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The Benefits of Using DocShare
The following section covers the benefits DocShare brings to all members of your organization including Knowledge Workers, Accountants, Document Controllers and Network Administrators.

Benefits to Knowledge Workers

	Centralized file storage - provides a centralized repository to maintain current and effective versions of critical business documents.
	Information sharing - makes it easy to access and distribute most current versions of all documents to employees and 3rd parties.
	Group collaboration - thoughts, ideas and knowledge is centralized and can be leveraged during the document lifecycle process.
	Task co-ordination - ability to centralize work tasks to be completed on documents, files or projects and to quickly bring workers from all sides of a project on the same page.

Benefits to Document Controllers, Knowledge Managers and Team Leaders

	Low-level repository management capability allows Document Administrators to control the structure of the document repository.
	Centralized document management allows for the consistent and accurate profiling of all documents and files from a central list of topics.

Benefits to Business Managers and Accountants

	Low cost of ownership - an affordable, web-driven solution that doesn't require extensive service, support, networking or user training keeps the total cost of system to a minimum.
	Increased employee productivity - accessibility to data across business lines dramatically improves employees' decision and reaction times. The result is decreased operating costs and faster time to market for products or services.
	Increased customer satisfaction - provides customers, partners, consultants access to relevant documents to keep them satisfied.
	Reduced operating costs - associated with mailing, printing, paper, photocopying, filing, storage space and telephone calls.

Benefits to Administrators and IT Managers

	Easy to administer - emphasis on community maintained applications distributes the administrative burden freeing up precious IT resources.
	Easy to deploy and setup -Deploy and setup DocShare in less than a day.
	Secure intellectual assets - ensure data integrity, control authorization for internal and external users.
	Low cost of ownership - an affordable web-based solution requiring minimal licensing fees, networking infrastructure or training ensures low cost of ownership.

DocShare provides an easy to use, out of the box document management solution.

1. Document Management Features
2. Search and Retrieval
3. Document Workflow
4. Set-up, Administer & Support

1. DOCUMENT MANAGEMENT FEATURES
Essential functionality for the organization and maintenance of files and documents

• MODELS YOUR OFFICE FILING ENVIRONMENT - The DocShare document library models your office filing environment. File cabinets contain drawers that contain categories and categories contain folders and/or documents.

• VERSION CONTROL- provides check-in/check-out ability that prevents documents being overwritten or deleted as documents are updated.

• CUSTOM DOCUMENT PROFILING –customizable document tree navigator allows permanent/temporary files or folders, user/administrator specific document tree navigators.

• SCANNING & IMAGING INTEGRATION (optional)- provides for highly automated scanning. Scanning Module supports over 200 different scanners, including high-speed, color, and duplex scanners.

• PHOTO GALLERY- Ability to classify and upload logos, images and photographs.

• ROLE BASED SECURITY- Access to any file or folder can be quickly and safely restricted to individual or groups of users. For more information on system security

• FILE & FOLDER APPROVAL - Users can subscribe to files or folders and be notified – via email subscription list - of changes or addition of documents in DocShare.

• DOCUMENT UPLOAD UTILITIES - quickly index and upload files into DocShare multi document upload facility (pdf,doc,exe,ppt etc.)

• DOCUMENT USAGE LOGS- track document usage and version history by system users.

• DOCUMENT HISTORY LOGS – track the last accessed documents by system users.

2. DOCUMENT SEARCH & RETRIEVAL
Ensures fast and accurate document library searching

• FULL CONTEXT SEARCHING- The powerful indexing and full text search engine allows users to search the contents of your favorite file types including Adobe Acrobat, Microsoft Office, (Word, Excel, Power Point) and more.

• SEARCH SECURITY- ensures users can only search against the documents they have access to. This prevents unauthorized information from being searched and retrieved.

3. DOCUMENT WORKFLOW & COLLABORATION
Co-ordinate task efforts for document creation, revision or processing.

• PERSONALIZED HOME PAGE - Users have a single point of access to all of their content within DocShare including documents, photo gallery, news updates, search, daily poll and announcements.

• SIMPLE DOCUMENT APPROVAL WORKFLOW - process provides structure for documents needing to pass through several authors and approvers before it is ready for general distribution.

• EASY WORKFLOW SETUP- Allows users to set-up workflows without need for programming knowledge.

• EVENT CALENDAR – Provides a simple calendar based, events publisher for departments and teams.

• PERSONALIZED TASK LIST - Provides a simple, prioritized task list unique to each workflow participant. Task Notification of new or overdue tasks via email or centralized task list.

• DISCUSSION FORUM - promotes collaboration from users at the task level.

• WORKGROUP CONTACT DIRECTORY- helps centralize contact information for system users and third parties located on other messaging networks.

• VOTE MANAGER & DAILY POLLS – provides polling system for the groups and departments.

• WEBMAIL SERVICES – this provides standard mailing facilities to user groups, departments and individuals. Mails can be stored and kept for future use.

4. EASY TO SET-UP, ADMINISTER & SUPPORT
DocShare ensures hassle-free ongoing system maintenance and support.

• FAST USER ACCOUNT CREATION- quickly creates new system user accounts MS Active Directory support. Users are then quickly sorted into groups based on their role in the company.

• ROLE-DRIVEN USER SECURITY- administrators easily control any group (role) of users access to functionality and content within DocShare. DocShare supports levels of group application / group content access including add, edit, delete and administrator.

• DOCUMENT UPLOAD UTILITIES - quickly index and upload files into DocShare multi document upload facility (pdf,doc,exe,ppt etc.)

• ACCESS VIA WEB BROWSER- access DocShare using any standard web browser over the Internet or through their LAN or WAN.

• INTEGRATED HELP SYSTEM- a help system shortens the learning curve and accelerates system adoption.

• WEB-BASED TRAINING- Although customers report no need for training, a series of training is provided. These instructional presentations provide an excellent overview of how to use DocShare document management for both users and administrators.