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Managing volumes of paper-based documents is undoubtedly the biggest challenge every business organization faces. It hampers the productivity of staff as people spend hours of unproductive time on storage, archival, sharing, and retrieval of paper. In order to look for a particular information, one needs to flip through the entire file, page after page.
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Retrieval
Ÿ Tedious and time-consuming process of searching documents
Managing volumes of paper-based documents is undoubtedly the biggest challenge every business organization faces. It hampers the productivity of staff as people spend hours of unproductive time on storage, archival, sharing, and retrieval of paper. In order to look for a particular information, one needs to flip through the entire file, page after page. Working in a paper-based environment also restricts access to information, hindering internal work processes and collaboration across the enterprise. Moreover, the operational costs associated with management, retrieval, transfer, and disposal of physical documents are huge.
Thus, you can understand how critical an efficient Enterprise Content Management System is for the success and productivity of your business. Moreover, there is a need to focus on the operational, financial and technical viability of the options available to you. To address this need, cloud must be an essential element of your organization's overall Enterprise Content Management (ECM) strategy, particularly so if you are a small or mid-sized business (SME), or a department of a large enterprise with the need to set up a separate document management system.
Cloud allows shared use of software, hardware, data center, and all necessary IT resources, presenting an opportunity for SMEs, and departments of large enterprises such as Human Resources (HR), Legal, etc., to efficiently manage storage, retrieval, and exchange of information, in a legally compliant manner. Further, it offers the flexibility to select a package and pay a monthly rental fee depending on the number of users and volume of documents.
Overview
Storage
Ÿ High costs associated with
archival, maintenance, and
back-up of physical
documents
Security
Ÿ Unauthorized access to confidential data
ŸRisk of information loss or damage due to natural disasters
Compliance
Ÿ Meeting stringent regulatory compliance requirements
Accessibility
Ÿ Ensuring anytime-anywhere information access to stakeholders
Enterprise Content Management on CloudSimple, Affordable, and Safe
OMNI DOCSTM
Challenges
With an increasingly distributed and mobile workforce, that needs anytime-anywhere access to your business
information, it has become necessary for organizations – large or small – to look at ways to manage business
content efficiently. Cloud represents an opportunity for businesses to share and collaborate on documents, and
access critical information from anywhere, anytime, and any device, such as a mobile phone or tablet, without
making huge initial investments on hardware and licenses associated with on-premise installations. All expenses for
storage, management, maintenance, and support are included in the monthly rental fee.
Why Cloud is an Operationally, Financially and Technically Viable Model for
Enterprise Content Management?
On-premise Solutions Cloud-based Solutions
Long implementation cycles
Dependence on IT resources
Huge upfront investments on hardware and
software license
Recurring costs associated with maintenance,back-up, and troubleshooting
Expensive upgrades
Rapid Time-to-value
No IT involvement
No upfront investments
Pay-per-use (includes storage, software,backup, and support)
Real-time upgrades at no extra costs
TM'OmniDocs on Cloud' provides a new, cost-effective alternative to traditional enterprise content management solutions that gives you complete access to Newgen's proven ECM capabilities, on a pay-per-use basis, while ensuring privacy and security of intellectual property. The solution offers enterprise-class integration facilities with external business systems, and robust file sharing capabilities. Hosted on Amazon Web Services' public cloud infrastructure, OmniDocs on Cloud offers infinitely scalable online storage capacity, to suffice the growing number of users, utilizing the solution. Further, Newgen backs-up your data in multiple data centers to provide anytime-anywhere data access.
Below are some use cases showcasing how organizations spanning different industries can benefit from 'OmniDocs on Cloud'.
Key Features
Ÿ Unified repository for all documents and folders across the organization, including electronic files, physical documents, word processing documents, PDF files, graphic images, audio files, videos, and emails
Ÿ Capture documents from multiple channels, such as email, fax, mobile, scanner, etc.
