Document Management Systems

Managing Documents
at the Core of BPM

The one thing that is common among phase one BPM business requirements is the need to govern pieces of paper. From memos, invoices and forms to notebooks, binders and encylopedias.

AIT's approach to image capture is through applying classifications using records management techniques to the original format (usually paper) then transferring this to the image itself through a selected DMS. AIT builds RFP's in the language of the marketplace to ensure what is needed is what is actually asked for. The DMS is then configured to respect and enforce the rules of goverance and enable the images to participate in a workflow or to be stored in an archive.

Working with vendors and with business and IT teams, AIT deploys commercial Document Management Systems as a primary business. With over 100 years of combined experience, the AIT team successfully deploys small and large document management solutions for departments or for the whole enterprise.

Documents and Images
as Unstructured Data

Obtaining data from sections and pages through a sequence of techniques is all part of the deployment of a DMS. But the successful application of the DMS to the business is to use document images while they are live. That is, before they have completed their usefulness and ready for archiving. Live documents are deemed WIP (work-in-progress) and included in a business process as either a primary or a supporting document.

AIT administers image capture on a small to massive scale. Our partners expertly convert multiple media sources to working images supporting any business process including straight-to-archive for documents that have reached the end of their business use.
Convert from paper, fiche, film to image.

Secure Access
with Search and Retrieve

Invite internal or even external users to view, comment, download your documents.

Manage File Access: Set permissions to limit access to view, edit, comment, download, upload

Manage Tasks Automate task assignment, approvals, data collection, task re-assignment

uses the information on documents to update disparate systems, route the image and/or deliver them to permenant archive. .

Real-time Notification
of Events and Non-Events

Receive real-time notifications when a document is uploaded, downloaded, task created, completed, not completed. Using Case Management, non-events become observable.

AIT often uses this feature to communicate with workflow systems coordinating appropriate responses to the event or non-event. Notifications can be used as escalations or simple reminders. It is a key integration point for the business users.

Activity Dashboard
with Automatic Reporting

With a dashboard, management can audit and maintain a trail of every user, external partner or integrated system's action or inaction.

Detailed reports are available to ensure that usage conforms to security policies set by the administrators.