Document Management

In Summary

• Fully integrated application of Opera 3
• Captures any file type
• Instant Retrieval
• Manual or Barcode Indexing
• Content Indexing and Deferred Indexing
• Reduces paper waste and helps your business 'go green'
• High level of security down to individual data level
• Ability to set up user roles with access rights
• Transactions tracked, with full auditability from individual files to system level
• Reporting by date or user range
• Available as a desktop version for other employees not using Opera 3

A complete document imaging and file management solution, Document Management handles all key business information: general correspondence, customer purchase orders, supplier documentation including delivery notes, invoices and credit notes, job costing paperwork, such as timesheets and requisitions, payroll & HR documents and many others. And you'll never lose paperwork again.

Features

Easy to use

You'll find Document Management easy to use and also has user configerable screens. Images held within the system can be accessed using friendly, easy to use retrieval software for instant access. Your staff can be up and running straight away - and start utilising your investment.

Five Primary Functions

• Capture
• Indexing
• Retrieval
• Archive
• Reporting

Content Indexing

Content Indexing captures words from machine typed text, scanned images, .txt and .doc file types and uses the text to index the document. This automated method of indexing documents is in addition to Manual Indexing and Barcode Indexing, making it even easier to retrieve documents.

Content Indexing enhances the use of captured data within Document Management with:

• Inclusion and exclusion dictionaries which allow you to manage the words that are used to index the document
• Improved retrieval and analysis of data which allows for cross reference of documents using any combination of words and terms

Deferred Indexing

Captured data can either be indexed at the point of capture, or at a later stage with Deferred Indexing. Users will enjoy greater flexibility including:

• Documents can initially be captured as a batch with a name without being indexed, and can optionally be assigned to a user for future indexing
• Ability to browse, create and index a batch from images created by multi-function devices such as large photocopiers that 'scan' to a path on the network

Document Management Desktop

Document Management Desktop offers capture and retrieval functionality from Document Management and is available to employees that don’t have access to Opera 3. This enhances the Document Management solution into a company-wide application to help you manage one of your most important assets: paper and electronic information.

Easy capture

An In-tray icon on the Windows desktop provides a quick and simple method to capture electronic files such as Word® documents or Excel® spreadsheets. You choose the Opera company you want to add the document to and enter any additional information to index the document to the relevant area in Opera 3.

After a file has been captured, the original document can be deleted so that there is only one copy of the document, which is securely stored on the Document Management server. This stops confusion about which copy of the document is the most recent.

Simple retrieval

With Document Management Desktop, you can easily retrieve and utilise any files that have been stored in Document Management, provided you have security access to that part of the system.

A good fit for all departments

Document Management is for everyone in your office and can benefit most departments. The HR department can keep staff records on file such as a CV, copy of a driver's licence and a passport. To maintain compliance when employing foreign workers, employers must keep copies of the employee's right to work in the UK documents on file. Make it easy with Document Management.

Typically, Customer Services receives a large amount of correspondence, so important letters can be scanned and kept on file for future reference. The Accounts department can keep supplier related documents on file, such as letters and invoices. Document Management can also benefit Marketing, Sales, Service, Project Management and more.

Security

Document Management Desktop is a secure application: you need to have a user ID created in Opera 3. Even if you don’t use Opera 3, your Opera 3 login ID creates the security profile that determines which documents you will have access to within the system. For instance, if your user ID only allows you access to the Purchase Ledger, you will only be able to access documents associated with the Purchase Ledger such as purchase orders or supplier invoices. Also, if you have only been given access to capture documents in the Purchase Ledger, you will only be able to index them against the Purchase Ledger.