FAQ

Help! My data is being held captive in a dying system! Can I convert from my old imaging system to a new document management platform without losing my old images and metadata?   
Going from paper to electronic images terrifies me. How can I let go of the paper?   
On-Premise vs. The Cloud, how do I decide?   
Implementing Workflow seems daunting…  Where do we begin?   
How does auditing work? Can I really see a report of who accessed which documents/data, where they accessed it from, and when?   
How does version control work?   
What’s a Lockable Content Store and how does it benefit my document management solution?   

 

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Help! My data is being held captive in a dying system! Can I convert from my old imaging system to a new document management platform without losing my old images and metadata?

YES! Our INDICIUM Migration Utility extracts images and metadata from your old system, repairing and restoring any corrupt objects/data found during the process. The Utility then introduces the converted information into the INDICIUM Document Management (DM) system. Our experienced team has converted many millions of images for our clients.

 

Going from paper to electronic images terrifies me. How can I let go of the paper?

There are two aspects to this issue:

  1. What paper can I legally get rid of?
  2. How can I get my staff used to being paperless?

The answer to the first issue is pretty cut and dried for most industries. Regulators have typically outlined the document/data retention requirements and have identified the legally acceptable media types for storage.

As for the second issue, include your staff in the planning process from the get go. Having them be part of the team to design the new electronic flow of work will help to promote user acceptance of the new system. Our staff can assist in outlining a conversion plan and in developing user training.

 

On-Premise vs. The Cloud, how do I decide?

There is no one-size-fits-all answer to this question. Our team can help you to look at your organization-specific issues. Some things to consider include:

  1. Does your industry (or your company) have specific data security requirements regarding the transmission and storage of data outside your network? Do these requirements preclude a cloud-based solution, or do they merely add to your list of business requirements for the cloud-based system?
  2. Do you have an in-house technical team capable of taking on the management of the document management system? Cloud solutions allow you to focus more on the solution and less on building an internal infrastructure.
  3. A cloud-based solution (subscription-based) can reduce implementation time and eliminate the capital expenditure of purchasing the software, enabling many organizations to get started at a reduced cost and more quickly. An on-premise solution will likely require additional infrastructure to implement/support as well as capital outlay for equipment and software, however ongoing costs will be lower in the long run.

Implementing Workflow seems daunting…  Where do we begin?

We begin with understanding and mapping out your current process for handling the part of your business where you want to add automated workflow. Yes, it gets ugly at times, but it’s an important step for identifying process bottlenecks and unnecessary tasks. Once that is complete, together we decide what the best, most streamlined process ought to be. That’s what the workflow will ultimately look like. Our INDICIUM Flow software is graphically-based, so it’s easy to map out the steps for the vast majority of your workload, as well as any exception processing tasks.

 

How does auditing work? Can I really see a report of who accessed which documents/data, where they accessed it from, and when?

With its extended audit capabilities, INDICIUM DM takes the concept of object security one step further than its competition, guaranteeing that companies maintain complete and absolute control over their electronic data files. When audit tracking is utilized, administrators can track user logins/logouts, administration events, and object access, creation, modification and deletion. The audit log provides a permanent record of all activity with respect to any document, down to the page and annotation level. Additionally, administrators can define system-wide defaults and define audit overrides (Single user, Role of users, Template File Cabinet, Queue).

 

How does version control work?

Version control is the management of changes to documents. This is especially useful in a team setting where multiple staff members may be collaborating on the development of a document, or in an environment where multiple versions of a document (or contract, for example) have been distributed over a period of time. It is vitally important that staff are assured they are working with the correct version. Within INDICIUM ‘s Version Control Module, security authorizations may be set to control user access to specific versions, as well as allowing A specific version to be designated as the ‘published’ version.

 

What’s a Lockable Content Store and how does it benefit my document management solution?

INDICIUM’s Lockable Content Store (LCS) feature allows us to efficiently store electronic documents/data over its lifetime. Information is categorized into manageable groups which are locked once they reach a predetermined threshold. This way, a single backup on the data group is performed and it won’t need to be backed up again, as long as it remains unchanged. The data is always accessible for viewing purposes and can be ‘unlocked’ (and then re-locked) if it becomes necessary to add or change the data. INDICIUM’s unique storage architecture enables quicker, more frequent backups, with ease of disaster recovery and less potential for loss of data.