NashuaDocs
NashuaDocs works for you: Reduce costs Reduce the time & labor to process and archive documents Minimise shipping costs Enhance productivity Reduce document cycle times Improve accuracy Ensure compliance Create audit trails of document handling activities Authenticate at device panel for added security Reduce document loss Improve customer service Minimise time spent on user training Centrally manage all document workflows Mobile friendly solution NashuaDocs Security and Control Document Management Records Management NashuaDocs - is an online enterprise document management and office automation platform which enables any organisation to gain control over its documents, with particular focus on fast content retrieval and allows business process automation thereby enabling your organisation to go paperless. Information is the key currency of business and government. In today s world, documents and records are predominantly in electronic form and need to be controlled from creation to disposition this is called the document and record lifecycle. NashuaDocs manages the document lifecycle from the time documents are first created throughout the workflow and revision stages of their active life. When documents are no longer active they can be automatically or manually moved into electronic archiving (records). When these archived document are no longer needed, with the right approval, NashuaDocs facilitates secure disposal. Workflow and Collaboration Web-based Management Paper-based and electronic information in the workplace is growing at an uncontrollable speed. Keeping that information secure, and when necessary in regulatory compliance, is very challenging. The NashuaDocs paperless office is secure, compliant ready, reduces cost, and builds process efficiencies. 1
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Features for every stage of the document & record lifecycle Create and Capture Features for the addition and classification of content into NashuaDocs Drag and Drop - Documents from network drives or desktop applications, such as word or email, can be quickly added to the library using drag and drop. Mass File Additions - Mass importation of documents from other document management systems or structured data is made easy using the NashuaDocs xls importation tool that automatically creates named folders. Streamlined Document Classification - Metadata is added from a centrally controlled document schema making them easier to retrieve in the future. Document and Record Support - Manages all lifecycle stages for electronic documents and electronic records including rules and reports for archiving and disposition dates. Disposition reports can be generated as required. Physical Document Tracking - Add metadata to track the location of hard copy paper documents that are outside of the NashuaDocs system (on desks, in file storage rooms or at remote offices). Add barcodes on physical files, with all file storage details and help easy retrieval of physical files. Manage and organise Features for the collaboration, revision and approval of documents Version Control - Provides check-in/check-out ability preventing documents from being overwritten or deleted as documents are updated. Previous versions of the file are maintained by the system in the event that rollback is required. Complete version control with all audit trail of document and with enhance document compare features that will allow user to compare deferent versions. Supporting Documents - Document-to-document linking to upload supported document nested inside the main file that will allow user to retrieve all file on one click. Subscriptions and Alerts - Subscribe to be notified of edits to documents or changes to folders. Users are alerted of changes via email or their private notifications list. Also get notified if any document is deleted or marked for deletion. Contract Management - Contract can be managed with the help notification type of metadata that will remind user via email on defined timeline for renewal and sends custom message on expire. Advanced and Saved Search - Smart folders are searches that users save. When opened the search is run providing users with a live update to the content of the library no matter where the documents are located. This will allow user to create search criteria and save this for further use. And the save search will help in once click retrieval of documents. Virtual Folders - Allows users to aggregate links to documents located in various areas of the library no matter where they reside. This will show the list of favorite documents and folder. Document Viewers - A powerful document viewer component that allows you to display over 50 document formats in your.net applications. The viewer can both rasterise documents and convert them to SVG+HTML+CSS, delivering true-text high-fidelity rendering. 3
Supported file formats include: Microsoft Office, Visio, Project, and Outlook documents, PDFs, AutoCAD, image files (TIFF, JPG, BMP, GIF, TIFF, etc.) and more. Auto Numbering - Apply version control numbers or Document Control numbers to documents in NashuaDocs. These control numbers give administrators ultimate control. The numbering system can be displayed and printed on the document. Manage and organise Features for the distribution and quick access to documents. Advanced Search - Search results are driven by the words in the document as well as the metadata associated with the document. The NashuaDocs has the ability to extract and search the content from all of your favorite file types including PDF, Microsoft Office, Zip and many more. Web Browser Access - Users can easily access the NashuaDocs library using a HTML5 and Silverlight compatible web browser. Document Sharing and Email - Send links to documents directly to team members, partners, suppliers or customers. File security is maintained as only authorised users are able to retrieve the file using the link. This will also allow to send file as attachment with password protected and water marking. Distribute Via Third Party Applications - The web services architecture and API allows for easy integration and distribution of documents with third party portal / ERP / CRM applications. NashuaDocs have secure services that will allow to integrate with any third-party application. My NashuaDocs Personalised Dashboard - acts as a launch pad to a user s bookmarked list of documents, document change alerts, reminders, checked out documents, recently added or accessed and documents requiring approval. This allows user to manage and create personalised dashboard. Deletion and dispose Features that facilitate the storage retention and disposal of documents. Document Usage Logging - Tracks how and when documents are accessed by system users. Provides a permanent record (essential for regulatory compliance) of who has read, updated the document, updated metadata, transferred or deleted documents from the library. Disposal Settings - Documents can be automatically deleted by the system based on disposition rules. Documents accidentally deleted by users can be quickly recovered. Auto Tagging - Create Auto Tagging folders that automatically add metadata to the documents as they are entered into the folder. Sometimes this is called matter-centric filing. Document Deletion This allows user to delete document eventually and have provision to restore documents unlike the recycle bin. 4
