4
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 Ÿ Risk 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 Cloud Simple, Affordable, and Safe O MNID OCS TM Challenges

Enterprise Content Management on Cloud

Embed Size (px)

DESCRIPTION

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.

Citation preview

Page 1: Enterprise Content Management on Cloud

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

Page 2: Enterprise Content Management on Cloud

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

Page 3: Enterprise Content Management 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'.

Page 4: Enterprise Content Management on Cloud

Copyright © 2013 Newgen Software Technologies Limited. All rights reserved.

SOLUTIONS FOR BUSINESS PROCESS & CONTENT MANAGEMENT

India

A-6, Satsang Vihar Marg,

Qutab Institutional Area,

New Delhi - 110 067 INDIA

Tel: +91-11-4077 0100,

+91-11-2696 3571, 2696 4733

Fax: +91-11-2685 6936

Email: [email protected]

For Sales Query: +91 11 40773769

Newgen Software Technologies Ltd.

OFFICES

Europe, Middle East & Africas

Newgen Software Technologies Ltd.

Off No: 314, Building No: 3

P O Box. 500297,

Dubai Internet City, Dubai, UAE

Tel: +971 44541365

Fax: +971 44541364

Email: [email protected]

For Sales Query: +44 (0) 2036 514805

+973-1-619-8002

Americas

Newgen Software Inc.

1364 Beverly Road, Suite 300

McLean, VA 22101

Tel: +1-703-749-2855

Tel: +1-703-439-0703

Email: [email protected]

For Sales Query: +1 (202) 800 7783

Asia Pacific

Newgen Software Pte Ltd.

146 Robinson Road #03-00

Singapore 068909

Tel: +65 6221 8432

Fax: +65 6221 6923

Email: [email protected]

For Sales Query: +65 3157 6189

ABOUT NEWGEN

• Leading Global Provider of Business Process Management (BPM), Enterprise Content Management (ECM) & Customer Communication Management (CCM)

• 1000+ installations across 50 countries

• Solutions for Banking, Insurance, Healthcare, BPO/SSCs, Telecom and Government

• Credited with some of the world's largest implementations

• Innovative culture, consistent R&D investments, 40 patents

• Employee strength 1100+

• Certified for ISO 9001:2008, ISO 27001:2005 and CMMI Level3

Value for Money

2011 BPM Decision Matrix

2010 BPMS & 2012 ECM MQ

Reports

®

Proven for Large Volumes

Good Conditionand Low Risk

Comprehensive Case Management

2012 ECM vendor

evaluation Report

Emerging market’stop 100 software

vendors

2013 Global Software Leaders

Report

Flexible andCost Effective

2011, DOCCM Wave Report

ANALYST RECOGNITIONS

SOME OF OUR PRESTIGIOUS CUSTOMERS

Saved 1,45,77,660 pine trees and 2,88,176 acres of pine forest land from

destruction, owing to world's largest ECM

implementation*

* Calculation based on research report from Coopers & Lybrand (now PricewaterhouseCoopers) and publically available data

2012 Impact Report