|
OMEGA OFFICE
a system for document management, filing,
archiving and follow-up...
Defined as the reliable management of various
business documents, correspondence and other written materials, office
automation enjoys a constantly growing role today in every company. Without
automation, documents can be often lost, information may not reach every
recipient, cases are mixed up, and required actions may not be taken. Omega
Office document management, filing, archiving and follow-up system can help to
avoid these problems.
The purpose of Omega Office
Omega Office is a multi-faceted customisable
system supporting a number of business office functions:
§
Filing and archiving of incoming and outgoing documents
§
Document administration automation
§
Task and target date monitoring
§
Co-ordination of group and team tasks
§
Document database and knowledge base
§
Contracts register
§
Document register for quality control
§
Corporate process automation
§
Incoming invoice authorisation
Filing
The system provides supports at every phase of
the document filing process that can be associated with different user profiles
and functions. When a document is received, incoming document data are
registered in a file, which also includes the scanned image of the paper
document (in a single click of a button). The scanned image can be viewed any
time later on any authorised workstation.
The system can generate and add file numbers to
the registered document based on any user defined rule. Filing can be upon
reception or as part of a separate process. Documents in the system can be
referred and forwarded to any user in one or more steps. The system can also
handle filing errors, incorrect referrals and transfers to other organisations.
Notification on any new document entered in the system can be sent to specific
executive users, who can administer their own job and task lists. Other
functions include outgoing document authorisation, signing and dispatch, which
are available by a single click of a button in the Register menu.
The system also handles document archiving,
monitoring the movements between archives, storage times, discarding and
transfer to archive records.
Various lists and reports can be displayed or
printed on the different phases of the filing process (mail-register books,
registers, transfer logs, etc.). Report data are customisable.
Attachments, archiving
The system stores (as file attachments) the
scanned image of paper documents in the central database. Any number of files
and comments can be attached to a document, and comments can be added to the
attached files as well. Attachments can be opened or downloaded (subject to
necessary authorisation) by a click of a button. The attachment archive can be
copied to any external media if necessary.
Access authorisation
Users of the system are grouped in user profiles
with defined rights and privileges. The privileges associated with a certain
profile can be changed in a flexible manner. For instance, users with executive
privileges can access their own documents only, while managers can overview the
documents of their organisation unit. Documents can be classified as
confidential with certain access restrictions.
The system logs access and changes to data and
every event can be subsequently monitored.
Document queries
Documents stored in the system can be queried on
any custom condition (e.g. by date, file number, subject, partner, status,
etc.). Query conditions can be combined, so as to limit or expand the search.
Hits are displayed in accordance with user privileges. Documents can be grouped
into folders (binders, etc.), one document may belong to more than one folder,
and documents in a folder can be viewed together. When a document is found, the
scanned image can be promptly retrieved from the archives or by access to the
relevant media.
The system can also handle the logical links
connecting the documents (history, follow-up). One document may have several
histories and follow-up documents associated with it.
Document database
In addition to storing filed documents, the
system can be used as the database for any type or number of documents.
With the help of folders, separate document
databases can be set up for different users or user profiles. Folders can have
specific features and can be queried separately (for instance, a Purchase Folder
can be defined and associated with a specific cost centre).
Special fields depending on the type of the
document can be defined (e.g. account number, amount, payment deadline fields
for invoice type documents).
Administration, follow-up on deadlines
The system helps the user in monitoring complex
executive processes related to a specific document. Each document can be
associated with a specific execution deadline, at the responsibility of a
specific executive. Different phases (tasks) can be defined within a process,
with persons in charge and partial deadlines associated. This way, other users
can be notified (warning letters), partial tasks can be dispatched with the
control of delivery, authorisations, signatures, etc. The system can monitor
global and partial deadlines and can send notifications before and after
deadlines.
This adds a level of co-ordination to the work of
more users and helps to monitor the status of the process (all tasks performed
by the persons in charged are marked “done” in the list of responsible persons).
Technical information
Omega Office runs on different operation systems
(Windows, Linux) and database platforms (Interbase, Microsoft SQL Server).
Minimum operational requirements include a Pentium IV, 1 GHz, 256 MB RAM server
computer (additional requirements may need to be fulfilled with more users). The
minimum requirement for workstations is Windows 98 (2000, XP, 2003), Pentium
II-III, 500 MHz, 64 MB RAM, with a screen resolution of minimum 800×600.
Sales
Omega Office can be installed by the user, but
Contact Plus Consulting offers turn-key delivery with configuration,
installation, training and continuous support.
ASK YOUR COPY OF
THE FREE DEMO CD
today and install a test version, or contact us for a live demonstration free of
charge!
To know more, please
contact our experts! |