Administration and support Hassle-free deployment, maintenance and support, NashuaDocs is designed to integrate into your Microsoft Office ensuring you are able to fully leverage your existing technology investment. Auto Deployment and Upgrades - All client side NashuaDocs utilities are deployed using install technology providing automatic delivery of upgrades with minimal impact to the user s computer. Records Management - Records may only be deleted from the library in accordance with their retention/disposition schedules or by a designated corporate records manager. Users may retrieve copies of records but not the original records themselves. Changed versions of records added to the library will be designated as new records. Document metadata Features for the centralised control of the metadata Controlled Vocabulary Management - For creation of a controlled metadata structure ensuring documents are classified in a way that is in-line with the company s business tasks and processes with unique metadata schemas for each type of document. Guaranteed Metadata Capture - Ensures the mandatory amount of metadata is captured for each document or record. As new documents are added the user is prompted to classify the file using required metadata fields. Document Naming Standards - Allows for the quick creation and adherence to corporate document naming standards. As documents are added to the library they are automatically renamed according to the naming policies set. Flexible Roles Based Security - NashuaDocs ships with five pre-defined roles: Read-only users, Publishers, Publisher plus Delete users, Library Administrators and System Administrators. Fast Setup and Configuration - NashuaDocs is designed to be installed and configured in less than a day. NashuaDocs fixed fee installation fee ensures control of implementations costs. Simple licensing Upgrades - NashuaDocs encourages users to start small and add features and users as needed. A NashuaDocs license can be updated in minutes via email or patch. Document process automation Features which automates document processing process. This solution eliminates repetitive tasks that often involve time-consuming bottlenecks and paper shuffling. User automates each step in his/her organisation s business processes. As documents and files enter a workflow, they are securely routed to the right people at the right time. Powerful reporting capabilities allows to monitor and track a document s progress and anticipate any performance issues before they occur. And the departments are free to handle more productive tasks. E-Forms E-Forms can be created with an easy-to-use interface. The E-Form supports multiple input criteria to keep the forms versatile in nature. 5
Workflows - Workflows can be designed by any user on NashuaDocs online workflow designer. All the workflow controls can be easily accessed using drag and drop functionality. Multiple controls are available as Basic Task, Decision Task, etc. For documents needing to pass through reviewers and approvers before they are ready for general distribution. Provides instant reports on the status of and documents in the review process. If there is any application/process involving forms for processing, it can be achieved by including the E-Form into the workflow. The major features include easy graphical workflow configuration, tracking of workflow items as they move through the system, automatic notifications, secure collaboration as documents are routed from one user to another, etc. 6
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Microsoft Office access using plug-in Email can be stored in NashuaDocs by a simple drag and drop activity that moves documents from Outlook into the appropriate folders. This provides a simple but powerful way to associate email with relevant folders of information. Also, this will allow to create, edit and retrieve all files of MS Word, MS Excel and MS Power Point, and give freedom to edit and create documents offline and auto sync system when connected on the network. Hot Folder The Hot Folder is a desktop/server processing system in your network to your NashuaDocs DMS.The Hot Folder feature allows you to automatically move or copy documents into your NashuaDocs repository from predefined windows folders at regular intervals. NashuaDocs Hot Folders can be installed on any operating system and synchronises the centralised document repository with the updates that occurs in the local folders. Once imported, the documents can be searched, versioned and shared among all NashuaDocs users. 8
Mobile application NashuaDocs extends its feature using its mobile application. It is available on two platforms (Android & ios). Limited features are available which includes file uploading, file viewing (online & offline viewer), file/folder management, sharing, etc. An additional feature includes quick upload from mobile device camera and cloud. NashuaDocs Mobile enables you to view all the content stored in your NashuaDocs account. 24/7 sync between mobile and web interface is available. Offline Access - The documents can be accessible even when the device is in offline mode. Users can make changes to the documents and upload them to the NashuaDocs cloud server later. Data syncing makes it easy to edit, annotate and then update the file in both the database and the user device. 9
Add-On features Features which enhances NashuaDocs and showcases maximum usability Active Directory Server Synchronisation - NashuaDocs users or groups from objects in Active Directory or LDAP directory servers. Both users and groups can then be assigned to functional roles within the NashuaDocs application. OCR Scanning - NashuaDocs provides the option to scan documents and perform OCR on it. It comes in two variants as Full Document OCR and Zonal OCR. Any document that is scanned and non-readable to machine can be converted to machine readable format using the OCR feature. Bar Code Scanning - NashuaDocs provides an option to read barcodes available in the scanned document. Information based on the barcode can be saved as a metadata to that document. NashuaDocs can scan 1-D and 2-D Barcodes. OPT and IP based authentication - Have capabilities to configure log in restriction via IP/macid validation and OPT based authentication for more secure authentication. SMS Services - SMS services can be configured for sending notification messages of various activity like workflow process. 10
For more information please visit www.nashua.co.za solutions@nashua.co.za /NashuaLTD @NashuaLTD 11