The amount of documents and files, whether paper or electronic, can overwhelm and any organization. Managing, storing, and retrieving content from an unstructured system poses challenges that can often disrupt workflow and affect overall business productivity.
eShelf
CGS addresses these challenges with eShelf, a centralized content repository that provides a framework for users of every level within your organization. By consolidating various forms of content, which includes e-mails, electronic files, and paper documents, into a manageable format you can then focus on core competencies and the growth of your business.
Built with flexibility and ease of use in mind, eShelf provides a foundation for management that includes the capture, collaboration, creation, editing, control, and distribution of scanned and electronic documents. Scanned paper documents are cataloged and stored as any electronic file into an integrated system. Dynamic search engine functionality allows for easy access, while security features ensure documents are retrieved by authorized users.
A property-based approach avoids many of the problems of traditional hierarchical storage mechanisms by providing a means to integrate the perspectives of multiple users and groups, and does this all within a uniform interaction framework. Document properties can be created not only to reflect categories and document use, but also expressions of desired system activity, such as sharing criteria, replication management, and versioning.
Cataloging & Profile
To index and profile documents, eShelf extracts text from within each file, including ones that are scanned. You can also define your own properties (meta data and keywords), which can be used to retrieve documents. With all documents organized into an electronic library you are equipped with instant search, retrieval, and archival abilities.
Search & Retrieval
eShelf provides full search capabilities on keywords, file names, folder names, date, and subject. Keyword searches allow users access to documents by searching within the body of a document—normally not easily categorized or described in the document profile.
Access & Security
Rights and restrictions may be assigned to specified documents based on individual users or groups of users, enabling managers to grant fully configurable privileges: read; search; write; delete; full access; or a combination. eShelf also tracks the version history of documents in case changes are made and logs each action of every user.
Storage
Drag and drop functionality provides an easy-to-use interface to manage your repository. All files including scanned paper documents are stored within organized folders.
Document Views
In a typical organization, information is likely to be stored in more than one type of file format—Microsoft Word, PowerPoint, PDF, etc. eShelf indexes information stored in different file formats so that the content is searchable. A browser-based viewer allows users to easily search for documents as well as edit and customize views.
Version Control
A powerful version control system allows users to create multiple versions of documents with single check-in and check-out features. Apart from that users can view the version history of any document, retrieve the latest version of the document, undo check-out etc. Users can enter their own version numbers and add comments.
Workflow
eShelf has a flexible and powerful workflow module to easily map out your business processes. Users and administrators can create custom workflow templates and add documents to workflows to be routed appropriately. Security can be assigned to ensure that only specific users can actually work on that document.
