Document Management Software

Features and Benefits

Collaborative Document Creation and information management

Sophisticated permission management and editing features support collaborative document creation by providing completely customizable view and edit rights to meet your document management needs. Document check in/check out functionality ensures that only one user can update a document at a time, maintaining document version control automatically, enhancing information management and providing authorized users with an audited revision history and rollback ability.

Document Notification and alerts ensures that the correct users can stay informed about new documents and changes to existing documents. This system allows content creators to notify existing users of changes, and for consumers to subscribe to areas of content to ensure they are updated of any changes.

Information Management

Document Manager benefits from Claromentis unified metadata which means your company can define as many sets of data about documents as you need to ensure the efficiency of your document management system. Metadata can also be defined and allocated by record type to ensure the document store is searchable and reportable by users and stakeholders anywhere within the information management system.

By organizing the control of the document structure and setting up appropriate permissions, your company can be sure that all users are seeing the latest versions of the most appropriate documents.

In Claromentis Document Management software it is possible to link a single document to multiple file locations, so that the same version controlled document can exist in multiple locations in the file system. When updates are required, they only need to be made once rather than in multiple copies of the document.

In addition to document linking, references to none digital assets are provided by markers within the document management and general information management system.

Document Security

The permissions structure provided within the Claromentis Framework management enables administrators to give read or edit access to selected individuals or groups of users for particular documents. There is an additional security layer for very secure document management systems to require that not only do users have appropriate permissions based on Extranet, Group, Role or Individual access but they also have appropriate security clearance.

In addition, Claromentis Document Manager software has built-in support for MD5 hashing to ensure sensitive documents are kept secure and have not been tampered with at the file system level.

Automatic document disposal management

To help manage disposal at the end of the document life cycle, automatic workflows can be configured, supported by integrated disposal schedules by record type. Typical disposal schedules include scheduled alerts reminding document owners of expiry dates, and automatic submission of disposal authorizations to administrators.

Document Reporting

Comprehensive reporting functionality includes document inventory, import/export outcome and physical disk storage structure reports. In addition, document audits provide the revision history or disposal details of a particular document and are available to support compliance management.

Document Management Searching

Integral to the document management software powerful search functionality enables users to search through document contents as well as metadata, providing fast, detailed results. For content searching all normal office files and PDFs are supported. Users can bookmark important or frequently-used documents, enabling them to find the document quickly and easily at a later date.

For users with very high volumes of document data ( for example significant volumes of Cad data ) Claromentis fully supports the Java based Lucene implementation ensuring high performance searching through complex and significant data volumes.

Document Management Software Applications.

---

Compliance

With the compliance application clients can target any object to be subject to compliance – indicating that the particular users have read this document is of particular importance. Providing the chance to read such information to all relevant employees might ensure that the company is complying to legislation such as ISO9001 or SOX. Compliance objects are normally policies and procedures, other important documents or even postings on web sites such as those providing updates to government legislation.

Reporting functionality - percentage of users read so far, and which users have not yet complied – and the ability to instantly resend reminders are an important part of this application.

---

Workflow

Supported by integrated functionality within the Claromentis Framework, automated editing workflows can be configured to streamline the editing management process and facilitate approvals management across multiple users. Typical workflows may include a notification alert being sent to a particular user group when a document is ready for review, and routing options depending on user decisions.

Document workflow can be supplemented by the use of Process Manager to provide complete form based workflows, where documents can be referenced or attached to forms, as required.

---

Other Applications Available in Document Manager

Automatic incremental backups can be set to take place daily or weekly, providing peace of mind that documents can be easily restored if necessary.

Document import functionality includes filtering tools, and automatic unzipping to enable bulk uploads. In addition, the Claromentis file Upload Utility is a client-based tool that enables users to upload large files quickly and efficiently.

For efficient working users can check required documents into a download cart for bulk download when they are ready.

