IDOX Electronic Document & Records Management System (EDRMS)

IDOX Document Management System (DMS)

IDOX DMS is an award-winning, scalable, flexible and easy-to-use document management system which can be implemented in a single department or throughout an entire organisation.

IDOX DMS is web based and is able to integrate with both web and non web based back-office solutions. The DMS solution challenges the very concept of paper and how it is transmitted around an organisation and within communities, yet its simplicity lies in its exact reproduction of the manual filing process used in paper-based office systems.

IDOX DMS components

Scanning

Imaging software for the conversion of paper based documentation into electronic images. Allows for de-skewing, de-speckling and all other functions that are standard within imaging software.

Indexing

Once documents have been scanned and quality checked, a business user is provided with the tools to attach metadata or keywords to the document for future retrieval. To short-circuit the manual indexing process, IDOX group will, where possible, build a link to a back-office system to pull data into the indexing fields automatically.

Browsing

Once the metadata has been applied to documents or folders, a user can retrieve the item from the document store by searching the repository based on keywords. The user, depending on privileges, will have the rights to perform a host of functions with regard to the document, including Adding Notes, Updating or emailing the item.

Image Viewer

All scanned documents are accessed by an advanced image viewer giving the user a number of functions to Pan, Rotate, Scale, or annotate (including redaction) the document.

Integration

One of the key strengths of IDOX DMS is the integration capability embedded within its design. The IDOX DMS can be integrated with both web based and non web based back-office systems thereby providing a secure, accessible document storage and retrieval dimension to existing applications. Investment in existing systems is therefore retained.

Features & benefits of IDOX DMS

Saves space and cost - Paper documents are no longer required - or at least are no longer require expensive local storage space. Paper documents can be disposed of or stored off site in low cost secure archive storage.
Improves operational flexibility - Documents are linked to their parent records and immediately accessible from any web accessible terminal subject to relevant security access. Documents can therefore be accessed and printed remotely 24/7.
Realises additional value from existing systems - Integration of DMS with existing back-office solutions is eminently feasible and provides a new "imaging" dimension to existing solutions.
Document size and type - accommodates documents ranging from A0 to A5 - all viewable on a standard 15 inch monitor. Allows storage of all electronic document types including Word processing files, spreadsheets, email, TIF, PDF, JPEG, GIF, audio and video.
Version Control - facility to draft and track document versions - for electronic documents.
Annotation - images of paper based information can be annotated with no alteration to the original document - satisfying PD0008 for legal admissibility.
Monitoring - a complete audit trail is available which records the history of all actions associated with a document.
Messages - allows validation, confirmation and warning messages to be configured.
Database integration - integrates with standard relational databases Microsoft SQL Server, Oracle and Sybase and integrates with many others.
Customisable - interface can be customised easily to meet individual needs.
A scaleable solution - able to store many millions of images within a single database.

IDOX Records Management Systems (RMS)

The IDOX RMS module is an extension to the document management module and provides for the storage of records in compliance with PRO2002 requirements. Combined with the document management module, IDOX software enables a fully integrated EDRMS.

Whilst the Document Management Module is suitable for day-to-day working files, the Records Management Module is suitable for long term digital preservation of those files for archive purposes.

It is ideal for Knowledge Workers, FOI and Data Protection Officers, as well as Records Managers and Archivists - teams that require access to structured and unstructured information across the organisation.

The information architecture has a structure and functionality mandated by TNA, which includes details on classes and folders, parts, custodianship, reports, retention and disposal, and additional security. As with the Document Management Module, there is no restriction on the type of files stored. The solution however does limit the ability for users to update or amend those files - which are now deemed to be "records".

IDOX RMS components

Browsing

This component enables the user to search and retrieve records via a number of methods:

browsing the file plan.
free-text search of the metadata and content of records.
advanced search of selective metadata and content of records.

The browse component also enables a user to 'declare a record' to the repository - either manually or against a controlled vocabulary such as the IPSV.

Records administration

Privileged users are provided with the tools to manage retention and disposal schedules - this includes defining and allocating schedules and executing disposal. The system will record all activity indefinitely. It may also be necessary to export records for digital preservation, or for backup archiving. This component therefore provides the facility to export the metadata and associated records using standard formats such as .xml or .csv. This component also has a built-in Metadata Definer. This provides appropriate tools to amend the file plan structure.

Image Viewer

All scanned documents are accessed by an advanced image viewer giving the user a number of functions to pan, rotate, scale, or annotate (including redaction) the document.

Features & benefits of IDOX RMS

Flexible Design - a hierarchical file plan system supports the storage of records. File plans can be easily amended by systems administrators.
Auto Declaration - the system can be configured so that most documents will be automatically declared from the Document Repository to the Record Repository - however manual declaration facilities are also available. Records may be automatically declared to the Records repository by third-party systems using the Web Services interface. This ensures retention and disposal schedules can be set to manage external databases.
Global Search - free text searching is embedded so that records can be identified across the organisation - whether held electronically or in physical filing cabinets.
Microsoft Office Integration - ensures files can be declared as records directly from Office Applications.
Monitoring - a complete audit trail is available which captures the history of all actions associated with a record.

Further details about IDOX EDRMS can be found in our brochure which is available for download.