EASY Software Solutions

Solutions for archiving document

Save time and money.

Of course, you are aware of the following situation: In today's information society, an ever-increasing number of data, documents, and records accrue in the office every day. Managing and archiving them involves costs, both in terms of time and money. So a document management system (DMS) brings relief by noticeably reducing your workload and corporate costs.

EASY DMS: Simply a matter of perfection

Based on state-of-the-art technologies, EASY SOFTWARE provides document management solutions for all standard operating systems, workstation environments and file formats – from smart capturing of data via scanners and data import from standard applications such as SAP and Microsoft Office through to managing live documents and finally, revision-proof storage on state-of-the-art storage media.

Yet, given all the enthusiasm for innovative technology, it is the solutions that we can offer you that are of prime interest to you, our valued customers. That's why we designed our "DMS tour", which will give you a quick overview of the different areas in document management; in addition, our single brochures will provide you with more information about EASY productsa for optimizing your operations and business processes. Why not simply talk to us – we'll be happy to provide consulting, and will, in close cooperation with you, develop a solution that is ideally tailored to your particular requirements, and that will make your work noticeably easier and reduce costs for your organiziation.

DMS World:

Capturing

As usual, companies still receive most documents such as delivery notes, invoices, reminders, contracts and color brochures as hard copies, which is why a powerful document capturing tool is the basis for all other steps taken with modern electronic document management. EASY CAPTURE not only ensures capturing, indexing, auto-recognizing and smart sorting of color and black-and-white hard copy documents, it also processes electronic documents such as Word and Excel files, and any other type of electronic documents.Users maximize their time by indexing scanned records fully automatically in batch operation via OCR, ICR or BARCODE. EASY CAPTURE uses Abbyy FineReader as OCR or barcode engines as well as other modern recognition software.

Computer Output

Our DMS solutions are all-inclusive tools - no matter what your requirements for flexibility or system functionality are. And, of course, this also holds true for our COLD solutions for archiving print data.

EASY COLD archives print spool files fully automatically. It optionally stores them on optical disks or in the electronic archive. It separates the documents contained, extracting index fields and full text at high speed with total accuracy.

The EASY WINCOLD module performs similar tasks for any Windows applications; it appears as a separate archive printer on Windows, and can store documents in TIFF or PDF format from the respective applications using its own printer driver. These documents are stored either in an EASY archive or in EASY LOGISTICS CENTER. The searched contents can then be conveniently retrieved in mere seconds using the EASY iDOX archive client.

E-mail Archiving

Where is the message containing those important order documents that our business partner sent to my colleague some months ago? - How can I make sure my tax relevant mail contents are stored in a revision-proof manner and in compliance with the legal requirements? - And then the message appears: "Your mailbox has exceeded the maximum size!" Delete your one hundred oldest items deliberately to postpone the problem for a couple of days? Call the Administrators and yell/coax them to raise or remove your limit?

Thousands of users in enterprises and administrations are confronted with such problems every day. To eliminate this tedious work for you, our state-of-the-art e-mail archiving solutions EASY NOTES and EASY xBASE meet the actual requirements of typical every-day office life: EASY NOTES is the ideal solution for linking EASY ARCHIVE to a Lotus Notes Domino environment. E-mails, documents and application data are archived and searched directly from Notes.

Microsoft Office

Most corporations and administrations use Microsoft Office system applications. EASY SOFTWARE's document management and archiving solutions have taken this circumstance into account: not only are they particularly compatible with Microsoft Word documents, e-mails, Microsoft Excel tables and Microsoft PowerPoint presentations, they are also a perfect match for other Microsoft Office and Server applications.The Microsoft Office system is one of the most extensive software suites used to manage information, because in addition to conventional standard software for text processing and presentations, it provides specific applications such as applications for project management, process visualization, Web design, and capturing of data.

Right from the outset, EASY SOFTWARE's priority has been developing and designing archiving and document management solutions compatible with the Microsoft environment which contribute to secure and, at the same time, target oriented corporate information flow. Additionally, its close strategic cooperation with Microsoft ensures that EASY software always provides optimum support for technological platforms such as the SQL, Windows or Exchange Servers: EASY xSHARE, the archive integration for the new Microsoft SharePoint Portal Server is the latest example of this compatibility.

ERP Intregation

ERP system have a key function within the entire business network of internal and external business processes, because this is the hub of all information enabling control and coordination of corporations "in real time". To be able to accelerate these processes effectively requires transparent, location independent and secure access to process related documents - not just for employees but also for partners, suppliers, and customers when required.

EASY enables accessing this data via individually tailored solutions for integrating standard ERP systems such as SAP, Navision, Business One, Baan, Paisy, etc. covering all document management scenarios for these applications. Automatic capturing and indexing of incoming documents is just as much a part of the EASY performance range as is integrating supporting workflow processes or revision-proof storage of incoming and outgoing documents in a process file.

