DOCO Treasury DMS Features

Core Technology of DOCOsoft DMS Enterprise Products

DOCOsoft’s solutions are built using the latest Microsoft technologies and area based on normal three-tier architecture.  They use Microsoft MS-SQL databases on the backend; our business components (API’s) act as a middle tier and connect with clients through Windows or Internet Explorer. The system is built in Visual C++ and ASP, ATL Active X Components and DHTML. Documents can be viewed natively in original format, and also as HTML.

  • Component based solution.
  • Extensive application programming interface for third party integration.
  • Windows, and Web Thin HTML, and Web Rich Active X Control clients.
  • Multi database support for enterprise systems.
  • Powerful content search facility.
  • OnDemand technology developed internally for high speed viewing.
  • Data compression technology for large documents.
Secure Document Server (SDS)

The documents stored in DOCOsoft are held in a secure repository on the fileserver, they are encrypted and compressed. 

  • This secure repository guarantees the document integrity. 
  • Documents can only be removed from the secure area by administrators with special permissions. 
  • Client users of the document management system can only remove links to the document, but not the document itself. 
Built in user security

The system has many built in security features, and the documents on the fileserver are encrypted and compressed for extra security.

It is possible to assign access rights the following levels:

  • One user to one document or a group of documents.
  • Group of users to a document or a group of documents.

If no access rights are assigned, only the owner can access the document. The system supports the definition of a user role, which controls the assignment of rights to specific functions or groups of functions.

Security can also be provided in the system as levels, from a generic level to Eyes Only. This follows the guidelines in the UK National Archives TNA2002 standards and the ISO 15489 Information and Documentation standards.

Business Process Management

Before a document is made available to all users in a DMS system it may have to be signed off or approved by a user or group of users. Using Workflow processes, the review and approval path of a document can be mapped out before it is released for general viewing. Electronic signatures may be used at the approval stage for greater security.

Complete Audit Trail

The system can keep a log of all activities around a user and around a document. The log can contain:

  • When the document has been opened (date, person).
  • When a document has been changed (date, person).
  • Complete user audit trail with management reports.

After a pre-defined period the log entries can be deleted.

Seamless link to most third party systems

It is possible to interface to most standard third party systems or other in-house applications. Emails and documents can be saved directly from MS-Outlook and MS-Office applications to the document management system.

Full Text Content searching facility

Free text searching of all the documents stored in the document management system is possible. The full text search option allows you to search through the content of documents in the system. Features include: high speed retrieval; Content searching on TIFF files and content searching on file type containing text in the system.

Revision Control & Document Lifecycle

It is possible to take a document out of the database and save it on a PC. The system then mark the document as “checked out” and it is not be possible for other users to make changes to the document. The system registers, who has “checked” the document out of the database. If other persons try to open the document they will be notified about this.

If a document is “released” as a version, it is locked for all changes; only the system administrator can remove this lock. If changes are made to the document, the system will automatically make a new version of the document.

The Document Lifecycle Module extends the concept of sharing and working on information. This module allows version control of documents which can be checked out of the system, revised and checked back in again as a different version. Changes to the content of documents can be tracked in this way using the Audit Trail. This functionality has proved popular in sectors where visible compliance is vital.

The concept of a document lifecycle is well established in records management theory and practice. This basic workflow option includes:

  • Route the document, using email links
  • Check-out the document
  • Revise the document
  • Check-In the document
  • Approve the document
  • Publish the document
  • Audit trail the process
Remote Access to Information

DOCOsoft’s web system runs on IIS and interfaces with all of DOCOsoft’s existing products. Clients using Internet Explorer 6 or above can log into this web-application via two methods - intranet or internet.

Disaster Recovery and Contingency

DOCOsoft has built in disaster recovery and contingency features. The databases and files are backed up using various tools, and in the event of a major disaster, the servers can be rebuilt. In addition to this, DOCOsoft has various short term DR tools, including a CD/DVD media portable document management system.

Multiple User Access

The secure document server can be accessed by multiple concurrent users. Industry standard document management features such as document check in/check out, lifecycle management, web access and content searching are all available.

