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 users can choose to monitor any folders or individual files - and be notified automatically 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 within the document software based on Extranet, Group, Role or Individual access but they also have appropriate security clearance.

In addition, Claromentis Document Management 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 Views

Within the document software what users see as column data in the list view of documents is completely customizable and can be saved for each user as a default view. In this way each user will see in document lists the information that is important for them.

Document Commenting

Users can comment on a document, these comments are maintained for each document version and are visible on the document properties page of all documents.