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Products List→E-documents management system |
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I. Disadvantage of traditional documents management model:
 Time-consuming work
Imagine keeping track of over 300 forms and over 5,000 correspondences at any given activity. Sound familiar? It should, because it’s the picture of many corporations these days.The time spent tracking and managing this paper traffic is time consuming and inefficient.
Paper documents vulnerability
The paper documents are in danger of water, fire, mildew, and bookworm.
Inconveniently search
It is so difficult to made a search in those paper documents, and it is impossible to share the document in different departments.
Catalog inflexibility
he catalog needs to regenerate every time when there some new information or items to add in.
High cost
Need lots of space to keep the paper documents, employees to management documents.
Difficulty in access control
It not easy to control the accession in case of paper documents.Many corporation commander
wonder: How efficiently is each department working? Is the department utilizing
its resources effectively and efficiently? How to minimize the cost of
documents management. These are common questions when forms need approval or
documents need forwarding for comment.
The traditional manual model can
not match the need of administration.
II. Advantage of E-documents management model
As the development of
technology, more and more corporation commanders consider how to maximize efficiency
and minimize cost by high-technology. Paperless administration is a typical
trend in this case.Within a
paperless administration environment, all pieces of paperwork that are
typically used are drafted, completed, routed, approved, and/or filed electronically
using the existing local IT infrastructure. Significant savings can be realized
by consolidating administrative functions, reducing the number of paper-based
forms, and cutting reproduction costs. Attractive additional features include
usage safeguards and tracing and accountability of documents.Midas Electronic Documents and Image Management System
(EDMS) is developed for realizing paperless
administration in office work. Midas EDMS which based on Windows GUI document and image processor software allows user to scan, index, retrieve, browse and manage
various documents and files. And the high flexibility enable it to be used in various industries.
III.Workflow
Classification
Classify the documents and bills according
to the set rules
Scan
Document will be changed into image through scanning.
collate
The powerful image processing function enable to optimize the effect of scan.
Recognize
The OCR software will recognize the scanned image, and change it into adaptable document.
Index
The information recognized from the image will automatically index.
Store
The image document will be stored into appointed equipment (usually JVC
CD/DVD library)
Retrieval
Fuzzy search, exact search and combining search are both supported to
match the user’s various needs.
Output
The image documents are allowed to be printed, faxed and emailed.
Reprography
IV. Key feature
Multilayer accession authority
The indexed documents are encrypted by Des, which is the guarantee
of security and confidentiality.
Integrated log file offer the records of system
operation, thus reduce the factitious loss.
Friendly operation interface.
Various search types: fuzzy search, exact search and
combining search.
Various formats are supported: WORK, EXCEL, CAD, PHOTO, TEXT
FILE, VIDIO, AUDIO.
Commentary function is also provided
CD/DVD recorder is supported
For the Paperless Administration initiative, the Smart Base project team
provided oversight support in
Providing project management assistance by establishing,
monitoring, and adjusting timelines
Coordinating the efforts between Smart Base, Jet-Form
Corp. and the demonstration sites
Reviewing and documenting existing processes, forms, and
supporting documents
Recommending process improvements by utilizing
capabilities of new software applications
Defining data entry, data storage, notification, and interface
requirements
Documenting existing system architecture and infrastructure
Drafting the requirements analysis document (report) for
the process design
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