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 Document Managment

Document Management Services (DMS)

Digitizing papers and documents is an essential requirement of any organization nowadays. We at infas ME provide the whole 9 yards of this industry, from simple archiving and scanning one-off projects of digitizing few 100 thousands of paper documents daily, up to managing the whole Document Management Department, of large organizations where we manage (receive, digitize, index, store, and retrieve) 100s of thousands of documents daily.

 We provide three main types of DMS services:
  • End-to-end DMS services: full DMS process being managed and excuted, this type breaks down to:
    • Project-based (Backlog Conversion)
    • Managed service (Backlog / Day-to-day)
  • Data entry & data cleansing
  • Physical document archiving.

In addition, we are also capable of customizing capturing and storage solutions according to client needs.

 Why DMS ?
  • Save money.You won’t have to pay storage and postage costs anymore.
  • Save time.You won’t need to waste time anymore searching for documents in endless piles of paper.
  • Higher security.You can control who has access to what.
Examples of DMS implementations by Infas ME:
  • Handling of end-to-end operation of all services of a telecom company using EMC Captiva and EMC Documentum. These services include:
    • Requesting new personal lines, home services, ADSL etc.
    • Managing millions of documents per year throughout the full document management cycle
    • Fully supporting implemented EMC solutions.
  • Development of a complete SharePoint solution for managing and controlling the commodity trading process, with thousands of purchase orders every year, accessed daily by over 200 concurrent users. The solution included a fully automated commodity trading process with numerous accounting features including clearing & settlement, year-end closing, currency management, chart of accounts, account statements and trial balances.
  • Implementation of a complex SharePoint-based DMS for managing credit invoices. On a daily basis, between 6,000 and 7,000 credit invoices (of which there are 3 types) from almost 20 departments need to be scanned, archived and validated.

    The process begins with scanning where an OCR feature in the system captures each invoice number, which in turn generates some predefined index field values depending on the selected scanning job.

    Next, the invoices are exported to SharePoint, ready to be archived. The electronic archiving system represents the physical storage facility of the company with 6 folder levels: Invoices are archived into batches, into files, into shelves, into rooms, into locations, and finally into the storage facility itself.

    After the archiving process is complete, accountants retrieve the invoices to ensure that they have been stored in the right locations and that all the data is correct after which they mark the invoices as “validated” on the system.

    In addition, accountants are now able to search easily for any invoice by its number, customer name etc. and a specific group of invoices could easily be compiled with a generated summary file to be submitted to the bank the company deals with.

Here are some of the well-known tools we use:
EMC Captiva:

EMC Captiva enables organizations to capture documents and data from paper, electronic files, and other sources, transforming it into digital content and delivering it into back-end systems. By helping businesses reduce manual paper handling steps, Captiva minimizes processing errors, improves data accuracy, and accelerates business processes by making information instantly available in content repositories like EMC Documentum, EMC ApplicationXtender, and Microsoft SharePoint.

EMC Documentum:

With EMC Documentum, you can simplify your document lifecycle management and enhance user experience. It is a flexible platform for automating complex, information-intensive processes to drive better business decisions. It also increases productivity and reduces cycle times for high-volume, people-driven processes by placing all relevant information at the user’s fingertips. In addition, it also harnesses information from any source, including Big Data, and provides real-time visibility, content analytics, and business insight. It provides a simple, scalable technology for rapid, repeatable application development and deployment of cloud-ready solutions that can be adapted as you and your customer needs evolve.

In addition, EMC Documentum is an advanced, intuitive, and configurable content-centric client that accelerates adoption of ECM applications. Powerful configuration eliminates the need for custom code, yielding rapid deployment and dramatically lower costs for system maintenance. It also decreases the time required to deliver solutions with powerful configuration and helps you manage content without the complexity to reduce training costs and increase productivity.

Microsoft SharePoint:

A versatile business platform enabling you to perform a variety of tasks and processes. One of the many functions of SharePoint is to help organizations manage their documents. You can think of it as a central hub for all your content. You can fill it up with documents, organize them how you want, and easily share them with other people. There’s only one document you have to deal with—and it’s always in the same place and it’s always up to date. Instead of lots of people creating multiple versions in different places, you can get everyone to work on the same document—even at the same time—and SharePoint will keep track of everyone’s changes in one place. You don’t even need to be at your desk to get work done together. You can keep reviewing and tweaking your content while on the go, even offline and from virtually any device.