During the search that follows, keeping person related access rights, all documents linked to the wanted business transaction are displayed directly from the traditional ERP system environment, and are available for analysis. You will no longer need to worry about retrieving your outgoing invoices, orders or any other documents from the system.

Workflow

Providing the daily incoming documents and the information they contain throughout the company to enable employees to edit them quickly is a crucial factor in optimizing corporate business processes. Workflow solutions, therefore, have become increasingly important within a modern and powerful document management system.

Checking incoming invoices that most companies still receive as hard copies is a typical example of useful deployment of workflow solutions. Invoices frequently need to be checked for correctness by several employees in a company. When the employees involved are spread over various workstations and the documents need to be sent by mail, each invoice audit process can become an enervating trial, with discount and transparency losses looming.

Our workflow solutions that have been integrated into EASY ENTERPRISE allow reducing iteration times for incoming invoices to less than a day - even with distributed workstations: from the automatic input mask through to revision-proof archiving, they provide all options for companies to benefit from the tremendous savings of optimized processing.

Storage

Why not simply store? Conventional document "storage" in folders and file archive rooms is the cause of inefficient deployment of resources, time-consuming searches, long iteration times, multiple copies, insufficient transparency, and huge costs. This makes integrated, customer oriented and fast work difficult, if not impossible. But this situation need not always be like that: EASY ENTERPRISE ensures revision-proof long-term archiving of all documents; it reduces costs, and increases productivity.

EASY provides archive systems for any business size - across all business and industry sectors, from departmental to global enterprise solutions. In particular, EASY ENTERPRISE.x has been built to handle modest volumes through to huge, production-volume archiving, document management and capturing.

It does not matter which storage medium you select - whether CD, DVD, WORM, HSM, Jukebox or state-of -the-art storage technologies such as IBM TotalStorage DR550 or EMC Centera. EASY SOFTWARE provides solutions that deserve that name and that support you in managing and securing long-term data to be saved through their powerful efficiency.

Retrieval

EASY ENTERPRISE always delivers the shortest path to stored documents, because instead of searching in overflowing filing cabinets and paper stacks, you'll now find your documents in mere seconds on your workstation PC at the touch of a button, using EASY ENTERPRISE. Accelerated and, at the same time, efficient data flow allows focusing on essential business to enable you to take sound decisions and improve your customer service.

Portal Intregation

Portals are, in the truest sense of the word, the gateway to all relevant corporate data: while portals provide predefined business contents, they also integrate systems that provide more data and information. Integrating portals with EASY ENTERPRISE multiplies a portal's use, with knowledge being provided where it is currently required.

Portals allow implementing and coordinating projects across enterprises and locations. Corporate portals must be able to merge information, applications and services from heterogeneous systems into a uniform platform to significantly optimize teamwork, efficiency in decision-making, and response capabilities. EASY portal integration solutions open the gateway to enterprise-wide knowledge management, helping you to tackle your labor and processing costs.

EASY xSHARE, an integration solution for the Microsoft SharePoint Portal Server 2003 also promises better efficiency, increased productivity, and improved customer relations: through its interaction with the archive, it not only accesses stored documents, but also integrates workflows from EASY DOCUMENTS in its interface.

Compliance

Against a global backdrop of increasing requirements for legally compliant archiving, auditors increasingly demand access to corporate IT-aided accounting systems; electronic audits have long since become reality. EASY ENTERPRISE provides the user with a powerful complete solution that meets and satisfies many international legal tax requirements.

The age of globalization and worldwide competition requires DMS solutions that satisfy a variety of compliance requirements and meet national and international legal requirements and standards for long-term, revision-proof archiving of all types of documents.

Thus, for instance, some regulations for accessing data and auditing digital documents (like GDPdU in Germany, for example) go far beyond plain archiving of records. Although retaining single invoices, delivery notes, printing lists, etc. is required as usual, the "Basic Regulations for Accessing Data and Auditing Digital Documents" allow financial administrations to access the data of tax relevant DP applications. This data must be provided in machine-legible tables to be analyzed. At the same time, legislature requires that notaries or administrations, for example, shred their customer or client files at regular intervals as stipulated by the law.

EASY assists you in adhering to these legal requirements so you can sit back and relax not just before the next audit: its revision security of long-term archiving using EASY ARCHIVE, in compliance with the "Basic Regulations for DP-supported Accounting Systems" has been verified and certified by experts. Any change to or manipulation of archived documents and records is precluded; all relevant system activities are logged. Moreover, additional modules allow EASY ENTERPRISE to process data from ERP systems in compliance with uniform auditing software and to provide it in compliance with the tax law.