Quick administrative processes, efficient information access - the key to successful operation

DMSOne document- and information management product family greatly accelarates and increases the efficiency of administrative processes at enterprises and public institutions, and is capable of tracking the entire life cycle of information.

Thanks to its modular structure, it can be flexibly tailored according to the size of the organisation, the number of users and the amount of incoming and generated information.

The system is built on a need that is shared by the majority of enteprises (starting from small companies generating only 30 documents per day to smaller municipalities and large organisations).

Currently more than 1,500 successful system installations and more than 10,000 satisfied users each day show the thorough dedication of netTeam plc to cost efficient and simple to use document management systems.

Installation only takes a few weeks, instead of several months.

In short, the time and effort expended to information processing, archiving and management is minimised by the use of the DMSone document management system.

This significant need ensures the continuous demand for our system.

Learn more about the softver!

The field of document management has been attracting an increasingly high level of interest from Hungarian companies and institutions. This activity is present in the daily lives of all companies, regardless of size or industry branch. A reliable filing- and document management system provides invaluable help to companies of all sizes; from the micro-sized companies where only 1-2 employees carry out administrative tasks, to corporations employing hundreds of users at several sites around the country.


In our experience, clients enjoy the following benefits following the introduction of our DMSone document management system:

• Improved efficiency
  The systematizing and retrieval of documents entail substantial expenditures in the case of most companies; at times, up to 30% of labour hours. This does not only affect administrative staff but also a number of other areas; from production to logistics, from trade to various services.


• Precise information
  The completion of a project or assignment; even up to the submission of a tender, involves the creation of several documents that affect the entire process of profit generation. Letters, e-mails or faxes sent from partners or responses to them are rarely filed in an integrated system, which means that their retrieval for the tracking of a particular project or order often necessitates the collection of required information from the e-mail accounts of several staff members, the filing cabinet or from the desks of staff members.


• Reduced reaction time
  Filing our documents of various form or content in an integrated system greatly accelarates information flow within the organisation; which is an essential factor if we intend to quickly respond to a problem of our customer or an arising opportunity. The introduction of a complex document management system facilitates immediate access to- and tracking of documents of all forms - whether they are scanned, paper based documents or e-mails, faxes, pictures, video-recordings or electronic forms - to all authorised users, without time or space constraint. This can prevent our clients having to wait for days for an offer, a draft contract or the sending of an invoice. Our corporate processes accelarate, which is inevitably reflected in the size of our revenues and the improvement of our liquidity position.


• Deadline management
  In our days, even smaller sized enterprises and organisations face complex tasks. Even the preparation of a tender or grant application often requires the collaboration of several employees (e.g. production, trade, finance, etc.). It is often the case that offers, applications or public procurement tenders are completed in the last minute; which involves the risk of the company losing a substantial business opportunity. This problem may be eliminated by a well-designed system, since the deadline of certain sub-tasks and the connections and relations of certain tasks and documents may be easily traced.


• Preparation of decisions, reports, statistics
  Readily available, accurate information is indispensable in tracing the activities of our company or organisation and the elimination of bottlenecks and weaknesses. While it used to take hours or days to prepare reports and statistics; DMSone can complete such tasks at the push of a button.

Usability


- therefore it is advisable to analyse how flexibly the software can be shaped to the document management process of the organisation. Thanks to a decade of experience in the field of document management and a substantial client circle; netTeam has introduced an outstanding document management software on the market, by the name of DMSone.

Immediately after login, the user is faced by a neat, transparent user interface. The document management process is easily traceable by the help of a well-designed tree structure. The current tasks that need to be performed can be found easily. A quick-search function accompanies each task, which makes the work to be performed much easier. The vast majority of searches that users require may be carried out by this quick-search function, which shows how elaborately the system has been designed.


Transparency and attractive design are characteristic to the entire system. The use of the software is very easy to learn, it requires only basic IT skills.

In addition to ease of use; the software also satisfies the criterion of rapid data input possibility. The software features several functions that help the user complete his data recording task as quickly and easily as possbile. Some of these are:

• each data entry only needs to be entered once;


• with the help of the autocomplete function, the system retrieves and offers entries that have already been entered into the records of partners at the push of a button;


• the possibility of scanning a large quantity of documents and document digitising;


• automatic reception of e-mails and documents arriving from fax server and portal

Certain operations may also be performed in groups, which means that, even in the case of a few hundred documents, a whole day's work at the filing cabinet can be performed by a few clicks on the mouse.

In addition to the quick-searches already mentioned; searches that may be configured and saved by the user provide a great help in the preparation of reports and statistics, and also offer the possibility of performing any queries by the help of the system.

Another useful function of the system is that it can prepare the most often used forms at the push of a button - such as records of exchanges, form replacement sheets, presenters' sheets, postage books, registered mail slips, recorded mail delivery slips, etc.





Integrated system - central content management

DMSone is capable of storing and managing various documents in an integrated system, facilitating the trace of an entire circle of documents.

The system allows for the reception, storage and management of documents of any formats and sizes, including:

• "traditional", paper based documents;
  
  
• attached files and e-mails that may even contain electronic signatures;
  
  
• documents arriving from portals, webpages or the state customer service portal, completed electronic forms;
  
  
• management of outputs coming from fax servers;
  
  
• paper based or electronically stored documents received personally at the customer service desk;
  
  
• SMS messages received in large quantities;
  
  
• management of printed outputs within the company (e.g. automatic archiving of electronic pictures of printed documents).
  