Ÿ Comprehensive Document Scanning, Indexing, and Storage
Ÿ Maker-Checker features for dual authorization in user/group operations
Ÿ Comprehensive reports for monitoring
Ÿ Comprehensive and easy-to-set access rights control with inheritance
Ÿ Specific rights at document level for sharing
Ÿ File processing workflow
Ÿ Full text and strong index-based search
Ÿ Document Check-in, Check-out & Version Control
Ÿ Extensive audit reports and audit trails
Ÿ HTTPS support for security
Solution Benefits
Ÿ Scalability: Quick and easy ramp-up to match business growth
Ÿ Ready-to-use document management system; no installation and no maintenance required
Ÿ Reliability & High Availability: 99% uptime guarantee; Redundancies for server, network, and storage
Ÿ Allows organizations to shift focus to critical business activities, eliminating non-productive tasks associated with archival and retrieval of documents
Ÿ Move from CAPEX and fixed-cost infrastructure to a new paradigm, based on transactional, “pay as you go” model
Ÿ Security: Extremely secure computing environment with VPN and HTTPS
TMOmniDocs on Cloud
Enabling educational institutions to reduce reliance on paper-based information
Academic and research institutions need to store and publish institutional content, and collaborate on research projects, while controlling administrative costs. Institutes also need to maintain student and employee records, communication documents, accounting records, and other intellectual property.
TMOmniDocs on Cloud is an affordable option that allows institutes to store and publish content on cloud, which can be accessed by students and faculty using any internet connection, on- or off-campus. Further, it allows users to securely and easily collaborate with internal/external research or academic partners. It also helps improve efficiency of the administrative staff by eliminating the need for manual data entry.
Case 2 - Educational Institutions
Case 4 - Real Estate Organizations
Enabling Life Sciences Organizations to Meet Compliances and Accelerate Time-to-Market
The life sciences industry is highly regulated and governed by stringent regulatory requirements. Life sciences organizations need to securely manage a
Helping Law Firms/Legal Departments to Efficiently Manage Vital Records
Law firms/legal departments of large enterprises need to manage myriad types of documents, email and other records, including pleadings, contracts, leases, etc. Legal professionals might need to collaborate on documents, from different locations. In such a situation a secure and scalable document repository, which can be accessed remotely, via internet, using mobile devices becomes imperative.
TMBy opting for OmniDocs on Cloud law firms/legal departments can reap the benefits of an enterprise-class document management system without investing in costly hardware/software licenses. The solution facilitates capturing, storage, retrieval, and tracking of electronic documents, videos, pictures, audio files, etc., helping improve the consistency and organization of their vital records.
Case 3 – Life Sciences Organizations
Case 5 – Law Firms/Legal Departments
Addressing the Document Management Requirements of Specific Departments
Each department is fraught with the challenge of managing enormous volumes of departmental records. HR department needs to maintain resumes, reference letters, job applications, employee records, contract documents, annual reviews, etc. Finance department needs a document management system for managing contracts, invoices, purchase orders, etc. Quality and Compliance department needs to maintain documents for internal and external audits. Moreover, a department might receive inquiries through different channels such as web-forms, e-mails, or physical applications. Managing and maintaining a database of all such applications/inquiries is tedious and document-intensive.
TM'OmniDocs on Cloud' enables departments of large enterprises to efficiently organize documents and records allowing users to retrieve relevant information, as and when needed. Further, the solution enables efficient routing of documents for faster reviews and approvals, document tracking, and automatic due-date notifications, resulting in improved business performance.
Case 1 – Departmental Usage wide range of clinical, R&D, and regulatory documents. Any delay in bringing a product to the market, might translate into huge losses in terms of revenue.
TMOmniDocs on Cloud' provides a financially viable solution to life sciences organizations such as pharmaceutical companies, medical equipment manufacturers, etc., for end-to-end management of their critical documents. Its extensive search and document tracking capabilities allow R&D professionals to focus on research activities, rather than wasting time in storing and retrieving documents.
Providing Real Estate Agents with Anytime-Anywhere Access to Relevant Information
Real estate companies deal with huge volumes of paper-based documents in their day-to-day transactions. Agents spend most of their time on the field, and documents such as credit reports, mortgage forms, title information, contracts, blueprints, site plans, etc., should be readily available to them.
The imaging and document management capabilities TMof 'OmniDocs on Cloud' allow real estate companies
to capture and store documents digitally, enabling agents to easily and quickly access these documents while on the field. This results in faster sales transactions and revenues, while avoiding investment in expensive hardware and software licenses. Moreover, storing documents electronically on cloud eliminates loss of documents due to potential disasters such as fire or flood.
TM'OmniDocs on Cloud' is relevant to any industry/organization/department that deals with huge
volumes of documents and content. Below are some use cases showcasing how organizations TMspanning different industries can benefit from 'OmniDocs on Cloud'.
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