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Document Management Made Simple

MaCuDoc. Document Management Made Simple. Why move up to MaCuDoc?. Problems with current filing systems: Documents scattered all over many servers Out of date information Duplicate versions Staff unclear on latest version (time wasting)

jeannebaker
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Document Management Made Simple

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  1. MaCuDoc Document ManagementMade Simple

  2. Why move up to MaCuDoc? Problems with current filing systems: • Documents scattered all over many servers • Out of date information • Duplicate versions • Staff unclear on latest version (time wasting) • Documents stored within folders within folders within folders…... • Difficulty locating documents in hierarchies • Document content not obvious to Staff from filenames

  3. Migrating to a managed system • Obtain Senior Management support • Set up Management Overview Group • Undertake Information Audit • Analyse current user experience of creating, sharing, storing and retrieving files • Select a simple system that will grow with you • Assess MaCuDoc • Set up pilot scheme on hosted server

  4. Schematic Diagram PCs work on documentsand mark up Notes DocumentProfiles Shared server holdsManaged Document store Web server holdspublic store Shared Notes Systemtracks activity Web Server Lotus Domino Server File Store

  5. The MaCuDoc choice • MaCuDoc uses your existing server and web filestore systems • MaCuDoc allows your SysAdmin to manage files in the way they already know • One off license, and options for self-support, developer enhancement or remote updates from ‘Gold’ version • Lotus Domino server or hosted server required. • Lotus Notes clients required for main users

  6. MaCuDoc Features • Version Control (locks out other Users when document open) • Requires Users to enter metadata on creation and modification • knows exactly where to store each type of document • -launches the software-opens a chosen template-logs Author name • Maintains a detailed an Audit trail on every document • Provides quick and easy retrieval of documents • Documents can be Cross referenced in any category • Auto Archive after specified period • Publish documents to the Intranet or Internet at the clickof a button • Unique ID/Accession number assigned to each document • Imports documents from external sources • Exports documents to external email users • Emails current User if document in use but needed by another person

  7. Installation • Uses existing local expertise • Maximises investment in existing local servers and systems • Parameters easy to set up • On-line expertise available at startup • System can grow organically team by team • System Updates easy to implement by Template

  8. MaCuDoc Credits • Designed by:Faculty of Mathematics and ComputingThe Open University • Programming Support:TeamDomino

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