Objectives of EDM technology

Nowadays the organizations have a bigger need to:

• take decisions quickly;
• have higher quality on its proceedings;
• have quick access to the information;
• secure the access to documents;
• control documents distribuition.

    The electronic document management, EDM, is a new technology that allows you everything mentioned above and much more. Archivum is an EDM product with Work Flow that answers these requisites and goes even further.


    With a very friendly, simple and intuitive interface, Archivum makes use of well known symbols so the users can understand the database as if it was a cabinet with drawers, the drawers with folders and the folders with documents.

Cabinet with drawers

Folder

Document

    To each of these elements can be attributed a group of information, in a variable number of fields, as "summary cards" that contains a summary of the content of the document and/or folder, and/or drawer. In addition to that you can edit these information.


Figure 2 - Window of the Archivum showing an abstract card.

    Using Archivum the user organizes and distribuites documents keeping the paper original out of daily use.

Internet Module
The Internet is embodied in Archivum.

You can use your Intranet to accomplish your jobs as well as the Internet. No matter where you are you will be able to access your documents using any browser and fulfill your pending jobs to send out in the workflow. The security is kept by your login plus an access control password, and it is managed by the administrator of the Archivum.


Figure 3 - The name or logo of your organization can be shown in this page


EDM technology practical-technical use

    Archivum is the ideal product to paper document (scanned) electronic filing as well as MSOffice* files, AutoCad** files, images, films, sounds and others making it available to all your organization.

    The space occupied to keep the document in paper format is saved and the time spent to find a certain information and/or document is enormously reduced. Photocopying document is another expense that can be minimized since the scanned documents can be printed in any printer with quality even superior than a photocopy.

    Using Archivum universal visualizing module, more than two hundred of types of document can be visualized without the software that generates them. For example: a Word* document can be visualized without the Word software installed in your computer.

    Archivum is able to manage billions of documents and information in each server with absolute security and quick access.


Documents search through Archivum

Archivum offers differents search models ensuring that your information will be always found.

• Keyword search: where a group of characters is found;
• Full text search: where a full sentence or a piece of sentence is found;
• Fuzzy search: search by proximity;
• Phonetic search: some languages as Portuguese are phonetic languages. Using this method of search you will find words with the same sound
  even if the spelling is different.

Documents security with EDM technology


    At Archivum EDM technology, security is priority.

• All operations are registered in a log security file;
• Folders and documents have their access controlled by a
  security permissions system. The Archivum administrator
  limits/permits the access to all users to each document, folder or drawer regarding copying, printing, inclusion, exclusion and visualization according to the organizations' policy.
  

Figure 4 - Changing the access permissions to a document.



Documents organization and virtual copies.

    The same document can be found in various folders at the same time, without doubling the storage space in the system.



Physical process protocol control with Archivum

    To meet public organizations needs where the processes still follow a tradicional way (the despatch are forwarded to the next section) we introduced an optional characteristic in Archivum. In each process step it is registered when the document entry in this section had been done or when the document exit to the next section had been done.



Importing and Exporting documents: drag and drop

In Archivum the document import and export is quick and simple. Archivum has total interaction with these types of operation allowing the Windows Explorer to be opened inside the software so you can drag and drop the document to the drawers and/or folders. The same
facility is available to export documents.



Database

Archivum makes use of Faircom database (www.faircom.com.br) that allows secure access to billions of documents per database. Archivum's database system ensures:

• Security;
• Quick access;
• Automatic back up;
• Mirror;
• Database distribution in multiple bases that can be
  geographically separated.
  

    It can be discussed the need of document management using another database, taking into consideration the products modularity aspects.



ICR

    Archivum has mechanisms to automatically import data generated by Cardiff's software, TELEform.



PDF* Form

    Archivum opens PDF forms allowing editing and fields filling.

    If the form is under Archivum workflow control, its direction can be controlled according to the information located a specific field of PDF Form.



Scanner

    The scanner can be actived through Archivum.



OCR

    With Archivum you can index any typed text by activating the OCR software.

Version Control

    According to the quality system requisites, Archivum controls the document version automatically.



Work Flow


Figure 5 - Workflow configuration.

    The workflow of an organization can be easily designed in Archivum.

    The workflow construction is done through a very friendly graphic tool. Archivum workflow:

CD generation

    There is no need for the user to have an additional license to generate cds containing information and documents from the database. A copy of Archivum is self recorded in the cd so the user can manage and visualize the documents.

CD-Roms are now an alternative to storage documents and files that are not being used anymore as well as to distribute files of any kind among organizations or not connected users. All Archivum facilities are kept.

Access controlled by signature

    Archivum supports an optional access control by using a signature pad. All users, when registered in Archivum, sign six times using a signature pad. The system will keep the signature biometrics characteristics that will be responsible to control this user access into the system.


Made to measure solution

    Archivum was internationally launched at AIIM, in New York, USA. It has been standing out for its competitive value as well as for its performance. Various IT professionals recognized in Archivum its database technology as well as its adaptability to the client needs.

    HS Informatica, its partners and representatives will show how your organization can improve its processes and daily work using this powerfull tool that has such a competitive market value.



Market

    Any public or private organization with a lot of documents; security firms, hospitals, engineering or law firms or organizations working to get quality certifications as ISO 9000 (or the ones that already have it).

*AIIM - The Association for Information and Image Management.