  

The storage of documents in a central, integrated system allows us for example, to file or, if necessary, immediately retrieve all documents related to our projects or our orders, completed or in progress; regardless of size or format.


Fully comprehensive document management

DMSone is capable of tracing the entire life cycle of documents, from arrival through registry until the placement in the filing cabinet and destruction. Thanks to the modular structure of the system, it can be flexibly adjusted according to the size of the organisation, the number of users and the quantity of incoming and outgoing documents.

The system satisfies the requirements of companies of all sizes; from small companies with a staff of 20-30, to corporations and institutions with several sites and hundreds of users.

In addition to traditional document management tasks (arrival, opening, signature-task allocation, registry, filing, forwarding, expediting, posting, destroying), DMSone also provides a solution to rare problems occurring in exceptional cases, such as:

• erroneous addressing or opening;


• consignments sent to the hand of the addressee;


• management of classified, confidential and secret documents;


• managing different versions of a single document (e.g. in the case of a draft contract);


• managing replacements, etc.;


• document at-a-glance ("See also" function)

DMSone supports electronic administration, and can therefore also manage electronic signatures. The electronic signature programme helps to implement safe electronic administration. The electronic signature function allows for electronic documents in the DMSone system to be digitally signed and arranged in digital file folders.

• Signature, time stamping and countersignature
• Preparation and control of electronic recorded delivery
• Multi-level signature control
• Electronic documents may be arranged into folders
• Control of the format of documents
• Support of submission samples (e.g. electronic company procedure)
• Comprehensive compliance with ETSI TS 101 903 XML Advanced

Modular structure - Complete functionality

Thanks to its modular structure, the system may be flexibly shaped to the needs of companies of various sizes or in various industry branches. Our system may be expanded in parallel to the growth of the company; therefore DMSone offers a document management solution to all organisations, depending on demand.



The docFlow module may be considered as the basis of the system, which is capable of covering the entire document management process.

By the help of the related modules, a wide range of requirements may be satisfied in the field of document management:

• scanFlow - Digitizing large amounts of documents;
  - Speed of up to 180 sheets/minute;
  - OCR (optical character recognition) function, which facilitates the search of content in a scanned text;
  - Automatic processing and management of documents and forms;
  - Picture correction functions, etc.
  


• formFlow
  - Management and automatic processing of electronic forms;
  - Portal, online customer service support, etc.
  


• workFlow - Electronic teamwork;
  - Management of business processes;
  - Comprehensive management of the contract- and invoice approval process;
  - Graphic process planner;
  - ADR - Automatic Document Routing, etc.
  


• postFlow - Posting a large amount of documents and their preparation for posting;
  - Preparation of the postage book;
  - Automatic printing of recorded- and registered mail slips and other forms;
  - Preparation of courier register, etc.
  


• registFlow - Filing/registering a large quantity of documents;
  - archive transfer in large quantities at public offices;
  - support of document discarding;
  - document archiving.
  


• ContentFlow - central content management;
  - mutual data contact with common content management systems e.g.:
  
  • IBM Content Manager;
    
  • iXOS;
    
  • SAP SUS.
    


• DMSone Data Integrator The task of the module is to ensure the compatibility of the document management system to other applications; using technology based on open standards.

State of the art technology based on open standards

The development of the system is carried out by technology based on open standards. This offers substantial security in regard to subsequent further development and compatibility issues. By the help of standard adapting surfaces and technologies (e.g. webservice, API, JAVA, C++, Com), DMSone is capable of connecting to other widely used applications and systems, such as:

• ERP systems: SAP, Baan, Microsoft Dynamics NAV


• Portal solutions: Sharepoint Portal, PlumTree, IBM WebSphere Portal


• Workflow solutions: Workflow Gen, IBM WebSphere Portal


• Office solutions: MS Office, IBM Lotus/Domino, MS Exchange stb.

Product support

netTeam Hungary Zrt. has more than 1000 references nationally, from small companies, municipalities and giant corporations with several sites around the country, operating with complex processes; through to state institutions.

In addition to the user number; the licensing of DMSone also considers the various user activity levels and the quantity of documents to be managed; it can therefore offer an excellent value solution to all kinds of organisations. Thanks to our several years' experience, telephone- and online customer service system and wide network of partners; we are able to install our system in any part of the country, with short deadlines. Additionally; the safety and comfort of our clients is ensured by our 24/7 availability, as well as telephone, online and on-site support.


System requirements

The system is a so-called intranet application; it uses a browser programme as its operating environment. Thanks to its technological parameters it is characterised by low hardware requirement. There is no need for client side installation. It is not platform dependent; and will therefore operate perfectly even in a mixed network client-environment. Since data and information are stored on the server; a very high level of data security may be achieved through the establishment of an appropriate authority policy system. Standard SQL database management systems serve as the bases of the application; this facilitates the conversion of data for any purpose, at a later stage.


Software and hardware environment conditions

Server
Suggested computer configuration (minimum): 3.0 GHZ Processzor, 2GB Gam
Operating system, environment: Windows 2000/2003/XP, Vista

Client

Suggested computer configuration (minimum): 1,7 Ghz Processzor 512 MB Ram
Operating system, environment: Windows XP(SP2)/Vista, Internet Explorer 7.0

* the system is capable of running the server-client on a single device, however, in this case, we suggest a higher performance hardware configuration

Server: Apache
Network: Any TCP/IP based network
Database: Interbase/Firebird/MS SQL

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E-mail: info@netteam.hu