Portford DocuNECT is a solution that help to capture documents from different locations, index them so they can be classified, then distributes them so they can be accessed and managed by a user community.
Organizations have invested in document and data platforms to help executives, managers and employees make informed decisions to help keep the business operating. As the speed of business increases this data needs to be as accurate and accessible as possible. Data can often be inaccessible to these decision making platforms as they are locked inside electronic documents that are spread across the organization on network based file-shares, local hard drives, email, secure FTP sites, legacy systems and other sources.
Using DocuNECT to Unlock Data
DocuNECT is an electronic document management solution that captures electronic documents from their source, extracts and organizes the necessary business data, and then distributes it to where the users need it. This can be third party document management systems, business applications, or DocuNECT's own document management solution. The process of capture, extraction (indexing) and distribution is defined by a DocuNECT Lifecycles. Different Document Lifecycles can be setup to meet the different electronic document requirements.
Capturing Documents
DocuNECT is integrated into the Microsoft Windows desktop (XP, Vista and Windows 7) allowing users to:
- Print documents directly into a document management or business application from any print enabled application
- Send documents directly to indexing within Microsoft Windows explorer
- Drag and drop emails and/or attachments from Microsoft Outlook
In addition to desktop tools, documents can also be automatically captured from:
- FTP or Secure FTP Sites
- Email (POP3, IMAP, and MS Exchange)
- Multi-function devices and fax servers
- Legacy Document and Image Management Systems
- And more…
Extracting and Organizing the Data
The DocuNECT Lifecycle also allows business rules to be defined to extract the data from documents so they can be classified. For example, if an invoice sits on a file share the only way we can identify it as a finance document it by the name. DocuNECT extracts and stores business information to help classify documents in business terms. With compliance around documents on the increase, being able to clearly identify documents helps with records retention, compliance, and traceability.
In order to classify documents, we need to gather as much information as we can to make an informed decision. DocuNECT can:
- Extract data from the content of text based documents (Microsoft Office, Adobe PDF, Text, XML, HTML)
- Full-text OCR image based documents (TIFF, Adobe PDF Image, JPG, BMP, GIF)
- Barcodes (Code 11, Code 39, Code 128, CodaBar, Inter2of5, EAN13, EAN18, UPCE, Add2, PDF417, ReadDataMatrix, ReadQRCode)
- Powerful database lookup functionality to gather information about the document from external databases
- Extract data from an external reference file (text file, Microsoft Excel, XML etc).
Distributing and Managing the Documents and Data
Once the data has been extracted organized, and the document classified, distributed to users so they can access and manage it:
DocuNECT can distribute documents and data to:
- Document Management Systems: DocuNECT's own Document Management System, EMC Documentum ApplicationXtender, EMC Documentum D6, Microsoft SharePoint and others
- Extracted Data can be distributed as XML, Text, Microsoft Excel etc.
- External Databases
- Business Applications
Managing Documents and Data in DocuNECT
DocuNECT has a very powerful document management system that can help you manage the complete lifecycle of documents. Features include:
- Version Control (Check In/Out)
- Search Documents by their Content and Attribute Data
- Apply Records Retention Policies
- Role Based Security
- Role Based Dashboards that provide a "web site" look and feel to reduce training
- My Documents that provide an intutive interface to your frequently used documents
- Integration with Dropbox
- Automate Business Processes
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