CDW Document Management FAQs

Speaks of the flow of work between people or individuals in an organization, allowing it to be defined and monitored. In document management terms, workflow is usually used in the context of monitoring the creation, distribution, filing and retrieval of documents.

Imaging is a system for converting paper documents into an electronic or digital format. Techniques such as scanning and Optical Character Recognition etc. are some of the methods that are typically used.

Document retrieval is the process by which you can search and ‘retrieve’ an archived document from a database. This is done by entering information in a database query screen to locate the file you are after. The Document Management System will then retrieve the document and let you work on it, whilst preventing other people from making changes.

Document Management is the process of managing documents and other means of information such as images from creation, review, storage to its dissemination. It also involves the indexing, storage and retrieval of documents in an organized method.

Information stored in files on a pc or on paper.

An electronic document management system can integrate virtually any kind of document; from scanned paper documents to microfilm, to electronically produced documents.

An Electronic Document Management System (EDMS) utilizes a database to store a scanned copy of a document, enabling a search or index method to quickly retrieve data.

Not necessarily. With a moderately small investment both financially and in educating personnel, you can quickly build a good working document management system. Any delays are usually centered around the transition from the old system to the new.

Document management is really at the center of your organization, and no doubt impacts key areas of the business/group. We suggest introducing a new DM system gradually, in phases, allowing time and familiarization, through a series of thought-out procedures to ease in its management and avoid any trouble.

We suggest breaking the fundamentals down, and analyzing each bit based on your specific needs. This can be based on:

• Initial and Long-Term Cost
• Vendor/ Manufacturer’s reputation and stability
• Functionality
• Market Penetration
• User interface
• Personal Preference
• Your Special Requirements

• Increased productivity
• Fast and easy access to important information
• Increased savings in various operational costs
• Smaller physical storage spaces
• Workflow management Efficiency
• Information management Efficiency
• Ease to comply with government regulations for records keeping
• Archive purchase orders, invoices, delivery notes, agreements and customer correspondence in one central database
• Secure archive and access which reduces risk of loss
• Reduction of administration times i.e. customer queries
• Link data easily with most CRM solutions, accounts systems, SAP, ERP, etc

With so many technological terms associated with DM such as imaging, knowledge management, Intranet and Internet etc,… its enough to send anybody’s head spinning.

The best way to start to choose what is best for your company or group would be to identify:

• The object or document population involved in the system you need.
• The factors and needs involved in the input and output of the data/ information.
• Security is always a factor
• Total Cost of Ownership or TOC is important

SSL (Secure Socket Layer). This is the same encryption used by E-commerce sites as well as on-line banking portals. This is generally a 128-bit encryption but is dependent on your browser type and version.

The average call response time is 2:25min. Also our tech support hours are 7:00-6:00 PM central

Tech support is included in your monthly fee. Tech support is only offered during business hours (M-F). Tech Support is provided by the Marex Group, developers of Docuvation.

FileBound SaaS does not inherently allow for audit/version control; however, FileBound Express, our document management search appliance does!

All of our customer sites are in fact https:// sites, no FTP or VPN is required to access your Docuvation system.

Yes, we have seamless integration with both Windows and Internet explorer, as stated above we recommend IE6 or higher when using Docuvation but we currently support Firefox as well. Our integration with Widows explorer allows you to seamlessly browse out to a location on your computer and save electronic files directly into the system.

Docuvation is a month-to-month contract and you can cancel at anytime – because your documents are stored in their native format everything is non-proprietary so you can take your documents and go at any time.

All transmission of files is encrypted and all access into the system is password protected at all times.

Docuvation is an internet browser based application, therefore to operate the base Docuvation application nothing is needed except for a browser that can access the internet. To allow viewing of documents within Docuvation upon the first login to Docuvation on a PC a quick download and installation of the Docuvation Viewer Launcher application will occur.

Supported Operating Systems:

• Microsoft Windows 2000
• Microsoft Windows XP Home
• Microsoft Windows XP Professional
• Microsoft Windows Vista (All Versions)

Supported Internet Browsers:

• Internet Explorer 6.0 and newer.
• Mozilla Firefox 1.5 and newer.

Other Requirements:

• .NET 2.0 or newer Framework installed on PC
• For Scanning on Local PC - An attached scanner with TWAIN drivers

We don’t give out exhaustive lists of our clients but to answer your question, yes, we most definitely have clients that are HIPPA-compliant. If need be, we could arrange a reference that you could contact regarding our software.

