|
|
How to Use DocuTrack3000?
|
|
|
|
|
|
DocuTrack3000 is an Electronic Document Management System (EDMS) that uses the latest radio frequency identification (RFID) technology to track the movement and location of hard copy documents. This enables organizations to manage, secure and control the distribution of electronic documents over the Internet and hard copy documents via RFID and its all delivered via your web browser.
Depending on your requirements, DocuTrack3000 can be deployed in two ways. Firstly as a remotely hosted online system or secondly, locally hosted within your business.
Clearly for many businesses the remotely hosted solution provides significant benefits because no investment is required for new hardware or software. DocuTrack3000 is available from any desktop that supports a web browser and requires no other software to run.
Many organizations have difficulty in managing their unstructured documents efficiently. Unstructured documents are those that have not been developed by the use of a Content or Forms management system and yet are of fundamental to the integrity and preservation of corporate knowledge.
Over 50% of documents are stored in emails and on the users' desktops where there is no version control at a corporate level, and a proliferation of multiple copies locally, and more importantly, little or no security. Anyone who has access to the desktop or email client software, can access the documents.
Using DocuTrack3000, all of these issues are resolved with our intuitive online step-through document upload and registration process. In short, DocuTrack3000 is the total document management system. It doesn't require installation on your PC. Just start your browser and use DocuTrack3000 instantly.
|
|
|
|
Security, Update and Approval
|
|
|
|
|
|
Security
Team members are assigned access at the project level and granted access at the document level; only members of the project can be granted access to the document. If the document creator so chooses, they can restrict access so that no one apart from themselves can have access; this includes both the project and system administrators. All that have been uploaded stored centrally are encrypted with 256 bit Advanced Encryption Standard (AES).
Version Control
As documents are revised and new versions developed, DocuTrack3000 monitors the version and provides an audit trail of the updates. This version control is one of the many features that that makes DocuTrack3000 ISO compliant for Electronic Document and Records management requirements. There is no limit on the number of different versions that can co-exist in the database.
Collaborative Document Development
DocuTrack3000 is also ideal for collaborative document development. A series of escalating approvals and alerts can be configured to enable even the largest organizations to efficiently and easily manage their document creation and development. Once the document is uploaded and the approver specified they are notified via email that there are documents to be approved and once approved, the requester is notified via email or in DocuTrack3000.
In time critical projects approval durations can be configured and once the time is exceeded the alert is directed to their supervisor or delegate.
|
|
|
| Email Sharing and Web Linkage |
|
|
|
|
|
DocuTrack3000 enables you to securely share documents via e-mail. A secure link is automatically generated and forwarded to the recipient via e-mail. The recipient clicks the link and downloads the document to their desktop. The link has a deadline and once it has expired access is denied.
This method of document transfer eliminates traditional e-mail methods where the file is sent as an attachment and is vulnerable to tampering and virus hosting. It also bypasses spam and malware attacks.
A complete audit trail of document sharing is recorded making it easy to track back and analyse the project workflow in a transparent process.
Documents can also be linked to your web site via DocuTrack3000 Web Link. Just paste the code provided into your web page and the document is automatically linked. Access can also be controlled so that in certain circumstances only those users you specify are granted access.
Once again, a transparent and complete audit trail is maintained of each download recording the initiator, recipient, date, time and number of downloads.
If you have limited space on your web site just link your documents to DocuTrack3000 and better manage your website overheads.
|
|
|
| Projects, Users & Backup |
|
|
|
|
|
Projects
In DocuTrack3000 all documents are attached to a project and classified by a series of user defined categories e.g. Marketing Materials, Site Specifications, Project Scoping, Business Forms etc.
Users
Users are attached to projects from the Users List. These users can share documents with other members of the project team and also invite users from other project teams to review the documents.
Back-Ups
As a matter of course and best practice, daily backups are performed and users have the option to sign up for our Back-Up Copy on Request plan. We send you the backup as a CD or DVD monthly, fortnightly, or any time you request it. If other media are required please contact your sales consultant.
|
|
|
| Why DocuTrack3000? |
|
|
|
|
|
DocuTrack3000 is a scaleable system. You only pay for the plan that suits you at the time. This enables you to expand and contract your requirements based on your business needs, and eliminate unwanted redundancy in hardware infrastructure costs. Internal maintenance and support costs are slashed.
Keeping pace with technology upgrades also a thing of the past, you no longer have to invest upgrades to hardware, software applications, and operating systems as well as the staff to deploy and support them.
Documents can be accessed from anywhere in the world via a web browser which makes business expansion easier with a trusted and secure framework underpinning your document management requirements. This also minimises training and change management costs whilst reinforcing corporate policy and guidelines. Furthermore, DocuTrack3000 prevents storage space wastage by centrally storing a single copy only of the document.
You can be sure that your documents are safe and sound while your sales and back-office teams work collaboratively in DocuTrack3000.
Don't wait. Go to www.docutrack.biz and explore your options.
|
|
|
|
|