Records Management
Records Management controls the retention of all associated business records securely organized within the OnBase Folders interface. The retention cycle of a folder is triggered by an event (or the passage of time), which ties records management strategies into organizational business processes. The module provides cutoff periods, retention plans and multiple destruction options. OnBase Records Management also offers exception handling as well as an administrative management interface.
Full-Text Search
Full-Text Search provides a single, unified interface for retrieving information using a combination of document keywords, dates, and content by integrating market-leading search technology with OnBase. Users can perform advanced searches for words or phrases that exist within documents stored in OnBase to quickly and easily locate relevant content. OnBase has two Full-Text Search modules: Full-Text Indexing Server for Microsoft® and Full-Text Indexing Server for Verity®.
Document Composition
Document Composition improves correspondence management by aggregating information from multiple sources and automating the dynamic generation of Microsoft® Word® documents. Document creation cycle time decreases and worker productivity increases because users no longer have to navigate between information sources to manually produce business documents. Organizations can avoid potential legal and compliance risks by producing accurate, standardized documents and communications.
Document Retention
Document Retention manages the retention and disposition of stored documents according to predefined business rules per class of document. The destruction process is initiated by the passage of time, allowing for automatic destruction and/or removal from OnBase. As a result, organizations avoid fines and reduce legal risks associated with expired content. Document Retention is often the initial, critical component of a completely automated records management solution.
Virtual Print Driver
The Virtual Print Driver (VPD) appears as a standard printer in Windows® applications and enables users to electronically print documents directly into OnBase. The printer can prompt for an import dialog or can save the documents into a network directory to be swept into a scan queue. Printing directly into OnBase saves the business cost of printing documents and then scanning them.
Subscription Server
Subscription Server automatically stores and indexes e-mails and attachments as documents in OnBase based upon specific e-mail message characteristics. Subscription Server is most commonly used with a corporate e-mail account that is tied to a specific business process; drawing e-mail from corporate accounts, entire organizations, sites, or servers.
Report Services
Report Services gives organizations the ability to gain valuable information about system and business health. Report Services is an easily deployed application that includes over 80 pre-configured reports for evaluating a complete picture of OnBase and the repositories and processes it manages. Organizations can also create their own custom reports to meet their specific business reporting needs. Long-term reporting functions enable businesses to analyze trends, share productivity information across the organization, and make proactive decisions based on solid data.
Distributed Disk Services
Distributed Disk Services (DDS) is a secure middle application that brokers communication between the OnBase Client and the file server storing OnBase Disk Groups. DDS greatly simplifies the administration of OnBase Disk Groups by allowing management of just one account on the Disk Groups rather than separate accounts for each OnBase User Group. File server security is enhanced with DDS because there is no requirement to use shared UNC paths for each workstation to access the Disk Groups.
Business Activity Monitoring
Business Activity Monitoring (BAM) enables real-time visibility into OnBase Workflow providing immediate, actionable information about the status and results of critical business processes. Quickly address problem areas and make better informed business decisions, while continuously revealing opportunities for process improvement. BAM provides a set of configurable portlets that are easily personalized into dashboards and accessed through the OnBase Web Client and Microsoft® SharePoint® Web pages.
Exception Reports
Exception Reports provide information on missing, aging or expired content. Based on a predefined relationship between related documents, these reports provide assurance that all required and/or matched documents are stored and indexed properly. Through automation and validation features, Exception Reports allow an organization to streamline business processes and assistance in corporate compliance.
Collaboration
Collaboration improves the speed and quality of group communications, providing a standardized method in which users can share documents and work together. Users can track their conversations with threaded discussions, invite other users to participate in discussions and online meetings, and manage relevant information on a document or in a virtual workspace. Collaboration provides a centralized location in which users – regardless of their geography – can manage interactions and decision-making to more quickly resolve business process issues.
Automated Indexing
Automated Indexing brings new OCR technology to OnBase. Pre-defined template forms, combined with an accurate and reliable OCR engine, provide the means to automatically classify and index scanned images. Automating document indexing can eliminate the bottleneck associated with manually indexing high volumes of scanned documents. OCR based classification and indexing can be more reliable and much faster than manual data entry. Resources spend their time more effectively, validating or correcting questionable values only when needed, while letting the OCR engine perform the mundane task of document indexing.
Document Knowledge Transfer
The Document Knowledge Transfer (DKT) module enables organizations to rapidly distribute required reading documents to an entire employee workforce and easily audit reading compliance for legal, regulatory or educational purposes. DKT ensures all employee users are provided with the correct versions of all required documents and that deadlines for document reviews and acknowledgements are enforced.
Follow-up webinars in April, May and June 2010 provide a deeper look at how these modules can enhance your existing ECM strategy. See the module information portals listed below for product details, films and webinar registration.