share documents via email. The email comes with an expiry date to control the distribution.
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My website has limited storage space. How can I overcome this problem without
increasing my website storage size?
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You can make use of the storage space in DocuTrack3000 to enhance your website.
There is a feature called web link in DocuTrack3000 which can link any document
you uploaded into DocuTrack3000 to your website. It also has security feature
where it prevent unauthorized downloads.
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2. Getting Started
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I have signed up for DocuTrack3000. What shall I do next?
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We will email you a confirmation link. Once you clicked the confirmation link,
your registration is complete. You can login using the email address you used
to register.
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How to start using DocuTrack after I log in for the first time?
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Create a project where you want your documents to be stored. You can also
create more users so other people can share you document.
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3. Troubleshooting
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I cannot create more user accounts. It tells me that I have reached my limit.
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Depending on your package plan, you may have reached your limit available to
create new users or upload more data. Contact us for additional users as well
as disk spaces.
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4. Others
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Do I need to install any application in order to use DocuTrack3000?
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DocuTrack3000 is a total web-based application. You can access DocuTrack3000
via MS Internet Explorer or Mozilla Firefox. There is no installation on your
PC.
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You said no installation required. But why when I want to use RFID reader, I
need to install an application?
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For RFID reader, we will need to install our RFID driver and middleware which
will work with DocuTrack3000 web application. It will runs automatically in
your system.
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