Product Features

Overview
Every day companies receive and generate incredible amounts of information – proposals, HR documents, financial reports, purchase orders, contracts, quality documents, engineering drawings, forms, announcements, e-mails - the list goes on and on. Over 90% of this information is stored on paper and electronic documents. The management, delivery, and control of documents are critical to any business. Organizations can't create and deliver business value without proactively managing the documents that support their business. What's more, documents must not only be intelligently moved throughout an organization to support day-to-day business activities, but they must also be secured and controlled, end-to-end, to protect corporate assets and avoid litigation later.
DMSYSTEM Document enables organizations to effectively and efficiently automate management of electronic and paper-based documents throughout their entire life cycle - capture, create, classify, share and secure, archive and destroy. Any authorized person - employees, customers, vendors or partners - can manage and work on your documents safely and securely anytime and anywhere in the world.

DMSYSTEM is a Document Management Software System that includes Collaborative Workflow, Content Management, Document Imaging and Scanning, Electronic Forms, ISO 9000 Document Control and Records Management under one integrated software platform. It improves meaningfully communication and teamwork across departments and functional areas.

DMSYSTEM Document helps in organizing, managing and keeping track of documents so any person can find them when he needs them. It lets users create and maintain a secure document repository, keep track of the relationships between documents and quickly search and retrieve documents.

It integrates seamlessly with popular desktop software as Microsoft Office Applications (Word, Excel, PowerPoint, Outlook and Visio) and Open Office, CAD design software (Autocad, Inventor, Microstation, SolidWorks, SolidEdge, etc.), Adobe PDF, Corel Draw, Image Editors and many others.
DMSYSTEM also minimizes risks and costs associated with a growing number of regulatory compliance and corporate governance processes such as those related to the ISO 9000 Quality Guidelines, Sarbanes-Oxley, FDA 21CFR Part 11 Electronic Record Keeping, Good Manufacturing Practices, OSHA Regulations, and others. It ensures compliance with electronic documents and signatures, revision control, and audit trails across a variety of industries from manufacturing, government, education and financial services, to pharmaceutical and medical devices.
DMSYSTEM is an full web application that is deployed and maintained from a scalable, centralized server ensuring that users have the latest version of the application while reducing IT department's deployment and maintenance costs.

Features

Document Organization

The DMSYSTEM settings centrally manage company-defined fields ensuring that documents are classified and identified in a meaningful way when added or checked into the system by end users. These metadata fields are created and associated with different types of documents. Metadata fields can be of various types including text, date, numeric, currency, checkbox (yes/no), pick lists (local list or retrieved from an external 3rd party database).

Document identification control allows Administrators to quickly define and build unique document numbering standards for different types of documents. Document identification convention can be built with a predefined prefix, or suffix, and can include any metadata index field as defined for the document type. Field Masking allows for the strict control of formatting of exactly how the document will be named and how many characters will be shown.

DMSYSTEM enables to seamlessly use Microsoft Office documents (Word, Excel, PowerPoint, Visio and Outlook) and other WebDAV compliant desktop tools to create documents directly from desktop applications. Users can drag and drop files from Windows Explorer directly into the unified repository.

DMSYSTEM PDF Creation Engine optionally provides automatic conversion of popular document formats to PDF without having to have PDF creation tools on their desktop system.

DMSYSTEM controls access to documents and data at any or all of the five different security levels - System, Database, Record, Field and Document. Permissions can be assigned to individual users or to different groups of users.

DMSYSTEM maintains an extensive audit trail of all document activity, essential for regulatory compliance. It tracks automatically all user interactions with documents, including document creations/views/edits/approvals/deletes and much more. Information captured for each log entry includes document action, document version, user, date/time and document changes. 

Distribute, Search and Access

Users can easily build their own search queries using company defined fields, system users, document type, creation/modified dates, document approval status, document version, document number and any other metadata. All searches can be saved, reused, and shared with others in the workgroup. Users can only search for and find documents they are authorized to access.
The powerful Full Text Search Engine allows users to search the contents of files (including PDF, Office, Zip and many more) for specific words and phrases.

Navigation Views make it possible to hierarchically organize documents according to any metadata combination. Users can quickly view a listing of all parent or child document relationships with a document.

The compare feature displays both the old and new versions of CAD vector or raster documents so you can visually verify that all changes have been made correctly.

Users can email documents directly to team members, partners, suppliers, or customers.

Authorized users can distribute and email documents directly to team members, partners, suppliers, or customers.

DMSYSTEM automates document distribution process allowing authorized users to register and email documents directly from/to team members, partners, suppliers, or customers. A permanent record of all distribution tasks is maintained for each version of each document.

Workflow and Change Management

DMSYSTEM automates document management processes, such as document change requests and document review and approval processes, to ensure that they are carried out accurately and efficiently.

DMSYSTEM automatically routes documents to multiple authors, reviewers and approvers before being ready for general distribution. It also provides the ability to quickly create pre-defined document workflow templates in accordance with business processes.
Users can easily view their tasks, a description of the work to be done, who assigned the task and when it needs to be completed. Document tasks are submitted to users via email notifications and inbox assignments.

The electronic markup and annotation tools available in DMSYSTEM make it easy to communicate review and approval changes that need to be made to a document. Using the toolbar users can electronically markup more than 20 supported document types, including Autocad, Word, Excel, images, etc.

