DOCUMENT MANAGEMENT
Frequently Asked Questions

GENERAL

FEATURES

IMPLEMENTATION




What is X2DB?
X2DB is a web based collaboration suite for managing your resources and staying connected with your clients, partners, and teams. X2DB Suite consists of modules for document management, business process workflow and project management.

What is workflow?
Workflow is an IT technology which uses electronic systems to manage and monitor business processes. It allows the flow of work between individuals and/or departments to be defined and tracked. Although Documents are often used as a medium for transporting information in a Workflow system, it is mostly associated with Document Management where the Workflow system is used to track the process of creating, reviewing and distributing documents.

What is X2DB Document Management System?
Web based document management software with a centralized secure environment to store, categorize, and track business documents. Documents can be organized and searched based on client, project type, file type or other criteria.

Who can benefit from a web based Document Management System?
  • Organizations with a high volume of documents who need fast access to information.
  • Companies with dispersed people with employees at several locations, or at client offices who need access to resources captured within the company.
  • Businesses in regulated industries who need to ensure compliance with strict security and record-keeping rules.

What is the value of a Document Management System?
With Document Management organizations can get more work done faster, with fewer people, better accuracy and less paper.
  • employees can find and work with documents without ever leaving their desks
  • cost of the "lost document" - the time it takes to recreate a document that's been destroyed or misplaced, is eliminated
  • office space is freed by eliminating most paper records

Why should I use web based Document Management software services when I can just store documents on my PC?
If you are having a client meeting and need to reference a specific piece of marketing collateral that comes up in negotiations you won't be able to access that document if it's stored on your PC. Also, a critical PC hardware or software error can cause that you lose your data. A web based Document Management System offers many advantages over storing documents on your PC and saves you a lot of time money and resources.

What industries does your Document Management System accommodate?
Our Document Management System is flexible enough to accommodate any industry. Our customers are in the industries of management consulting, advertising, financial, and retail.

FEATURES

What types of documents does it manage?
Document Management System supports almost all forms of documents: word processing documents, spreadsheets, presentations, reports, forms, artwork, photographs, and virtually any other file format can be stored and managed. All you need is a web browser.

Is your Document Management System secure?
Our document management systems provides several layers of security:
  • Multiple levels of password-protected access for groups and individuals. Built-in group security allows an administrator to quickly control the exact level of access a group of users will have.
  • Audit trails showing who has accessed or updated documents
  • The system is accessible through a secure site protected by firewalls and a SSL certificate.

Can we track changes to documents?
Document history provides a list of activities related to documents. Virtually all user activity is tracked: views, deletes, check-in/out, revisions, new documents. You may view all previous versions of a document and get all the information on who changed what and when simply by going to the document history window.

Can the user attach multiple keywords to documents as future search parameters?
The user can put documents into folders and classify the document by defined document types or other metadata classifications. The document types are created by system administrators - you can assign newly created documents to the designated folder with a predefined document type. Documents can then be located by using the search function and using any keyword associated with the document types.

Is there a limit for folders and files?
There is no limit to the number of folders and files that you may create and store with no performance penalties. In order to efficiently manage thousands of files, the system supports paging on the server and client side.

Can I have visitor users with restricted access?
Administrator can set up new users and assign user rights on the fly. User access can be restricted to certain folders/documents only or be limited by a time frame.

IMPLEMENTATION

What is the typical time frame for an implementation?
Depending on the scope of your requirements, it may take from 10 days to 5 weeks. The implementation will be effected by the following factors:
  • How many documents to import and the OCR process.
  • Integration with your current infrastructure and applications.
  • Business specific configuration

Does you Document Management system run on Apple/Mac?
Yes. Our Document Management system supports all software including Mac OS X 'Tiger' software.

Can I integrate your Document Management System with other applications?
Yes. We have a set of flexible adapters that let you integrate with your existing applications.