Document and Process Management System

Less paper – less costly way to manage documents!

2 - Document and Process Management System

Processes and documents in each organisation are very closely related. Managing them is not an easy task at all. The AVILYS Document and Process Management System can play its role in almost every organisation since it can be tailored to specific needs. AVILYS enables an organisation to work more efficiently by centrally storing all incoming and outgoing correspondence of the organisation and managing it simply and easily.

What is AVILYS (eng. Hive)

In daily business AVILYS means…. Easy to use, Transparency, Control.

Documentand ProcessManagement

SystemAVILYS

Flexible IntegrationCentralised

Storage and Archiving

Document Management

Task Management Contract

Management

MeetingPlanning and Organisation

Legal Acts Management

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Document Management � Register all incoming, outgoing and internal

documents (electronic documents in ADOC format, paper versions and images of paper documents).

� Classify documents by registers, files, themes and other individual classification criteria, thereby ensuring clear procedures for document storage.

� Create any organisation’s documents by using approved templates; use the automated workflow for approvals and signing (by e-signature or simply by system signature).

� Keep a history track of all document versions and related actions.

� Link related documents, thereby making the search process easier.

� Scan documents and perform optical character recognition (OCR). This will allow you to perform a full text search or copy blocks of the document onto the draft of the new one.

Groupingrelated

documents

Classified documentsstorage

Document preparation

Optical character recognition

(OCR)

Document Management

4 - Document and Process Management System

Centralised Document Storage and Archiving

� Search documents simply by metadata (descriptive data about the document), performing a full text search (both in document and metadata) or logical queries.

� Find necessary information not only among actual documents, but also in the document archive.

� Build reports by using templates provided in the system and viewable in different formats (.pdf, .xls, .doc, html) or simply create your own templates.

� Store documents centrally, archive the old data and remove the documents that are obsolete.

Task Management

� Create tasks (related to the document or not) and assign them to employees.

� Pass your tasks to a colleague filling in for you during your absence and track completed assignments on your return.

� Keep track of all task status (your own or delegated).

� Receive reminders about tasks in the form you prefer – either at the system or by e-mail.

Centralisedstorage andarchiving

of documents

Archivingof the

old data

Storage of all documents

in one place

Various search options

Reports

Removal of the obsolete archived

data

TaskManagement Substitution

Reminders

Control

Tasks assignment

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Contract Management � Prepare contracts using templates approved

by your organisation.

� Use the automated workflow for approvals and signing.

� Initiate internal and external (with other contract parties) approval process.

� Align and sign contracts by electronic signature.

� Review all versions of the document if needed.

� Keep a history track of contract drafting as well as approvals and comments.

� Manage contract execution phases.

� Track contract details (terms, values, status) and easily search contracts by those details.

� Receive reminders about contract expiration dates (system alerts or by e-mail).

� Group contracts with other related documents or contracts, classify document grouping by relevant subjects.

Automatedworkflow

Contract Management

Audit log

Reminders

Management of contract executionphases

Contracts’ values, terms and status

Groupingcontracts

anddocuments

Templates

Versioning

6 - Document and Process Management System

Meeting Planning and Organisation

� Present the topics to be discussed at a meeting (drafts of documents, legal acts, contracts, etc).

� Compile and obtain acceptance of the agenda faster.

� Invite meeting participants and share meeting information and documents with them before the meeting starts.

� Take the minutes, organise the process of voting, generate, approve and distribute the minutes afterwards.

Legal Acts Management

� Prepare and coordinate legal acts in the same manner as other documents.

� Manage actual versions of legal acts, expiration dates and related amendments.

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Electronicdocuments (ADOC)

and electronicsignature

Highlights of AVILYSOptical

character recognition (OCR)

Full textsearch

Automated workflow

Versioning,history track,

audit log

Centralisedstorage and archiving

Substitution

Easy system administration Multiplatform

architecture and integrity

Documentand task transfer to a newcomer

Distributors:

Kalvarijų st. 125, LT-08221 Vilnius, LithuaniaTel. (+370 5) 210 2400, fax. (+370 5) 210 2401E-mail: info@sintagma.ltwww.sintagma.lt

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document and process management?Not sure how to do that?

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