Solutions > Office Automation
OFFICE AUTOMATION SYSTEM
Office Automation System ensures secure and convenient access to create and manage electronic documents in corporate network. It allows users to store, use, share and archive various files to improve efficiency and accessibility of information as well as guarantee authenticity and reliability of stored documents.
 
Set Up Your Automated Working Environment
Document Management enables to create and circulate electronic documents online. It provides users all necessary functions and facilities to import, create, edit, distribute, view, download and print electronic documents in the system.
 
Electronic Document Delivery Process
The system provides standard paper-based document delivery workflow functions, enabling organization to manage incoming documents effectively and improve efficiency of document delivery.
Document Capture and Registration
The system provides standard paper-based document delivery workflow functions, enabling organization to manage incoming documents effectively and improve efficiency of document delivery.
Document Review and Approval
The system provides an electronic document viewer, enabling related users to review and approve electronic documents stored in the Office Automation system without downloading the whole document to user’s client computer.
Document Retention and Disposal
The system supports an easy-to-configure interface which enables customers to define and modify rule-based retention and disposition policies. It is convenient to manage retention policies and track the physical location of documents. System supports to automate document dispositions and transfers.
Record Classification and File Plan
The system supports the process in which records are identified and categorised on the basis of their subject and category according to the organisation’s classification scheme. The classification is assigned with a classification number for efficient retrieval.
Record Capture and Registration
The system provides records filing function for system users to initiate the records capture application. It manages a variety of document formats including word processing document, spread sheets, emails, audios, videos, images, and etc.
Record Management and Operation
The system enables the authorised users such as the system administrator to perform updates on records. Such operations are grayed out or invisible on the user interface to unauthorised users. Every operation performed on records in the system will be traced and kept in the audit logs. Reports can be generated on the logged details.
Record Retention and Disposal
The system supports allocation of retention period and disposition schedule to every electronic category and folder, and count retention period of different record folders automatically. Furthermore, the system can alert and prompt record officers as retention period lapses, and seek for confirmation before implementing disposal actions.
Archival Collection Process
The system provides flexible process to archive digital documents and records. The archival files, recommended by the International Standard Organization, fit for long-term preservation requirements and include such formats as XML, PDF, TIFF, FLAC, and MPEG.
Accession to Archived Files
The system enables users to get on-line access to archived files using advanced search engine. Authorized users can schedule time using planning tools to get physical file for additional study.
Management of Archived Files
The system optimizes the process of archive management empowering its users with advanced electronic cataloguing and indexing tools. The system administrator is able to control user roles, data and permission.
Preservation and Deletion of Archived Files
The system supports an easy-to-configure interface which enables customers to define and modify rule-based retention and disposition policies. It is convenient to manage retention policies and track the physical location of documents. System supports automated document dispositions and transfers.
Event Trigger Processing
In the system, process can be trigger not only by users, but also by specified events such as receipt of digital records or documents. These events can be fully customized by authorised users and implemented across all system functions. Furthermore, the workflow supports multiple triggers per process, which can help define more than one condition to implement a process.
Serial and Parallel Working Processes
The system supports serial and paralled ones working processes which can be easily configured with the workflow designer. Serial working process can be initiated with sequential approving approach and parallel can be processed simultaneously.
User Permission Allocation
When the workflow is processing, the user who receives an application can approve, select and send the application to any other system user. The participants of a workflow can be a specified user, a user group or both.
Working List Management
The system enables users to see applications, messages, and notices from working list on the home page of the system, and check the detailed information. The working list provides comprehensive information including work subjects, current status, approvers, authors, units and date, with a line for each pending work to process.
 
︿