eXensys Document Management System
eXensys Document Management System (DMS) is a comprehensive and Web based system built on Microsoft .Net technology. eXensys DMS enables you to track, monitor and manage documents from anywhere & anytime. eXensys DMS streamlines and automates all your document management process right from easy creation, storage, retrieval to tracking of changes and retirement.
eXensys DMS along with eXensys Workflow helps to automate business processes that are not well documented and executed in an ad hoc manner. Organizations now can benefit from reduced operational costs and improved productivity by regularizing the exchange of critical business documents between different inter and intra organizational elements.
Why eXensys DMS?
eXensys enterprise-framework facilitates definition of the organizational structure, business rules and policies, repository servers and employees. Multiple repositories can be defined in a single repository server and create different folder structures in each repository.
eXensys DMS automates a complete document life cycle that encompasses creation, storage, retrieval and retirement. This application facilitates automatic versioning with every check-in and check-out of documents. The user can view the entire document history, retrieve older versions of the document and compare two versions of a single document through a single interface.
eXensys DMS facilitates tracking of changes on published documents through engineering / electronic change requests. The product supports advanced search facility based on criteria such as metadata and content, and supports both permanent destruction and archival of unused documents.
eXensys DMS is integrated with eXensys Workflow to handle request-approval process of documents. eXensys Workflow makes policy definition easy with drag-and-drop features and allows request features -- request on hold, request cancellation, recall with user friendly GUIs. Workflow's dashboards provide quick access to requests and responses and thereby facilitate timely decisions and reduce response time.
eXensys Workflow enables definition of sequential, parallel and hybrid workflows based on role, user or responsibility in an enterprise. eXensys Workflow enables definition of ad-hoc workflow policies and configures different parameters of workflow policies such as escalation, parking, contributor, delegation and conditional support besides scheduling for quick completion of request and approval. eXensys Workflow is Workflow Management Coalition (WfMC) compliant and helps you to customize business processes on the fly. eXensys Workflow facilitates definition of success / failure criteria, resolving factors at each level and integrating with e-Mail and SMS for system generated alerts and messages.
eXensys DMS thus helps in reducing cost on paper & stationery and minimizes the risk of delays in request approval process with an inbuilt robust workflow.
Salient Features of eXensys DMS
Handles the complete Document Life Cycle, right from creation, storage, retrieval to retirement
E-mail interface for attaching documents and sharing with external parties
A user-friendly interface for assigning tasks to users & tracking their status
Smart responder interface for alerts, messages & reminders
Workflow interface for approval and publication of documents
Document confidentiality
Content-based search for documents
Notifications to the users for special events
Automatic versioning & audit trails
Advanced search based on different criteria
Scan facility for files & OCR (Optical Character Recognition) enabled
Folder management
Repository management
Anytime, anywhere, accessibility
Safe archiving of “obsolete” or “inactive” paperwork and other records
Easy to implement and learn with helpful tips at every stage
Benefits
Paperless office
Reliable & cost-effective storage of documents for long periods
Quick & timely retrieval of documents with Advanced Search
Huge costs reduction on paper & stationery
Single repository of all files
Audit-trails of document
Seamless integration with other enterprise solutions
Controlled distribution and sharing of documents
Optimal bandwidth utilization and load balancing
Backup for disaster management & recovery
High-end security of confidential information
Version control & history maintenance” ensures protection of original data
Comprehensive metadata management coupled with content based search ensures faster
document search
Plugged-in workflow component capable of handling sequential, parallel and conditional
workflow scenarios
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