What is Castleton EDRM?

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1 EDRM Datasheet

2 About us Castleton is the only truly integrated IT housing solutions provider in the industry. We deliver an unrivalled portfolio of market leading, cutting edge software and infrastructure solutions. We work closely in collaboration with partners and customers, to create and deliver best of breed solutions. That is why we are uniquely positioned to offer hosted infrastructure and software solutions to enable business transformationhelping to align your people, process and technology initiatives more closely with your business strategy and vision. Our solutions simplify your IT and application landscapes to increase efficiency, reduce costs, enable workforce mobility and allow you to digitally engage with your customers.

3 What is Castleton EDRM? Electronic Document & Records Management - Software that stores physical and electronic documents and makes them available to users through various applications at the touch of a button.

4 The Benefits of Castleton EDRM Efficiently store and retrieve all files All documents stored in a central digital location on premise or in the cloud - accessed from any of your business locations at the click of a button. No returning to the office required our EDRM is available on mobile devices too. Over 120 Social housing clients across the UK End to End solution Castleton will collect, prepare, scan and index all your paper files. All documents are securely transported and processed, then destroyed according to your instructions following sign-off. Digital documents are then fully under your control until deleted. 1,500,000 Documents prepared, scanned and stored by our bureau each year Compliance with Data Protection standards Rigorous security of physical documents coupled with your own retention policies for different document types within EDRM ensure all documents can be retained or disposed of in accordance with Data Protection requirements Common file types viewable within the system

5 How it all Works Mail Arrives Scanned & Indexed Your Organisation EDRM Web Services Autofiler Microsoft Office 2010 & 2013 On The Patch

6 Castleton EDRM Castleton EDRM is a feature-rich document management application underpinned by a robust API, which also provides full integration capability with all your backoffice systems. Developed in conjunction with Social Housing Providers, Castleton EDRM specialises in easily hooking up to your business applications to perform automated storing of documents generated from your systems and simple viewing of all documents for a tenancy, property, employee, etc. All departments of your organisation can utilise Castleton EDRM, including your Finance team. Employing the Workflow system, Castleton can deploy full Purchase2Pay and Expenses processes. Your suppliers invoices can even be stored automatically in the EDRM with key values extracted to the P2P work item using Intelligent Character Recognition (ICR). When invoices are received by , this process can be configured to require no manual intervention at all. A simpler barcode reading system provides an alternative route to automatically indexing your documents. As standard, files can be stored from within Microsoft Office applications or from Windows Explorer. All file types can be stored within the document management system and over 400 different types are viewable directly in the application, including audio video and CAD files. Image file types and PDF documents can have redactions, highlights or sticky notes applied to them. These are retained when a file is exported, printed or ed, either as a link or as an attachment, thereby maintaining the integrity of documents outside the application. Of course, Castleton EDRM includes a full audit history and controls access to documents and functionality via your Active Directory groups and roles. Having grown up in the Social Housing sector, Castleton EDRM has features our customers find particularly useful, such as the capability to compile a PDF of multiple documents for presentation to external parties. This portfolio can include both the full document audit and any annotations. Naturally, EDRM aids compliance with Data Protection regulations by applying customised retention policies upon document storage and by allowing changes to the applied policy when circumstances change. For our Housing customers, these include tenancies terminating and housing applications being declined. EDRM can automatically present the links between, for example, tenants, their properties and their housing applications for easy access to all associated documents.

