Sitrof Small Business ECM Bundle Benefits

This solution offers the following benefits to your company:

• A single location to store all of your company's electronic documents so that everyone knows where the latest copy exists
• Advanced search capabilities that allow you to find documents based on contents or other key pieces of information like document creator, creation date, last modified date, etc.
• Version control which allows you to go back and find previous versions of a document Convert paper into electronic documents using the Xerox scan device, which will increase productivity and reduce the number of file cabinets required for storage
• Collaboration for document sharing and supporting project teams
• Workflow for supporting business processes and routing content, assigning work tasks and states, and creating audit trails
• Records management for legal or regulatory purposes, long-term archiving, and automation of retention and compliance policies
• Fully support by Sitrof over the product lifecycle, so that your IT staff can focus on other activities. This includes system backups to minimize any data loss

Increases Productivity:
A typical employee spends 30% to 40% of their time looking for information locked in e-mail, documents, shared hard disks, file cabinets etc.

Reduces Cost of Redundancy:
The average paper document is copied 9-to-11 times

Reduces Cost of Handling Paper
Average filing costs are $20 per paper document

Protects and Preserves Intellectual Assets:
When an employee leaves a company, 70% of their knowledge walks out with them

Minimizes Compliance Risks:
By improving recordkeeping practices and ability to track compliance with important legal guidelines, such as Sarbanes-Oxley, HIPAA and COBRA

Detailed Functionality

Scan Documents Directly into the Document Repository
Sitrof Onsite Hosted Solution Scan Image Import supports a wide range of scanning capabilities, dramatically increasing the ways paper documents can be captured for use within Sitrof Onsite Hosted Solution, and in subsequent workflows and business processes. Key Functionality Includes:
• DataGlyph Technology for Scan Cover Sheet Creation
• Sitrof Onsite Hosted Solution Email Agent
• Distributed Scan Support
• Optional Optical Character Recognition (OCR)

Document Versioning
A sophisticated, yet easy-to-use, document versioning management system (using familiar 'check-in' / 'check-out' concepts) allows you to:
• Store version comments on 'check-in', and 'check-out'.
• View detail on document revisions, and a full history on past revisions.
• Access all prior versions of a document.
• Restore document content to previous versions.

Document Metadata
• Define unlimited number custom metadata fields with the ability to mark fields as 'Required'.
• Group custom metadata fields by any number of user-defined Document Types, e.g. 'Invoice', 'Brochure', 'Manual'.
• Users are automatically prompted to fill in metadata fields when uploading documents.
• Custom metadata fields are automatically added to the Advanced Search criteria list.
• View full audit trails on all changes made to a document's metadata.
• Supports a number of system populated metadata fields, such as 'version number', 'unique document ID', 'document creator', 'date created', 'last modified date'.

Document Workflow
• Build sophisticated workflows for managing the generation of documents.
• Notify selected roles or groups, by email and on the Dashboard, when they need to act on a workflow.
• Limit document access during the workflow process, to only those users involved in the workflow.

Document Security and Control
A powerful group and role-based security model allows fine control of access to documents, and of the actions that may be performed on documents, including:
• Default system roles that provide flexible security groupings, such as 'Authenticated Users', 'Anonymous Users', 'Everyone', and 'Document Owner'.
• The ability for folders to 'inherit' security settings for easy configuration.
• Granular, detailed auditing of all document activities and full access log for all users.
• Support for SSL/TLS encryption of web/desktop client communications.
• Creation of Users or Groups in the internal database, or from an LDAP/ActiveDirectory source.
• The ability to synchronize your system's group membership schema with your Microsoft ActiveDirectory infrastructure.
• The ability to use multiple authentication providers in a single server implementation.

Powerful Document Indexing and Search Engine
Sitrof Onsite Hosted Solution includes a powerful Search Engine that provides:
• Full text searching on content and searching on all metadata fields.
• The ability to define simple, single string searches, or to create complex, advanced search criteria. • Search results ranked by relevance.
• Search result abstracts.
• The ability for the user to create Saved Searches, which may be shared with other users

Module Backup and Disaster Recovery
Sitrof Onsite Hosted Solution leverages the Seagate EVault superior online service for centralizing and streamlining critical backup and recovery operations. Sitrof makes this process easy by working within the existing framework of the document management application. Sitrof Onsite Hosted Solution application plug-ins extend the backup capabilities by protecting the mission critical application and data while it is online. With this solution we provide you with complete end-to-end protection by storing your data off-site to one of seven secured data centers while allowing flexibility to monitor the backup processes.
• Enhanced web based management console to monitor and enhance workflow
• Off-site data protection ensures disaster recovery and business continuity • Complete end-to-end security that is SAS 70 Type II compliant
• Certified security, manageability, and reliability when running in Microsoft Windows Server environments
• Compliant with SEC, NASD, NYSE, HIPAA, Sarbanes-Oxley, and GLB Act requirements
• Suite of patented technology increases performance and reduces storage consumption
• Bandwidth throttling lets you schedule backups at off-peak hours
• Policy-based archiving to move older data offline
• Supports open file transfers to avoid disruptions to critical business applications
• Compatible within any existing infrastructure for easy implementation