File
Automation
GKIS
Document Management
& Workflow System
(GKIS DMWS)
File Automation
The Purpose of the meeting
• A briefing about benefits a Document
Management System has to offer. Namely
the GKIS DMWS
• Questions / Observations
Non-Automated files
Operational Problems
 Non
concurrent viewing of files & documents
 Timely access to files & documents
 Misplacement

of folders due to human errors
Inability to search for folders & documents
o Outside of the filing system
o Stored in the wrong location
 Very
large amount of paper storage
A non-automated office = CHAOS
Documents from large organizations
Current Situation = CHAOS
Workflow
Current System = DRAMA
File Automation
The purpose of the system
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
The automation of a companies whole
filing system and more.
File Automation means:
1. Computerizing data storage procedures and
data management of an organization
2. Electronic workflow management amongst
company employees
Automated Filing System
The system’s purpose


Easy and straight forward storage procedures
Immediate access to folders and documents
o Fast searching techniques on folders and documents
using a vast amount of information or criteria
o Searching for documents by a word or a phrase
(sentence) that can be found within the document itself
(FTR, OCR)
o Successful search on folders and documents that have
been stored in wrong locations

The ability to view a document by many users at the
same time
Automated Filing System
The system’s purpose
(continued)
 Automatic
storage of OCR documents
 The ability to operate a Paperless Office
 Distribution of work (workflow) to all
the employees just by using one system
Benefits of an Automated
System


The system is customized to adapt to the laws and
procedures of any organization
It helps :
o
o
o
o
o
create an improved management of the office workflow
create the best possible employee co-operation
improve the company performance and success rate
increase productivity
reduce company costs
Office Automation
Characteristics
Benefits:
Provides a complete system filing
structure that includes the preparation,
modification and protection of all
company information.
Guarantees: The implementation of all the correct
procedures and information workflow to
every appropriate system user
Offers:
The correct information:
o To the right person at the right time
o Concurrently to many users
Office Automation
Types of Documents

Incoming documents
o
o
o
o

Mail Letters
Supplier invoices
Receipts
Service reports
Out coming Documents
o Mail letters
o Invoices
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Typed internal system notes
Unsigned internal notes
Committee reports
Incoming e-mails
Outgoing e-mails
Office Automation
Document storage procedure


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Incoming paper letters (documents) are given to the staff
The documents are opened and are scanned in the specific
place in the Document Management System
The documents are then stored in their corresponding
folder and additional information can be added to the
document by the user if necessary like:
•Sender
•File Number
•Subject
•Date
•Keywords
•Corresponding
Office Automation
Workflow


The documents are sent to the General Manager’s
inbox whereby additional notes/instructions are
added and are then forwarded to specific
employees for further action/processing
Once the employee in charge of the document
completes their actions they forward it to another
user attaching instructions / notes
Office Automation
Informing General Management

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The System has to offer:
The ability to monitor to what extent a specific
job/instruction has been carried out by any given
employee.
The ability to monitor the status of any given
document.
The ability to monitor which documents have been
processed and which haven’t.
The ability to monitor the workload for every
employee.
Report processing for all the above abilities.
Office Automation
Document Security
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The users can be seperated into groups
The ability for any user to access each folder in
the system depends on which group the user
belongs to
All user actions (insert/delete/modify etc) and
login information are recorded automatically
Documents are stored on a server hard drive with
the ability of mirroring.
The system implements advanced backup and
restore procedures for all the data
Office Automation
Capabilities of the GKIS DMWS

Document Storage
o Easy and straight forward Scan procedures
o Ability to Import a vast amount of document types
(Word ©,Excel ©,PowerPoint ©, Outlook ©, text files
and many more)
o Supports “Drag-Drop” for fast data storage of all the
above document types
o Creation and automatic storage of new documents from
within the system of all the above document types
o The ability to link many documents together from either
the same or different folders for the purpose of cross
reference
Office Automation
Capabilities of the GKIS DMWS

Document Storage (Continued)
o Ability to associate senders and recipients to each
document
o Ability to mark each document as incoming or outgoing
o Ability for every user to add as many notes on a
document as requested and to choose whether to make
those notes available to other users or not
o Ability to cut/copy and paste documents to other
folders
Office Automation
Capabilities of the GKIS DMWS
Viewing / Export documents
o Fast and simple document viewing and
printing procedures – Simultaneous document
access by more than one user
o Export document outside the system either to
hard drive or to removable data storage device
o Quickly and easily send by e-mail any
document useful for users not connected to the
DMWS
Office Automation
Capabilities of the GKIS DMWS

Document Search mechanism / Strong Search
Tool
o Very fast and simple system search procedure using one
or more of the documents’ information as search criteria
or by combining any information we have of the folder
that contains the document
o Searching for a document is possible using a word or
phrase that is contained within document itself using
the methods of “Full Text Retrieval” or “Optical
Character Recognition” (FTR, OCR)
Office Automation
Capabilities of the GKIS DMWS

Automatic Storage of scanned documents
o The ability to automatically store documents in specific
locations based on information found in a fixed
position (using a template) on the document paper
itself (using OCR) like a reference or invoice number
(OCR)


Automatically scan many documents at once
(Batch Process) and store them in different
documents with the use of Separators
Structured Scanning and Storage Procedures
o Every user must follow the same scanning and storage
procedure minimizing the possibility of human errors
Questions?