A permanent record of all workflow activities is maintained for each version of each document that has been involved in a workflow. Users with appropriate access can track these documents and their current statuses filtered by initiator, activity, status, start date, due dates, document type and more.

When new documents are issued, employees must electronically sign-off to acknowledge that they have read the new information. Association of compliance documentation with job descriptions ensures that relevant documents are identified for new employees automatically. Any changes to documents that warrant new training will automatically invoke training tasks.  

Scanning and Capture

DMSYSTEM accelerates business processes by scanning paper documents, converting them into accurate, retrievable information, and delivering it into the central database. It can capture any type of document and extract any type of information including barcodes and form field contents.

DMSYSTEM delivers many features for image display and enhancement, including zoom, rotation, deskew, despeckle (noise reduction), line removal, smoothing, scale-to-gray conversion and others.

DMSYSTEM automates multi-step imaging processing and document conversions. Barcode, blank pages, page count and patchcode recognition can be used to automatically separate a stack of pages into individual documents batches.

With its Optical Character Recognition feature DMSYSTEM can convert images into metadata fields and text documents that are instantly searchable by Full Text Search engine. It can use metadata captured when scanning documents to lookup additional metadata values from an external database.

Integration

DMSYSTEM includes a full Web Services API, which allows development teams to connect in-house or third-party software applications to DMSYSTEM, including ERP packages (e.g. SAP), CRM, Financial, Procurement systems and corporate portals. It enables functions such as view documents, search for documents, upload new documents, data exchange with great ease.
The Optional SharePoint Connector supports seamless integration of DMSYSTEM within SharePoint – without the need for custom development. Users can access DMSYSTEM's functions and documents via the Microsoft SharePoint interface on corporate intranets and extranets. It leverages Microsoft SharePoint investment for added document management, records management, document imaging, workflow and collaboration capabilities.

DMSYSTEM is the most complete software solution for Enterprise Quality Management.
Our solutions have been implemented in approximately 1,300 companies in the most varied sizes of companies and fields of businesses spread out in dozens of countries in South America, North America, Europe, and Asia.

DMSYSTEM provides great agility for automating processes and activities that impact the quality of services provided by your company. Besides this, our solutions automates all required controls throughout all management process steps (planning, implementation, monitoring, measurement, and improvements) and facilitates compliance to the most important international standards, such as: ISO 9000, ISO 14000, FDA, SOX, ISO 20000, ISO 22000, OHSAS 18000, SA 8000, ISO TS 16949, PMBOK, etc.

DMSYSTEM provides added teamwork productivity, through the “Team Workflow” control mechanism to guarantee simple and effective task control to meet the needs of company departments, priorities, and objectives; thereby optimizing compliance to deadlines and previously planned quality targets.

Customer Profile

DMSYSTEM Implementation Methodology

The DMSYSTEM implementation methodology is divided into macro phases; in order to follow a logical sequence and facilitate and optimize overall understanding and define when implementation tasks shall be performed.

PROJECT MANAGEMENT
Apply operational knowledge, training, tools, and techniques for implementing the solutions purchased by a Conti-Tech customer, in such a way as to monitor and control changes and recommend preventive actions, in order to avoid possible future problems; in case any possible problems are identified at the time corrective actions are carried out.

PLANNING

In the planning phase, it is possible to observe the current status, evaluate SOPs, and set future target references. This is to provide structured organizational workflows to facilitate the implementation of proposed actions

This is the first phase for implementing the project, which is the purpose of introducing the DMSYSTEM implementation methodology and the startup project team. To understand the overall needs of Conti-Tech customer to conciliate targets related to deadlines, priorities, and others.

Responsibility alignment is also performed in this step, whereas the necessity for mutual commitment among professionals is also expressed. Therefore, at this occasion we recommend that the chief professionals responsible for implementing DMSYSTEM Project should be present.

To maximize the utilization and benefits of the solution purchased by the Conti-Tech customer, a Process Analysis is performed, whereas the manager of each involved team in the project will be interviewed to present their pains and expectations.

The customer’s pains and requirements will be documented and if necessary an action plan is drafted and carried out to comply with the non adherent requirements.

After finishing this step the company ambient is ready for the solution installation.

EXECUTION
The execution phase includes the coordination of company personnel and resources, as well as project integration based on planning in order to comply with the proposed objectives.

Perform the installation of the solution purchased by the Conti-Tech customer in such a way as offer a turnkey system settings which is ready and released to continue providing excellence in future activities.

Prepare the computer ambient to be ready to meet identified requirements. In this way, configurations and parameterizations are input in the system to maximize usage and benefits. Also, importation/integration runs seamlessly to enable perfect system operation.

Provide system operating competencies to Conti-Tech Customers for their purchased solutions. Training deploys visual aids and support material to enhance training results.

To certify the acquired knowledge of participants, a conceptual evaluation is performed and a rating over 70% is required to display optimal solution operation.

Monitor the purchased solution implementation and then the actual system startup, assisting users in their operational procedures and review of input system parameterization.

CONCLUSION
The conclusion phase makes it feasible to employ the continual improvement methodology for excellence in DMSYSTEM implementation.

Formalize and document the concluded implementation based on the evaluations performed and lessons learned from the solution installation project.

For the continued use and maintenance of implemented solutions data transference to the team who was responsible for the implementation project, who will provide support needs to the customer while running the solutions.