The DataView Document Management System includes a host of value-add enhancements and integration with third-party apps that improve network document and email scanning and enterprise-wide access.
Record Retention & Disposal
A fully automated Record Retention and Disposal Policy ensures that any documents that are no longer needed or of value are discarded on an established schedule. A properly devised policy provides compliance with local, state and federal laws, and helps your employees fully understand their obligations in retaining electronic documents.
We’ll work with you to review your document types, setup appropriate record categories based on type and date, and configure a fully automated, document-specific retention and destruction process and schedule. Retention periods can be set for each document type, and the system can be configured to delete empty folders once all of the documents in the folder are deleted. Documents that are deleted remain on the system until a physical purge process is run on the DataView document management system.
Depending on your business and industry, different document types have different retention requirements. Accounting and finance-related documents like accounts payable ledgers, annual audit reports and financial statements, for example, are typically retained for up to seven years. All electronic documents, including Microsoft Office Suite and PDF files, e-mails from internal or external sources and corporate records like signed minutes of the Board, bylaws and annual financial reports should all have a specific Record Retention and Disposal Policy too.
DataView’s Automated Data Distribution accelerates the delivery of electronic documents by letting you easily transmit documents – along with customer distribution information — to DataView in a wide range of file formats, including IBM (AFP, IPDS, SCS) PCL, RTF and several others.
DataView supports the following Automated Distribution methods:
- Email: automatically create and send an email note with the document attached
- Web Server: automatically distribute information vis web servers
- Fax: automatically fax documents to customers
- Print: apply forms overlay and distribute the documents to a company’s printer
DataView converts all incoming files to PDF, HTML or text and allows you to group documents for distributing to the same individual.
If form overlays are applied to the data, copies can look like the original documents. DataView fully automates the distribution process, ensuring accurate and instant delivery of statements, bills, spreadsheets, reports, and other business documents.
Benefits of DataView’s Automated Distribution:
- Reduce paper, printer toner, postage and overhead costs
- Maximize service and provide customer documents in a timely, secure manner to help expedite payments
- Stop wasting valuable staff time printing, preparing, and mailing documents and increase overall efficiency in the office
- Minimize errors in document storage
Information access and document sharing is an integral aspect of providing the very best customer service. Easy, enterprise-wide access to the right customer information at the precise time it’s needed can make all the difference in ensuring a successful customer experience.
As a network-ready solution, DataView elegantly handles a wide variety of paper and digital documents and forms, streamlines network document processing, saves time and money and helps your employees offer responsive service.
Rather than manually sorting pages prior to scanning, DataView’s Netscan Transfer automatically classifies, sorts, separates and extracts data from incoming documents based on document type, barcodes and text on the page and then files the documents into the correct folders. It’s that easy! Multiple page documents can be split into individual documents using the number of pages, a barcode value or blank page separator sheets.
Automate Document Scanning, Indexing and Network Storage
DataView lets you scan and import documents using a range of network-attached devices, Multifunction Peripheral (MFP) scanners, network document scanners and fax servers. We’ll work with you to configure these devices to import documents using the same rules that can be used with scanners attached to a single, local station. Simply select the document type (i.e. invoice, delivery ticket, etc.) and scan it directly to a network directory or to a monitored directory that can be manually indexed by users or via DataView’s Automated Indexer. The Auto-Indexer reads values either using OCR or barcode values on the incoming documents to determine the destination. Rules for handling the documents can be set for each individual directory.
DataView can handle multiple office documents (i.e., doc, docx, xls, xsx, pdf, tiff) and image formats (png, bmp and jpg), and offers a range of scanning options, including:
- convert from PDF to Tiff
- perform texto recognition to fix the page orientation of the documents
- de-skew pages
- convert to black and white to reduce file size and save space
- remove blank pages
Emails are, at their core, documents that contain information. As such, they should be managed like all other documents. The DataView Document Management System lets you easily capture and manage text and HTML-based email messages and their attachments for fast retrieval and improved collaboration among colleagues.
Capture Emails for Fast Retrieval, Enhanced Collaboration
DataView provides an organized, systematic approach to managing email documents. The solution uses a monitored, dedicated email account under your domain name to automatically capture incoming messages and store them in DataView with related documents. No more printing and scanning email documents or dragging and dropping email attachments into the system. You can either forward an incoming email manually or create a forwarding filter in your email client which will automatically forward the email to DataView.
