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| Document Manager |
The document manager developed by Icreon enables organizations to build and manage a centralized repository for their documents.
Typically, organizations have a large number of documents such as application forms, invoices etc that are required to be stored and accessed for reference and processing. Large spaces are required to store and archive the documents. Maintenance and retrieval of these stored documents is a cumbersome and time consuming process as they are exposed to the risk of being damaged or misplaced. A document management system aims to solve this problem by storing, tracking, retrieving and managing documents electronically thereby providing a cost effective solution to save time and space.
Icreon’s document management solution provides companies as well as single users with the means to fulfill all their document processing needs and is available in two editions, each designed to meet a different level of document management requirements. |
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| Home Edition |
| The Home Edition is a stand alone application meant for single users. In the home edition the application is installed on the user’s PC. The document repository and database are maintained in the local system. |
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| Business Edition |
| The Business Edition is designed to meet the document processing requirements for small business units. In this edition the application is installed on multiple client machines connected to each other, within a LAN. The document repository and database resides on a server. Users can access and store documents in the common repository. The security of the documents is maintained on the basis of user permissions and rights. |
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| FEATURES |
| From among all various document manager software solutions in India, our solution stands out as a feature rich application that includes, in addition to the basic functionalities of document management such as storage, retrieval and tracking, several third party tools that provide functionalities to scan, email, fax, and FTP documents stored in the repository. |
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| CORE FUNCTIONALITIES |
| The features and functionalities that form the core of our document management software solution are as follows: |
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Document Repository
The document repository can be used to store and organize documents. To build the document repository, documents and files can be imported or paper documents can be scanned and saved into the repository.
The repository in our document management system follows a Cabinet – Folder – Document hierarchy. Cabinets are named locations in the repository within which Folders can be created; further documents are stored within the folders.
Security
The document management system provides restricted access within the repository in order to ensure and maintain security of documents. Permissions or access rights can be set on cabinets and folders assigned to the users restricting their activity within the same.
Import/Export Documents
Users, having the necessary permissions, can import documents stored outside the repository into specific folders within the repository. A file explorer interface is provided which enables users to browse and view documents at locations outside the repository such as their local PCs. The file explorer interface displays only those file types that are supported by the application. These include PDF, bmp, tiff, doc, jpeg, xml, xls, gif, png, html, ppt, txt, rtf file types.
Document Explorer
The document explorer module is used to view and manage documents stored in the repository. The document explorer displays the document repository structure. Users can view only those cabinets/folders to which they have been granted access. Through the document explorer users can browse through the repository cabinets and folders and view and edit contents of selected files
Indexing
Documents contained in the repository can be indexed for faster retrieval. Index fields are additional information that describes a document. Users can create index fields in the application and associate these index fields with documents. Same index fields that are required across multiple documents can be grouped together to form an index set thereby easing the process of associating index fields with documents.
Search
Instead of browsing through all the cabinets and folders in the repository, users can perform a search to locate the specified documents. Search can be performed on the basis of document attributes such as name, type and date of modification etc and also on the basis of index fields defined for the documents.
Tracking
Details of all documents imported, modified and deleted are usually stored in a document history or audit log thereby enabling easy tracking of documents. The application also allows multiple versions of each document to be maintained.
THIRD PARTY TOOLS
A wide variety of third-party tools and software have been integrated with the document management solution in order to provide enhanced features and functionalities. These include:
 FTP Module
The FTP tool integrated with the document management solution enables users to easily transfer documents to a remote location. Users can upload documents from the document repository to a remote server and vice versa, via an FTP client. The FTP tool can be used to set up and configure the FTP client.
Fax Module
The fax module integrated with the solution enables users to fax documents, stored with the document repository, via a modem. The fax module can be configured so as to enable users to select relevant documents, compose and attach a cover page and send the fax via the selected modem to the specified fax number. Commonly used subject lines and fax messages can be saved in fax profiles.
Scan Module
The application includes provisions to scan documents and save them in the repository. The scan tool can be used to perform single or multiple page (batch) scans. |
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 Email Module
Users can send e-mails through the document management system. Documents stored in the repository can be attached and sent with the e-mail. E-mail software applications such as Outlook Express etc can be integrated with the solution thereby enabling users to import their existing e-mail accounts and address books into the system.
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PDF
Using the PDF module tool users can convert selected documents within the repository into a PDF file. The module also allows users to merge multiple documents/PDF files into a single PDF document. The PDF module also includes a PDF editor that allows users to add/edit content, watermarks, stick notes etc. Users can also encrypt a PDF document thereby preventing it from being edited by others.
OCR Module
Optical Character Recognition (OCR) enables characters to be extracted from an image/scanned document. As invoices, application forms etc are a major source of data for companies, an OCR module integrated with the solution will enable companies to scan the paper documents and extract the data stored in them. The data extracted can be saved to a .txt or .doc file and can be stored within the document repository.
You can outsource your document manager requirements to India and avail the benefits of outsourcing. In addition to the custom built solutions, we also offer to customize various open source document management systems at our development center in India. |
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"Having listened to our needs and objectives very carefully Icreon were able to identify the solution in line with our business objectives. I would also like to thank Icreon for taking care of our on-going maintenance constantly being available without feeling like we are in different countries." |
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BLOGGERCE
Vertical - Enterianment & Media
Platform - Linux/PHP |
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HOMES ALONE
Vertical - Real Estate
Platform - Linux/PHP |
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NATIONAL GEOGRAPHIC CHANNEL
Vertical - Entertainment & Media
Platform - Microsoft.net |
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ENGAGEMENT
MODELS
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CASE
STUDIES
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