Frequently Asked Questions about Document Management
Here are some questions most people want to know about DocuVantage OnDemand® and Electronic Document Management. If you don't see an answer to your question, feel free to contact us and we'd be happy to personally answer it for you.
What type of Document Management system does DocuVantage® provide?
What types of documents can be stored?
What types of scanners does DocuVantage OnDemand support?
Can DocuVantage OnDemand be web-enabled?
What types of businesses use DocuVantage OnDemand?
How is the DocuVantage OnDemand system priced?
How are your documents protected?
What is redaction?
What are annotations?
Workflow
How do you define a workflow?
How do you show approvals on your routing slip screen?
How do you allow users to choose who receives the next task in the process?
How do you escalate tasks?
What type of Document Management system does DocuVantage® provide?
DocuVantage OnDemand® is a highly scalable, browser-based document management and business process automation platform that allows you to rapidly deploy solutions that unite legacy, paper-based, and pure digital information for a competitive advantage. DocuVantage OnDemand modules include Web Capture/Imaging, Text/OCRSearch, Workflow/Business Process Automation/Collaboration, Email/Fax Management and Records Management.
What types of documents can be stored?
Almost any kind of document you can imagine can be stored, including scanned images of paper documents, word-processing files, graphics files, spreadsheets, PDF files, text files, photographs, customer service records, maintenance records, product development records, patents, patient records, engineering drawings, legal records, student transcripts, accounting records and material safety data sheets, to name only a few.
If a user has the appropriate security access, he or she can retrieve any file in a manner of seconds. And because we support a vast array of scanner types there is truly no limit to the types of documents that you can capture and store.
What type of scanners does DocuVantage OnDemand® support?
Fujitsu, Visioneer, Kodak and all TWAIN-compliant scanners.
Is DocuVantage OnDemand web-enabled?
Yes. Our software is browser-based and allows you to capture, search, archive and retrieve documents from anywhere in the world, using only a web browser.
What types of businesses use DocuVantage OnDemand?
Almost any type of business you can name including: Nonprofits, Credit Unions, Universities, School Districts, Government Agencies, Marketing and Advertising agencies, Engineering Firms, Manufacturing/Distribution, Healthcare Management, Medical Facilities, Real Estate and Property Management, Retail businesses, and Technology companies to name a few. The list is limitless.
How is DocuVantage OnDemand priced?
The DocuVantage OnDemand application is delivered to our clients as a per user, monthly subscription service. Our solution does not require the customer to purchase servers, software or allocate IT resources to the management of the application- we do it all!
How are your documents protected?
Document Advantage Corporation understands that your mission-critical information must have the highest standards of quality, security and reliability. DocuVantage believes in data protection to the highest standards. That is why our electronic document management solution, DocuVantage OnDemand®, resides in a secure, Tier IV data facility that specializes and serves customers who require world-class reliability and network diversity.
Equinix is the largest global network-neutral data center and Internet exchange services company in the world. With direct access to more than 300 networks, including all of the top global Tier I networks worldwide, Equinix has built the most reliable data centers in the industry and delivers greater than 99.9999% availability.
Equinix power systems have distributed redundancy to guarantee continuous operation. The system is N+1 redundant including each component within the parallel electrical systems.
Equinix customers include more than 300 different carriers and ISP's including the world's largest IP backbone networks. More than 1700 Global customers include Google, Sony, Microsoft, GE, IBM, AT&T, British Telecom, Adobe, Merrill Lynch, PayPal, and Yahoo!
For more information visit Equinix
What is redaction?
Redaction is the process of hiding information on a document. On paper, redaction is typically performed by blacking out the area that needs to be hidden. In DocuVantage OnDemand, redaction appears as a blacked out area, however the system applies the “blackout” selectively. This enables users with authority to view the entire document and enables users without the proper authority to view only selective areas. For example, when a document is subpoenaed in a court case, information not specifically relevant to the case at hand is often redacted. Medical records are often redacted when released to hide patient sensitive information that may include address, social security number, and medical condition.
What are annotations?
Annotations are the highlighting and markup of documents designed to draw attention to specific items or note corrections needed. Annotation tools allow you to draw lines, rectangles, ellipses, and add text notes to documents. Text annotations are often used to explain a drawn annotation or to show simple calculations. Annotation tools can be used for any type of comment from drawing changes on scanned engineering drawings when they don’t have the original CAD files to indicating that an invoice was paid.
How do you define a workflow?
1. Talk to everyone.
Many people involve only management in the definition of business processes. They are only the starting point. You need to involve everyone that is involved in the process. What you will find is that the management view of the process is usually at a higher level and does not reflect what is actually happening. The people involved in the process know where they make shortcuts or where they do tasks that they know are dumb, but they are required to do them. If you are in a ‘hostile’ environment, interview people and leave their names out of the process. This will allow them to feel safe and encourage them to share everything with you. If the environment is not made safe, you will get false or incomplete information and your shiny new process will be flawed right out of the box. Talking to everyone also gets them involved in the change and helps get their buy-in to the new process, after all, they are the ones that you are counting on to execute the process.
2. Think about reports.
Many people develop new processes but they forget about measuring. After all, don’t you need to know how well you are performing? When you design the process, think about the key indicators for success. What tasks should be timed? What is the time goal for completing the task? Are there any compliance reporting requirements to meet? Does the information need to be integrated with another system?
How do you show approvals on your routing slip screen?
Use a Set Variable node in your process to record the last user and current date in the fields that you have identified on your routing screen. This makes it easy for people to see who approved a task and when.
How do you allow users to choose who receives the next task in the process?
Assign a User node to a Field, which should be a dropdown list on the routing screen. The dropdown list contains the Name of the user in the display and the person’s UserID preceded by a U as the value. When the task arrives at a step that has been assigned to this field, the user that selected in the dropdown will receive the task.
How do you escalate tasks?
Use a timer on a task to have it escalated to a supervisor or returned to the user with a higher priority. With Timers, you tell the task which link to follow if the time has expired. This link can move the task anywhere you want it to go. Many customers use timers to notify supervisors when tasks are falling behind.
More Questions?
If you did not find the answers to your specific questions about document and workflow management here, please contact us via email at This e-mail address is being protected from spambots. You need JavaScript enabled to view it or call our offices at 866.367.3467 ext. 1 and a Document Advantage staff member will happily assist you.