OCR and ICR

With DOCOsoft’s products you can easily turn any printed pages, faxes, photocopies or articles into electronic documents you can use within seconds. Scansoft Omnipage and Textbridge Optical Character Recognition (OCR) engines are embedded in the system which allows batch and region OCR. Recognised files may be stored in MS-Office, Lotus, HTML or TXT formats as well as PDF. Intelligent Character recognition for handwriting and barcode interpretation is also available.

Supported Formats

The software supports over 300 file formats without the need for the application being installed on the client PC, these include: Windows, DOS, Macintosh and Internet formats, together with formats from Microsoft Word, Excel, PowerPoint, Lotus 1-2-3, WordPro, Corel, AutoCAD DWG, DXF, IGS or even web pages in HTML format.

Windows and Web Users

There are two types of clients available, Standard Network and Web. Within these types, there is a choice of Full client or Lite client.

Full Clients have the ability to add documents to the system by scanning or file import. Lite Clients, have a simple interface to the database to view, search, print, fax, and e-mail documents.

Scalability

DOCO Treasury can connect to multiple SQL Server databases for a scalable solution. Enterprise products scale to a maximum of 26,000 users. The open architecture of DOCOsoft’s products means that the back end [SQL Server tier] can be clustered and load balanced/tuned as the system grows.

Document Viewing and Retrieval Technology

With some of the best technologies in the industry DOCOsoft’s document viewing and retrieval speeds are some of the fastest around.

High Speed Viewing Technology

DOCOsoft has developed many technologies to assist in high speed viewing and retrieval of information. OnDemand technology assists users in only viewing the specific part of a document that is needed, thus greatly enhancing the speed of document downloads over the network.

Compression

Data compression technology is applied to large formats such as A0 or large colour images or large multi-page documents. DOCO Treasury uses three forms of data compression providing faster viewing and reducing storage space and transfer times.

  • For bi-tonal images
    • TIFF CCITG4 - recommended industry-standard giving the smallest file size for bi-tonal images
    • TIFF CCITG3- used when linking to applications that do not support G4 compression
  • For colour images
    • Standard JPEG Compression Algorithm - used if files are to be viewed outside of DOCOsoft since JPEG is supported by most imaging applications.
    • Multi-page TIFF – produces a file size similar to JPEG, used for colour, multi-page documents.
    • JPEG 2000 - the latest compression algorithm, produces very small file sizes whilst maintaining quality.
    • CMP - compression algorithm created and recommended by DOCOsoft, produces the smallest file size while maintaining quality.  This provides an extra level of security as only DOCOsoft applications can view this file type
  • For mixed images
    • MRC Engine - DOCOsoft's MRC compression is optimised for documents containing colour and text.  The image is broken down into three layers: foreground, background and mask.  Each layer is compressed separately using the best type of compression for that data type.  The layers are later uncompressed and recombined to restore the original image.  This compression is most suitable when OCRing a colour document.
Plugin Modules

All products within the Microsoft Office suite, Word, Excel, PowerPoint and Outlook are integrated with the document management solution. Lotus Notes also has an interface. Additionally third party developers can create their own interfaces with the extensive application programming interface (API) built on Microsoft standards. Internet Explorer is also integrated to the DOCOsoft software.

The Office Add-ins allow for Document Management System (DMS) integration through the familiar MS Word, Excel, Project and PowerPoint applications.

These add-ins give access to the DMS, effectively replacing the traditional windows file system with the DMS as a means of file storage and property indexing.

Add-ins stand for Simplicity: With one touch of a button a document can be saved and indexed directly from MS Office into the DMS.

Secure Encrypted Archive Systems

Using DOCOsoft’s Secure, Encrypted Archive Systems, the Office Documents are stored in a secure location that is only accessible by Document Management Clients, this secure archive works in tandem with DOCOsoft’s revision control engine (that uses native storage and compression methods to store the various revisions of the office documents).

Document Push Technology

Add-ins can be used without having a DOCOsoft application client installed. The Add-ins use document push technology to allow Office products to wake up the DMS and place documents into it as a separate process from any other DMS client.

Dynamic Data Exchange (DDE)

DOCOsoft software also uses DDE to communicate to Internet Explorer and to floating toolbars on the Windows Desktop. DDE is a core MS Windows Technology that allows for communication between applications.