We provide user-security rights down to the document level based on your login credentials. Nearly every action (search, view, edit, delete, annotate etc.) can be controlled on a user by user basis. I don’t see any issues here.

FileBound SaaS & FileBound Express are inherently designed to mimic the file structure you use today in both the paper world and your local hard drive.

This is the filing structure of:

FileBound SaaS: Cabinet – Folder – Divider – Document

FileBound Express: Project—File—Separator—Divider—document

Because Docuvation is priced on amount of storage, we allow UNLIMITED users to access documents with literally no effect to your monthly cost. FileBound Express allows up to 10 concurrent users.

No problem. Docuvation is a Hosted/ASP software often known as a software-as-a-service. This means that the actual software, database, and content (your files/documents etc.) are stored in our data center. What this means for you is you can access any document, anywhere, anytime through a secure internet connection (from home, on the road, in the office etc.)

First, please check out FileBound Express, if this solution is not what you’re looking for, read on.

Docuvation is a Hosted/ASP software often known as a software-as-a-service. This means that the actual software, database, and content (your files/documents etc.) are stored in our data center. Now please keep in mind this is a world-class, 4-tiered data center with redundant backup, connectivity, and security. Today, this data center hosts nearly a billion images for the solutions we offer. Both the development company and the data center are SAS-70 certified.

Please be aware of the benefits of a having a hosted solution:

• No expensive hardware to manage
• No complicated software to install (it is all running on our database, you will simply access your documents through a unique URL and a secure internet connection)
• Access any document, anywhere, anytime through a secure internet connection (from home, on the road, in the office etc.)
• Disaster recovery on demand – with your files being stored in a data center designed to withstand an F5 tornado you can stay in business no matter what happens to your actual office.
• Most of all: NO upfront capital investment – just a small monthly payment, about the same as a business cell phone plan!

We have current clients with similar needs and yes everything regarding security and access is HIPAA compliant

Docuvation & FileBound Express will store every file in its native format and supports any file type that is natively supported on your machine. For example, you can save a word file into Docuvation but if you don’t have MS Word installed on the machine you will not be able to view the file in our system.

There is no extra cost for the scanning/capture software. Docuvation & FileBound Express are complete document management solutions that allow you to scan paper documents or save existing electronic documents into the system.

Security Features

Carrier Class–4 major telecoms, redundant architecture, world-class security

We demanded the very best data center for our clients. For that reason, we selected First National Technology Solutions (FNTS) in Omaha, NE as the provider of the Docuvation data center. The Docuvation service operates out of the Carrier Class facility operated by FNTS. This facility offers the very best in security, redundancy and connectivity.

First National invested more than $70 million to create the Midwest’s most reliable, secure data center for business customers. The state-of-art center allows companies to house their critical systems and operations in a location known for world-class Internet connectivity, unprecedented security, and unmatched power. The Omaha Data Center was built with redundant power, redundant communications, and redundant environmental’s.

First National Technical Solutions operates next generation data centers and co-location facilities that are uniquely engineered to provide a secure environment, in which Docuvation users can house their mission-critical information

Facility

The FNTS technical team’s experience in the design and development of world-class data centers is the reason behind their strict adherence to physical plant characteristics in the data centers including:

• Three-foot thick cement walls, floors and ceilings surround the inner bunker of the facility.
• The perimeter of the building is encased in 200mph, impact-resistant glass and designed to withstand a direct hit from a tornado.
• A dry-moat surrounding the entire building offers a final layer of physical security.
• Raised floors and Liebert HVAC ensure free flowing cooling and provide environmental controls to maintain ideal operating conditions.
• Smoke and leak detection and water-free, automated fire suppression systems.
• Liebert uninterruptible power system (UPS) purifies electricity to prevent and provide instantaneous backup.
• Autonomous fuel-cell electrical generation: FNTS generates power on-site. Redundant power utility connections—two distinct points of connection on two separate circuits.

Connectivity

Key connectivity issues as they pertain to FNTS’ data centers are:

• Multiple bandwidth providers terminating at separate central offices. If one carrier experiences problems, traffic is re-routed instantaneously to alternate carriers.
• Three distinct DS-3 trunks provide failover connections.

Security

Security of our data center environment should meet and exceed the security standards you should insist upon for the protection of your digital information.

• First National Technical Solutions takes security to a new level, highlights include:
• Secured facility access through multiple checkpoints and systems.
• Closed-circuit video surveillance of corridors and data center.
• 24/7/365 operations support and security.
• Leading-edge firewall and intrusion detection technologies.
• Biometric iris-scan security systems and “man-traps” at entrances to raised floor rooms.