7 Castleton EDRM File Types With over 400 built-in file viewers the system provides instant access to view all of your documents such as Scanned images, Microsoft Office, PDF files in addition to providing the ability to store and play Audio & Video files. Integration This clever EDRM system can be fully integrated with any back-office system such as Housing, Finance, Asset Management, Repairs and HR. Integration to MS Office allows non-system generated documents to be stored directly within the system without the need to save a copy on a shared drive. This ensures that all in-bound and out-bound documents are managed thus providing a complete audit trail of all information. Mobile Workforce Our EDRM supports agile working allowing field-based staff such as Housing Officers, Estate Managers and Wardens to and capture information on tablets and smart phones whilst in the field. Organisation Wide Resource EDRM can be rolled out across the whole organisation. The system provides an intelligent and powerful indexing and document categorisation that caters for the individual requirements of each department and will help your organisation comply with Data Protection. Security We ensure that all of your sensitive or confidential information is secure and offer complete integration with Windows Active Directory Security which allows the creation of roles which are linked to users and/or departments. Intelligent Indexing Our Optical Character Recgonition (OCR) technology enables you to search content within a document. EDRM s intelligent indexing uses information that is stored within your main systems to provide a comprehensive indexing system that will allow information to be accessed using a variety of fields. Access to information is available at the click of a button meaning that people no longer need to search through paper files or shared drives to find information. Documents can be cross-referenced between person and property and linked between repositories and include a unique range of Social Housing document management tools to automate the management of information. System generated documents are captured automatically by using pre-defined rules that allow them to be stored in the appropriate document repository. All of the indexing information is automatically attached without any manual intervention.

8 Complimentary EDRM Services Document Scanning Mailroom Scanning We can collect and transform all of your paper and turn it into high quality digital documents that can be accessed at the click of a button. We manage the whole process from the point of document collection to the delivery of the scanned data meaning that your teams can focus on managing current information. We work with the individual areas of your organisation to agree the conversion and indexing process using the information stored within your main systems and agree collection and delivery schedules to meet your project delivery timescales. Our secure Bureau scanning facility uses the very latest equipment to guarantee the very highest quality. The end to end process is fully audited and we provide standard reports to confirm which documents have been converted. Our Bureau benefits from CCTV, Controlled Access, Monitored Alarm and all staff undergo background checks. We have a policy of not employing temporary staff. Our services includes Transportation crates, Document collection, Storage, Document preparation, Scanning, Indexing, Secure delivery of data and Quality Assurance on every image. Castleton s mailroom scanning solution will allow your organisation to capture all inbound mail in a central location and deliver to your teams electronically. Incoming mail is scanned at a central point and can be categorised manually or automatically sorted using Castleton s intelligent scanning system. Once sorted the mail is delivered to the teams or individuals with an notification to tell them they have new mail. The recipient has the option to accept the mail or return it to the post room if it has been sent in error. If the user accepts the item it can then be stored in Castleton s document management system and notifications can be sent to others that new mail has arrived. The system holds a complete audit trail to ensure that nothing goes astray and has built in reminders if people forget to pick up their post and has an out of office facility so you can re-route items whilst people are unavailable.

9 Digital Transformation Realise your digital transformation strategy with the comprehensive options offered by the Castleton suite of products: Integrate all of your business systems to provide online and mobile app based access for your customers to property and tenancy information, customisable data collection forms and full repair information including real-time appointment booking Expose the data that drives your day-to-day business to any 3rd party system using a comprehensive set of web services Communicate with your customers using a variety of methods including SMS, and social media channels Implement self-service technology with a customisable look-and-feel Provide online access for your suppliers and clients Empower your staff to work remotely when required with full mobile access to relevant data and documentation, even when no signal is available

10 Castleton Managed Services Castleton can fulfil all your managed services requirements. Our broad range of IT Infrastructure solutions will support your organisation s business objectives, whether you are expected to drive efficiencies, manage legacy architectures or equip your customers and staff with the latest social, mobile and cloud technologies. Our team of dedicated and accredited systems architects, infrastructure support and software professionals will provide the insight, resource and capabilities required to deliver dynamic, bespoke, flexible, secure and supported infrastructure solutions designed for today s interconnected world. With CMS cloud solutions, organisations can embrace mobile working, enabling staff to work from anywhere at any time on any device, all securely hosted in our Tier 3 ISO accredited data-centres. Our enterpriseclass solutions deliver secure, resilient IT infrastructures to our customers, ensuring they achieve the best performance and uptime from their IT, without the need for huge capital investment. Backed by an extended hours service desk, our managed service and hosted customers receive first-class support from our team of accredited IT specialists, who ensure that our customers achieve an always can be secure in the knowledge that customer care is at the centre of everything we do. With flexible monthly pricing and end to end managed IT solutions, Castleton Managed Services helps to bridge the gap between your IT department, and the increasing demands for rapid, stable and highperformance business technology.

11 BOOK A DEMO Click here to book a demo of EDRM info@castletonplc.com Follow Us