Project Highlights

ICHEIC

The International Commission on Holocaust Era Insurance Claims (ICHEIC) is an international organization established to resolve unpaid and previously uncompensated Holocaust era insurance claims at no cost to claimants.

Following a March 2004 claims filing deadline, ICHEIC staff faced a challenging task, as the processing of all cases was due to be completed by June 2006. Given the extensive work necessary to sort and copy over 140,000 claims submitted to ICHEIC, it became clear that the organization required an enhanced technical application to improve overall efficiency. It would also need to enable ICHEIC to monitor progress to enable effective contingency planning where necessary.

Effective storage and management of documentation for thousands of claims was particularly challenging for ICHEIC. The logistics of claims handling involved millions of paper documents that were either sent overnight from a Gloucester-based storage depot to ICHEIC’s London offices, or photocopied and shipped to insurance companies across Europe. The Commission needed a cost-effective solution to enable staff and participating insurance companies to process these cases more efficiently within agreed timelines.

ICHEIC decided to implement a solution relying on the Claromentis Document Manager application. This combined powerful collaboration tools with end-to-end document life-cycle management functionality – all accessible via a web-browser.

“The Claromentis solution has been instrumental in helping us to manage this complex and challenging project, bringing some measure of justice to Holocaust survivors and their heirs.”

Markus Ketola, Records Manager, ICHEIC

As stated in the final report ‘Lessons Learned; A report on Best Practices June 2007’

“ICHEIC’s humanitarian claims process was constructed around a number of IT solutions that made for a nimbler and more efficient process. For example, by scanning documents and providing an electronic interface for the teams in the UK and the US to review and determine eligibility of individual claims without having to wait for (or indeed incur the cost of) the copying and shipping of paper files, ICHEIC’s humanitarian claims process was able to review over 70,000 individual files and arrive at determinations on these cases in half the time it took companies to process the hard copy claims provided.”

The ICHEIC project was an enormous success. ICHEIC ceased accepting new claim forms/applications on March 31, 2004. As of December 2006, all timely filed claims received a final decision through the ICHEIC process. Quoting again from the final report:

“In the field of Holocaust claims processing, ICHEIC was, and is, an anomaly. A diverse group of individuals with divergent interests was able to agree upon a mission and designed a process to achieve that mission, namely the payment of previously uncompensated Holocaust era insurance policies at no cost to claimants. And, nearly nine years after its establishment, the ICHEIC anomaly has led to the distribution of awards on insurance policies to more than 48,000 survivors of the Holocaust and their heirs around the world. These awards total over $306 million.”

Claromentis are proud of our role in this significant humanitarian project.

---

NCCMH

As one of the largest organizations in the NICE ( National Institute of Clinical Excellence ) group, The National Collaboration Centre for Mental Health (NCCMH) needed an IT solution to allow many diverse groups to contribute to the significant guidelines they publish on all aspects of mental health.

They selected Claromentis Document Manager for this critical task, attracted by the ease of use of the system as almost all of the users were remote, often only contributing to one guideline in their area of expertise, and so could not be extensively trained on how to use the system.

Success in this project with the NCCMH lead to Claromentis becoming the application used to control the information layer through the content managed website at http://www.nccmh.org.uk/ using the Claromentis Content Management system application, which integrates seamlessly with Document Manager to provide an extended information layer maintained by a single web based portal.

The success of the project at NCCMH led to the Claromentis software being used by other areas of the NICE group – including the NCCPC, the NCCAC and xxxxxxx to provide the same ease of use in managing a critical version controlled document management software solutions across these areas.

---

Mott Macdonald

Mott MacDonald's US$1.5 billion business is a management, engineering and development consultancy spanning 120 countries with 14,000 staff working in all sectors from transport, energy, buildings, water and the environment to health and education, industry and communications.

Mott MacDonald use Claromentis to manage construction and Engineering projects. They use Document Manager with the advanced Java based searching, as they have substantial volumes of engineering data in large CAD files. Claromentis Extranet functionality allows their partners in complex projects to work on appropriate documents.