Document Lifecycle Compliance

Document lifecycle compliance, task management and workflow solutions

Collaboration Platform

The Lifecycle of Business Content

Managing the lifecycle of documents is a critical business for business.

The lifecycle may include how documents are created, stored, organised or categorised, searched for, shared, collaborated and archived. Being able to follow the change audit and control the permissions is key (view, add, edit, share out, delete). Collaboration is the action of working with someone to produce something. With regards to document collaboration, this is the effort of staff and the evolution of a document to deliver some business benefit. 

At the enterprise level, if documents cannot be found, managed, get damaged or lost, then the collaborative benefit is stunted.

Effective collaboration requires centralisation and control, which then leads to efficiency.


Step 1: Move to Centralisation

Documents tend to get scattered over desktops, laptops, mobiles, tablets and other various devices, trapped in emails, and even lost or outdated. Scatter can also lead to using out of date information which may mislead staff and customers (e.g. price lists, product information, policies and procedures, etc).

Scattered content may also be inadvertently excluded from some form of backup process.

It has been calculated that globally approximately 7.5% of all documents are badly categorised and/or lost in business.

That number might sound a bit low, but even for a small organisation with 10,000 documents, this equates to approximately 750 documents. To track down or rebuild those documents at an average cost of about $100.00 per document costs the business approximately $75,000.

Decentralisation means business owners do not any controls over their business knowledge.


Step 2: Take Control

In an unsecured network configuration, staff can freely create, lose, delete or even deliberately deface and destroy your business documents without owner knowledge. Documents could even be taken to competitors. These complexities are increased in the era of Bring Your Own Device (BYOD).

Our solutions deliver a robust scalable framework, enterprise-wide centralisation, permission driven access, support for any document format, full audit compliance, versioning control and rollback, APIs for integration, and even document deletion protections.

When staff move on, their access can be simply cut off.

When combined with a compliant archival email solution, all organisational content (documents and emails) can be locked into an audit trail which cannot be tampered with. This provides a level of assurance to business owners.


Step 3: Improve Efficiency

Once your business has centralised its content and gains control, it can scale to take advantage of work flowing tasks and automation.

A workflow consists of an orchestrated and repeatable pattern of business activity enabled by the systematic organisation of resources into processes that transform materials, provide services, or process information. It can be depicted as a sequence of operations, declared as work of a person or group, an organisation of staff, or one or more simple or complex mechanisms.

The workflow is the process wrapped around a document, service or a product that is being transferred from one step to another. As such, from a more abstract or higher-level perspective, it may be considered a view or representation of real-world work. 

 

 

Comparison: Archive Storage vs Virtual Network Drive vs Document Compliance Management

Feature Cold Storage FTP Archive Drive Virtual Network Drive Document Lifecycle Compliance and Task Management
High Level Features
  • Access via FTP only

  • Useful as archive storage

  • Supports WebDAV network drive

  • Sync multiple PCs / small network

  • Includes all features of the Virtual Network Drive

  • Adds business compliance

  • Adds collaboration management

  • Adds workflow

Suitability
  • Multiple users

  • 1 to 5 users

  • Multiple device sync

  • Sensitive content sharing

  • 5 to 500 users (blocks of 5)

  • Connect Internal & external staff / offices

  • Sensitive content sharing

  • Invite external staff to project containers

  • Resolve paper heavy processes

Benefits
  • Store documents off PC

  • Single project site at a time

  • Store documents off PC

  • Secure SSL

  • Multiple projects simultaneously

  • Store documents off PC

  • Build business compliance

  • Document versioning / audit trail

  • Move from on-premise to virtual file server

  • Full group / user permission management

  • Custom BPM workflow cycles

  • Option for enterprise real time reporting

  • CapEx or OpEx purchase options

  • Secure SSL

  • Options to increase security with VPN

Deployment
  • Our managed cloud infrastructure

  • Our managed cloud infrastructure

  • Daily rolling daily backup held for 48 hours

  • Served nodes in 3 countries (AU, UK, and USA)

  • Served by the closest server node to you

  • Private cloud, on-premise, or hybrid arrangement

  • Horizontally scaled to desired performance

  • Runs from your subdomain / domain

  • High availability options and SLA

  • Customised backup / DR strategies

  • Cloud delivered from 14 countries

  • Cloud served by the closest node to you

  • Replication options to speed up performance

User Interfaces
  • FTP Client

  • File Explorer

  • Mapped WebDav folder (Win 7+, MacOS, Linux)

  • Configuration for Terminal Services

  • Smart mobile devices (iOS and Android)

  • Simple browser client

  • FTP Access

  • Mapped WebDav folder (Win 7+, MacOS, Linux)

  • Configuration for Terminal Services

  • Smart mobile devices (iOS and Android)

  • Rich browser client (for sophisticated users)

  • Simple browser client (for general users)

  • FTP Access

Storage Space
  • Min 10GB up to Terabytes

  • A site for each project (min 1GB)

  • Increase site in blocks of 1GB (max of 50GB)

  • Storage scalable based on business requirements

  • Storage starts at 50GB

Audit Control
  • No document deletion protection

  • No document versioning

  • Document deletion protection

  • No document versioning

  • Document deletion protection

  • Document versioning and rollback options

  • Deleted content recovery tool

  • Full audit trail on users

  • Accountability tracking of tasks and workflows

Content Types
  • Any File Type

  • Documents

  • Documents

  • Project Calendar

  • Data Lists (simple to do, contacts, events etc)

  • Wiki

  • Links

  • Custom content types

Advanced Optionals
  • Text content OCR for search

  • Custom defined search indexes

  • Folder space templates

  • Document templates

  • Branded landing page

  • Branded email notifications

  • Website CMS integration (Drupal, WordPress)

  • CRM Integration (SuiteCRM, SugarCRM, Salesforce)

  • Email content directly into repository

  • Touch device signing

  • External content scraping and store

  • Label detection

  • Explicit content detection

  • Facial detection

  • Landmark detection

  • Logo detection