When the business grows, big and critical challenges arose and one of the major challenges is the management of documents. The common dilemmas are.
Storage :Where will we keep our documents? How much can we spend to store them?
Retrieval: How can people find needed documents? How much time can be spent looking for them?
Filing : How can people find needed documents? How much time can be spent looking for them?
Security: How do we protect against the loss, tampering or destruction of documents? How do we keep sensitive information hidden?
Archival: How do we ensure the readability of documents in the future? How can we protect our documents against fires, floods or natural disasters?
Retention: How do we decide what documents to retain? How long should they be kept? How do we remove them afterwards?
Distribution: How do we get documents into the hands of people who need them? How much can we spend to distribute the documents?
Work flow: If documents need to pass from one person to another, what are the rules for how their work should flow?
Creation: If more than one person is involved in creating a document, how will the people collaborate? In order to provide the most efficient and cost effective answers to these questions, a comprehensive and well-orchestrated document management system is essential to reliably track/store electronic documents and images of paper documents. These systems control documents from their creation through to long-term archiving.
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Organized User Management: Managed user groups at repository level. View & Download: Files assigns download permission to the user. The user is not able to check out the document, nor is able to make changes to it.
Integrated Work flow Management: Rule driven work flow process facilitates submission, review and approval processes of documents and ensures that all the necessary steps are followed in the correct sequence.
Require Signature before check-in assigns full and unrestricted permissions on the document except that the users have to physically sign the document before checking it in after making changes. Here, the users provide their signature on a PDA using a stylus, before checking in the document. The signature provides for a very secure way of authenticating various versions of a document.
Group together similar documents together in a cluster.
View File Listing assigns minimum permissions to the user, in that he is only able to see that the document as available in the list of various documents.
Document Audit Trail: Comprehensive audit trail displays that viewed, or modified a document and the modification comments associated with each version
Easy-to-use Interface: The powerful yet easy-to-use and intuitive graphical user interface coupled with comprehensive user guides ensure minimal training for using this.
Document Meta data Management: ensures that each document has its associated meta data that can be used to give documents and folders business sense; document business classifications and encapsulate business related information.
Comprehensive and fast "Search" Mechanism: Comprehensive "Search" mechanism to search for documents, document meta data and knowledge base.
Versatility & Scalability: Any type of file format can be uploaded to the system and it has been designed from the ground up to be as fast as possible, no matter how many files you have.
User Based Document Security: Document access based on privileges granted to users by document author Highlight areas of your documents for later reference and Jot down important notes over the documents themselves.
Built in Version Control System: A built-in version management system automatically manages the incremental versions of documents as they are updated MS Outlook integration: The MS Outlook can be integrated with the grove insight. Email Integration: Email can be incorporated with Grove insight.