SOFTWARE PRESENTATION ODMS (OPEN SOURCE DOCUMENT MANAGEMENT SYSTEM)

1. SOFTWARE PRESENTATIONODMS(OPEN SOURCE DOCUMENT MANAGEMENT SYSTEM) Please take a few moments to review the following slides. You will see a browser based application that represents the best value in document processing and document management for intranet and extranet deployment. Features include: Unlimited Users Unlimited Folders/ SubFolders Unlimited Web Groups Access Auditing, Check In/Out, Version Control, Document Workflow, Retention Management, Mass Import, Mass Capture, Task Management, Calendaring, 1 or 10X Upload, Folder Search, Index Search, Full Content Search, External Database Search. optional AUTOMATED CAPTURE module-OCR, Bar codes, OMR, Form Recognition. Depress the “space bar” or single “mouse click” to advance to the next slide. Thank you for your interest.

2. INTRODUCTION This web based application has robust functions, but is VERY easy to use. The installation literally takes minutes. It is installed on the popular “xampp” platform which includes “free” Apache and MySQL (as well as other free web based products). Web groups (projects) are used to define document types, permissions, categories, departments, projects, sections, etc. An unlimited number of web groups may be created. Each web group may be configured to add or remove functionality for that web group. An unlimited number of folders and subfolders may be created within a web group. Permissions may be granted by an unlimited number of user groups or individual users to the folder/subfolder level. The powerful, stable MySQL database engine provides the speed and reliability required to maintain a large Repository of files. Virtually any file type may be used. Customers requiring AUTOMATION to publish to the Repository may purchase the optional low cost, full featured CAPTURE plus software.

3. LOGIN A user login allows an administrator to establish security levels, access rights and user privileges.

4. MY DESKTOP MYDESKTOP- Unique for each web group. User configurable. Functions include: Document Workflow, Task Management, Calendaring, Newest Library Files, Bulletin Board.

5. Document Workflow • A workflow can be associated manually to any file. Email notifications may be sent to “assigned by” and/or “assigned to”. A workflow database manages all data associated with the workflow as the business process is completed. Database searches and a Gantt chart of pending workflows is available. • Workflows can be automatically triggered by configuring a workflow associated with a folder.

6. TASK MANAGEMENT A user may enter a non-document related TASK (with related data) so that all members of the web group (project) can VIEW the status of assigned tasks. A Gantt chart will be displayed.

7. SCHEDULING A user can schedule an EVENT into the calendar so that all members of the web group (project) can view all the scheduled events.

8. NEWEST LIBRARY FILES All authorized members of the web group (project) can VIEW from My Desktop the latest files that have been added to the site.

9. BULLETIN BOARD Announcements can be entered that can seen by all authorized users of that web group (project).

10. UNLIMITED WEB GROUPS The root administrator can create an unlimited number of web groups (projects). Each web group (project) can be customized and a unique security protocol can be applied.

11. Retention Management • Each Web Group may be configured to have a “fixed” document deletion date (purge function) or a “floating” deletion date based upon the number of days from uploading. • Files are archived to a user defined Windows path.

12. LIBRARY The Library is the file storage area. Each web group (project) has a unique Library. An unlimited number of folders and subfolders can be created to assist in the organization of files.

13. FOLDER OPTIONS Each folder, within the Library, has options that may be applied. They include upload 1 file, 10 files or mass upload, create a new sub folder, change/rename the permissions of the folder, delete the folder, move folder to another location, transfer folder to another web group, perform Mass Import/Capture and create a Workflow.

14. DRAG and DROP It is easy to move files from one folder to another (if the user has permission). The shift and ctrl key are active for selecting file (s). In the example below, the files were selected (highlighted) with the ctrl key. Selected files can be dragged with the mouse to the NEW FOLDER. Advance to the next slide to see the result.

15. DRAG and DROP part two The files are now in the NEW FOLDER. The audit trail records the history of the movement by file.

16. FILE OPTIONS Each file, within the Library, has options that may be applied (if the user has permission). They include download (open or save), edit index properties, delete, append new pdf pages, checkout/in, replace with new version, send email alerts, view access log, view version history, add notes, send email, add workflow .

17. ACCESS HISTORY Each file maintains an audit trail of access by users. The log shows when and who accessed the file.

18. VERSION HISTORY Each file maintains a history of movement and revision showing who, what and when.

19. ADD Notes to a file • Notes may be attached to any file within the REPOSITORY. The words within the NOTE may be searched using Index search to find the file.

20. Append PDF • A file option is Append PDF. Select Append PDF to append new pages to a PDF file stored in the Repository. Browse to the PDF file containing the new pages.

21. Mass Capture (before) • The screenshot below shows DMSweb before running the Mass Capture script. The script can be performed manually or based upon Windows Scheduler. • The script performs the following functions: • * manual or automatic navigation to a server Windows folder structure. • * dynamic creation of folders and subfolders and import of files in DMSweb. • * mapping of PDF metadata to DMSweb database for easy retrieval. • * maintains Windows folder structure, but removes Windows files.

22. Mass Capture (Windows folders) Screenshot below shows the Windows folder structure to be imported into DMSweb.

23. Mass Capture (after) • Screenshot below shows DMSweb after running the Mass Capture script. A folders, subfolders and files have been dynamically created. PDF metadata has been mapped to DMS database.

24. FOLDER SEARCH • This powerful option can be used to very efficiently navigate to the desired folder or subfolder. The user may enter an exact word or partial string of characters contained with the folder or subfolder. The software will display all folder and subfolders containing the data entered. When the user selects the desired folder, the software exposes the folder tree and files.

25. INDEX SEARCH Indexing data may be entered into each file manually or in the batch mode using the optional integrated CAPTURE software. The SQL based database engine provides efficient retrieval when an exact word, or elements of a word (string), is entered for searching. The names of the index properties may be customized for each web group (project).

26. FULL CONTENT SEARCH The following file types can be searched by keyword or wildcard: MS Word, MS Excel, searchable PDF’s and Text.

27. EXTERNAL DATABASE SEARCH A specific document type may not require access history or version control. In that case, an external database (MySQL) is recommended. Files can be accessed by the client/server retrieval application or the web based solution (See below).

28. CONCLUSION Thank you for viewing this presentation. ODMS offers high functionality at a very affordable price for an unlimited number of users.