Enterprise Content Management(ECM)
High Level Feature Requirement Items
Web Portal for Desktop
Working professionals are enabled with secure web access
Document Search & Email Content Search
Full Text Search:Traditional Chinese to Simplified Chinese or vice versa
Advance Search
Solution：Besides Content search DMS can also search files by File name,Publisher,Publish Date,Charger,Charge,Category,Tag .
Document Profile Search (Index Search)
Solution：
Documents that have been indexed can also be searched via our Document Profile
Search by document profile results can be exported into Excel
Fields are dependent on the pre-set Document Profiled.
More details can be search of which information that might not be inside the content of the documents or the file itself is not a searchable document PDF / Soft Copy type (i.e. Movies, pictures, CAD drawings, etc)
Can also cross Document Profile search via the “Search By Document Property” of which different document profiles that might have the same field names such as “Invoice Number” which might be in Invoices, delivery note, and receipts.
Document Indexing and Profiling
We can set multiple documents index and profiles to your documents.
User Access Control to Folders&Files Permission
Folder Permissions
DMS is based on folder-based permissions
Groups / Users can have different Roles in each folders
Permissions can inherit from parent folders
File Permissions
Rename , Upload new version , Delete , Manage tags , Download
Modify Folder (Move files among folders)
Encrypted File Upload and Storage
Connection to DMS with HTTPS
File transport is encrypted based on SSL certificate settings
Files uploaded to DMS will be encrypted using 256 bits AES
Version Control
Versioning
DMS Can keep versions of which of each document which there is no worries of any documents that could be overwritten by other users.
Versioning (Version Comparison)
Solution:
Besides versioning, we have a version comparison feature that users can see both version side by side to see the difference
For example: Comparing 2 different signature cards
Versioning (Version Comparison)
PDF
Versioning (Remarks on changes)
Versioning (Advance Version Comparison
Solution:
For documents that may be complicated length, our cloud based optional advance version comparison can highlight and point out the 2 different comparing documents to see what are the difference between them –
Excellent for checking differences between contract and agreements!
Audit Trail Tracking
Audit Trails – File Audit Trails
DMS have both Audit Trials for:
Each individual files
The System
DMS have both Audit Trials for:
Each individual files
The System
Drag and Drop Filing
Drag and Drop to Folder
Solution：
Files and Folders can be easily drag and drop into any white space within folder
Document Linkage
Link related documents
e.g.
a. Quotation link with the relevant invoice and PO
b. Meeting minutes link with supplementary attachments
Document Retention Period
Scanned hardcopy / PDF
Select the document expiry date.
The expired documents will be automatically archive to predefined folder.
Scan to Folder Email Archiving
Ricoh MFP Integration
Through the Ricoh Smart Operation Panel (SOP), users can scan and file the document into DMS directly.
Not only limited to Ricoh Copiers!
Other copiers and Scanners can scan into DMS via Hot Folder Methods!
Windows Explorer
Map as Web Folder (E.g. Z: Drive)
Mass upload / download of folders including subfolders and documents
Drag and drop documents from Desktop to Web or Vice Versa
WebDAV support for document retrieval
Desktop Scanners can save files here.
Email Filing
Solution：
File all emails by client and case number in Subject automatically
Allow to transfer case for other colleague to follow up easily
Drag and drop emails to file with attachments directly
Captures email attributes automatically like To, From, Subject, Date and Attachment Names.
Monitor email address to file incoming and outgoing email automatically
Document Period
Document Retention Period Setting
To install this Web App in your iPhone/iPad press 
and then Add to Home Screen.