Link and Store Attachments As Separate Documents
Email messages are automatically stored with its attachments as separate, individual documents for easy retrieval. Documents are easily imported to specific folders in DataView using the email subject as the filename and matching it to the folder index to ensure that the subject is valid. Documents can also be routed to a batch folder to be manually indexed to an existing folder or a new location. Users can index emails in DataView using a PC, tablet or phone along with photos which can be stored in the system for projects or issues with customers.Imported email messages can be fully integrated with the related documents in the DataView system. Messages can share common folders, document types, etc. with other documents, helping you work more efficiently. You can also send email from within your document management application. You can drag-and-drop email messages and their attachments from Microsoft Outlook, Microsoft Outlook Express and Thunderbird 9.x, or add email messages and their attachments to a folder in DataView by importing them from the hard disk. DataView can import emails from POP3, IMAP, Office 365 and Exchange Web Services email servers.
DataView RESTful API
DataView’s RESTful API makes it easier than ever to add document management capabilities to your CRM, accounting software and other, mission-critical third-party business applications. You can create, update or search for documents in DataView’s centralized documents repository directly from within these app.
DataView’s RESTful API is completely bidirectional, so other applications on your machine or network can perform tasks such as adding a document to a DataView DB, fetching a document from DataView and much more. The DataView RMS Restful API uses the Open API specification for complete development flexibility.
You can return DataView cabinet, drawer, folder and document information—as well as the documents themselves—to other applications using industry standard interfaces that communicate using HTTPS. All transactions are encrypted from end to end, allowing secure use over the Internet.
In addition, you can integrate documents with your web site to allow customers to securely access their own documents.
The RESTful API improves productivity by letting you import to and access data from a single location, ensuring that your data is always synchronized for a more complete picture and better access to your company information.
CD/DVD Publishing is a license to distribute DataView software and archived data utilizing DataView’s Database Software and Viewer. Travelers, customers, and partners can have access to your data even if they don’t have access to the DataView server. With DataView, you can save data to CD disk for east of access and transporting, and your published data looks just like the real system. Eliminate the burden and cost of paper storage by storing images, documents and indexes in a self-contained CD-ROM.
DataView can be easily configured to enhance your business applications by enabling relevant data stored in DataView to be easily accessed in those apps. For example, you can integrate a host of automated tasks, including:
- Folder Look-ups: DataView returns a list of folders that match the indexes passed by the Image-enhanced application. If there is just one match, the folder displays as an open folder.
- Document Look-ups: DataView returns a list of documents that match the indexes passed by the Image-enhanced application.
- Scan to Folder: This operation prompts users to scan documents directly into the folder that has indexes matching the parameters passed from the Image-enhanced application.
DataView’s Image-Connect lets you interface with virtually all accounting and other electronic management systems that use AS400 applications, terminal applications, or Microsoft Windows clients. Help your team work more efficiently by accessing specific DataView folders and documents based on the data currently on their screen. It’s that simple. Other applications can be also enhanced using an API that leverages the same technology behind Image-Connect.
DataView’s Image-Enable API allows programmers to enhance their business applications by enabling them to add to and/or access the contents of their DataView server. For example, to simplify the repetitive task of searching for documents, a business application can be enhanced to automatically perform a variety of DataView queries. These parameters could be based on data presently being displayed by the screen by your image enabled application or other hidden data that your application knows is related to that data.
For example, as a user is viewing information that relates to a specific customer in their accounting application and they wish to review the customer’s file, they would have to open the DataView client, enter the customer’s name or account number and perform a manual query. Another user with an Image-Enabled version of the same accounting application, and viewing the same information is presented with documents relating to that customer in a single click!
DataView’s Application Programming Interface (API) allows a web server to securely retrieve documents from DataView. If a customer or a partner requires information but is remotely located, our WebLink option can easily handle data retrieval via the web. Customers can quickly and securely view reports, documents, invoices and statements for payment over the web and on demand. Save money on postage, printer toner, and paper, improve efficiency in your office by cutting down on the time spent responding to inquiries, reduce labor costs and increase in company profits and improve customer care and satisfaction.