Applications that support DDE can be described in two ways, Message Senders (DDE Clients) and Message Receivers (DDE Servers). The main DOCOsoft application is a DDE server; with a DDE server it is possible to send message to the application instructing it to carry out a specific task. Examples of such tasks would be to Search for a keyword, to run the application, or to add a file to the application.

MS Explorer Integration

Any files that are visible in Internet Explorer can be imported directly into the DOCOsoft application. Once a file has been selected the file can be imported into DOCOsoft by either right clicking on the File or else by selecting the file menu. An option to add the file to DOCOsoft is available in both.

DOCObar

Similar to the Windows Task Bar, the DOCObar is a separate application to the DOCOsoft product. The DOCObar runs on its own and contains many useful shortcuts that invoke the functionality of the DOCOsoft application.

Note:

The DOCOsoft application does not have to be running in order for either DOCObar or MS Explorer commands to work.

Interface with other 3rd party systems

Many businesses are struggling with the ever increasing demand for document management and retention; with DOCO Treasury Enterprise organisations can implement solutions that allow them to better manage this information and streamline document retention.

With DOCO Treasury, companies can tailor the product to best suit their requirements.

This section will expand on the architecture of the solution and demonstrate its ability to fill the business requirements in today’s marketplace.

DOCOsoft owns all the source code to its software suite, thus enabling a speedy further development or customisation cycle.

Application Programming Interface (API)

Integration is heavily assisted through the DOCOsoft API which third party software developers can use to interface with DOCOsoft products. Alternatively, DOCOsoft can provide its own team of developers to assist with development.

Typically DOCOsoft software can be integrated in two ways:

  • From the inside, this is where a DOCOsoft application window may appear inside another application.
  • From the outside, this is where the DOCOsoft application may be started from within another application.

The Application Programming Interface (API) is based on the Microsoft.com standards. all controls are in Active X. Applications written in Visual Basic, Powerbuilder, Visual C++, ASP, ASP.Net etc can interface easily to the DOCOsoft system using our industry standard controls

Industry Standard Three Tier Component based

DOCO Treasury has been designed to fit into a component model for application building. The industry standard three Tier model makes it easy to deploy and to fit into existing IT solutions. The component approach makes it very modular and allows the solution to be easily upgraded as the business grows.

Revision Control in DOCOsoft Document Management Solutions

A key concern for many systems owners is version control, i.e. managing work products that evolve into multiple versions. Version control is important for any design task, including software development, word processing, spread sheet applications, computer-aided design and manufacturing, databases and many other applications in which data is entered and revised frequently, possibly by multiple people.

DOCOsoft’s Revision Control Engine (RCE) is a plugin that provides top-end version control. RCE automates the storing, retrieval, logging, and identification of revisions of these files, and provides selection mechanisms for composing configurations.

  • There is no limit to the number of revisions RCE can handle.
  • RCE works with data files of any format, including, but not limited to, ASCII text, source code, object code, word processor data, spread sheet files, CAD/CAM designs, data base formats, multimedia formats, etc.

Advantages of DOCOsoft's RCE

Multiple Revisions
RCE stores and retrieves multiple revisions of any file in a space efficient way. Changes no longer destroy the original, because the previous revisions remain accessible. Revisions can be retrieved according to revision numbers, symbolic names, dates and authors. 

History of Changes
RCE maintains a complete history of changes and logs all changes automatically. Along with each revision, RCE stores the author, the date and time of check-in and a log message summarising the changes. The logging function makes it easy to find out what happened to a module without comparing source listings or tracking down colleagues. 

RCE minimises storage
RCE needs little extra space for the revisions (only the differences). If intermediate revisions are deleted, the corresponding deltas are compressed accordingly. 

Release and Configuration
Control Revisions can be assigned symbolic names and marked as released, stable, experimental, etc. With these facilities, configurations of modules can be described simply and directly. 

Automatic Identification
RCE automatically identifies each revision with name, revision number, creation time, author, etc. The identification is a stamp or serial number that can be embedded at an appropriate place in the body of a revision. The identification makes it easy to determine which revisions of which modules make up a given configuration. 

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