Paperbytes EDMS

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What is Paperbyte EDMS

PaperByte® is a holistic Electronic Document Management Solution (EDMS) that manages the lifecycle of hardcopy and electronic records from its creation, retention and up until final disposition. It comes out of the box and off the shelf with robust features for records capturing, indexing, storage, retrieval and information assets of the organization. It has the possibility of also being adapted to more specific functions or business processes of the organization, seeing as deployment is done locally. It’s an integrated client/server application which leverages Microsoft front and back-end technologies. 

Unique Features of Paperbyte

  • Collaborate online on projects.  
  • Supports a large array of document formats without the need for a special viewer software. All you require is your conventional browser and PaperByte® would do its magic.  
  • Archive paper documents.  
  • Migration and Integration with various hardware (document scanners, barcode readers, etc.) and other legacy applications.  
  • Customizable workflows.  
  • Converts PDFS into searchable PDF.  
  • Document lifecycle management (i.e. from creation, retention up until final disposition) with pre-set review periods.  
  • Biometric document check-in and check-out for archived records. 
  • Advanced permission and security features.  
  • Support for both intranet and extranet deployments.  
  • Web viewer with support for most if not all document types.  
  • Document comparison viewer  
  • Annotation support  
  • Swift and readily available local support.

PRODUCT FEATURE

PaperByte® Electronic Document Management Solution (EDMS) suite boasts a host of robust, rich and novel feature sets out of the box. Below, are a synopsis of its major features;   

DOCUMENT INDEXING  

Document indexing is the process of associating or tagging documents with different “search” terms. There are different types of indices. If your documents are textual documents, you can index the document for full text search where you can find a phrase contained within the document.  

PaperByte® provides;  

  • Indexing of all documents.  
  • Custom Automatic Document Numbering.  
  • Content recognition and indexing.  
  • Indexing of meta-data.  
  • Indexing of all revisions.  
  • OCR with multi-language support. Extendable meta-data fields.  

All these help in easy retrieval and location of electronic and archived documents.  

DOCUMENT SEARCHING  

No matter what indices are used, the power of document indexing becomes apparent when a document search is performed. The document search engine provides;  

  • Safe and powerful search.  
  • Document content and meta-data search.  
  • Advanced search on all document attributes with natural language queries Scalable document search engine.  
  • Searchable PDFs.  
  • Prioritizing of search results based on a variety of user controlled parameters.  

PaperByte® provides a powerful documents search engine that searches through document content and gives you quick results.   

DOCUMENT PROCESSING  

This involves conversion of typed, scanned and handwritten text on hardcopy and electronic document into electronic information utilizing one of, or a combination of, Intelligent Character Recognition (ICR) and Optical Character Recognition (OCR). It comes with the following features;  

  • Create documents using templates.  
  • Link documents to records in system.  
  • Forward, move, share documents. Email documents.  
  • Document versioning and control.  
  • Inbuilt document editor and viewer for various file types (jpeg, jpg, png, tiff, dicom, docx, doc, cad, etc).  
  • Check-in and check-out documents.  
  • Document comparison and annotation support.  

DOCUMENT INPUT AND CREATION  

When it comes to document creation/input, PaperByte® combines both paper (hardcopy) and digital files. It supports various high-end industrial scanner and integrates directly with these hardware such that documents can be scanned directly from these hardware on to PaperByte® without the need for a client/third party software. It allows file input from the following sources;  

  • Scanners.  
  • Emails
  • Manual uploads.  
  • Bulk Upload.  
  • Automated process for mass uploads.
  • Mobile applications and
  • Web Services.  

WORKFLOW AUTOMATION  

PaperByte® comes with inbuilt enterprise level business process management and workflow automation that automatically routes the document to their destinations. It also affords the system administrator the opportunity to setup workflow in line with the organizations business rules. It provides the following;  

  • Rule based processing on incoming and document request.  
  • Setup individual rules and document actions  
  • Automatic and Manual workflow  
  • Document routing  
  • Business Process Modelling with customized windows and reports.  
  • Configure multi-level approvals  
  • Automatic creation of records based on documents.  
  • Update of records based on documents.  
  • Alias and renaming of widgets and menu items.  

DOCUMENT LIFECYCLE MANAGEMENT  

PaperByte® handles the lifecycle of a document from creation, retention up until eventual disposition. From the point of record creating, it determines the longevity of the document based on its retention period set-up in the document type, as determined by the organization’s business rule. The user will be issued several stages of reminder on the document due period as setup by the system administrator, before the document is eventually taken off archive (i.e. made inaccessible). It has the following features;   

  • Document type set-up  
  • Email alerts on document due intervals.  
  • Automatic disposition of document after final grace period.  
  • Automatic retention review report.  
  • Secondary archiving of inactive (i.e. expired records) for system performance optimization.  

DOCUMENT SECURITY  

Security is one of the most critical aspects of any electronic document management system. PaperByte® would provide a high level of document encryption such that even if the database is broken into, the information is useless to the intruder. The only way the encrypted records can be decrypted, is by securely accessing through PaperByte® and by unlocking it with a digital key that would be provided for such purpose. It has role based access, as well as;  

  • Extensive audit trail  
  • Users and roles creation.  
  • Advanced access rights and permission settings.  
  • Document encryption on file system.  
  • Indexing all revisions. SSL support.  

USER DASHBOARD  

An ideal EDMS interface should be simple and easy to navigate. Not everyone is technologically inclined, the simpler the software, the better. The main dashboard will include;  

  • Workflow inbox.  
  • Document inbox  
  • Alerts and Notifications.  

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