The DigiData Systems Tool provides facilities to manage all categories of document and their contents, including integrated workflow capabilities to initiate and manage the business processes of your organisation, in one unique solution.

Scalability

The system can be deployed in organisations of all sizes with all levels of usage and demand. Smaller uses of the system with few users process from a few documents a month to large users that process in excess of 500,000 pages (120,000 documents) per month. This means that the solution can easily cater for all levels of need within the organisation.

Adaptability

Due to its Object Orientated approach, the DigiData System is very adaptable to all aspects of document and data management. Additional applications are easily developed using an extensive toolkit and these application modules are simply ‘plugged’ in to the DigiData core system, integrating with the document and workflow capabilities of the system. This adaptability could easily provide solutions for other databases of information within the organisation.

Integrated Workflow Management

The system is fully integrated with workflow. The management of documents and the work/responsibilities of each user are driven through an ‘inbox’ function that manages all processes that are outstanding for each user on a workflow basis. This ensures that all responsibilities are tracked and performance is measured. The workflow process is automatically monitored by the system and the status of the document is always automatically reported on inquiry. Users are therefore able to check status on a moment by moment basis. The system also incorporates important facilities such as:
Escalation Structures – so that if a task is not performed within a specified time, the system will automatically escalate responsibility in an effort to optimise the task completion.
Impersonation Designation – whereby officials who are temporarily unavailable through leave or business, can simply designate their responsibilities to deputies for the period that they are not available. The system then automatically routes the work to the delegated person. This results in zero impact on the flow of the processes of the organisation.

Position Driven Responsibility

The systems’ document and workflow management is based on functional ‘positions’ and ‘groups’ that are defined in the Corporate Profile. Individual Users are linked to these ‘positions/groups’. If a user changes (leaves, moves, joins the organisation) the user profile of the new/changed user is simply linked to the position/group in the corporate profile and the new/changed user assumes the document management and workflow responsibilities for the position.

This means that organisational change is easily catered for in the system without any impact on the processes and documents.

Integration with Microsoft Office

The level of integration with Microsoft Office is very advanced – to the point that users can be working in an office application and interact directly with DigiData without having to invoke DigiData.

Documents can be added to, searched, checked in and out, changed, routed, all without a user having to directly invoke DigiData. All this while retaining full security control over documents as defined in the permission structures of DigiData.

DigiData is also pervasive in that it monitors desktop activity and will prompt users for loading of documents to DigiData if new documents are detected.

When documents are added to DigiData, the system will also remove the document physically from the desktop so that no copies are retained outside the system that are not under system control.

Advanced Security

The advanced security capabilities in DigiData are un-paralleled. With the level of integration to Microsoft Office products, the system is able to control not only access to documents in DigiData, but also to control physical operations within the Microsoft applications such as:

-The ability to view documents
-The ability to request document changes/updates
-The ability to change/update documents
-The ability to review and approve changes
-The ability to print copies of documents. The system also maintains print logs to track users that have printed documents
-The ability to copy and/or cut and paste information out of document
-The security even goes so far as to prevent the use of the ‘print screen’ key on the keyboard

Auditability and Traceability

A comprehensive history and audit trail of each document is maintained. Versions of a document can be compared to other versions and the system displays the changes/differences between the versions. Every document is extensively tracked by userid, date and time stamps for every activity that is performed on a document.

Searching and Cross Referencing

DigiData provides extensive tagging and cross referencing of documents so that during searches, all linked and cross referenced documents can easily be located in the system by keywords, metadata, relationships and hyperlinks. The controlled management processes in the system that manage changes to documents will ensure that where changes are being made to a document that is linked to other documents, that the other documents are also noted for review to ensure that the changes are considered for these documents as well.

Notifications

The system provides a powerful notification facility that allows key users within the organisation to be notified of document events such as the addition or change to a document. The notification rules are established in the system for the various classes of documents (or for individual documents on the fly). The notification groups are notified by e-mail so that they are always aware of the latest status of documents. This ensures that communication within the organisation is effective.

Publications

The system provides a powerful publication facility that allows documents to be published to ‘external’ parties based on specific document events such as the addition or change to a document. The publication rules are established in the system for the various classes of documents (or for individual documents on the fly). Individuals or organisations are then automatically notified by e-mail, fax or FTP of new documents or new versions of documents (contracts, orders, instructions, guidelines, policy, etc). Alternatively documents can also be automatically published to the web. This means that the dissemination of information is automated and the responsibility for distribution is no longer a manual task.

Document and Process Review Mechanism

DigiData incorporates a powerful automated document review mechanism. Documents that have to be reviewed on a cyclical basis (such as contract renewals) are automatically released and workflowed for review by the system at a predefined time so that these processes/renewals/updates can be timeously completed.
In addition DigiData product support personnel can participate in the provision of implementation assistance

Business and Process Analysis and Specification

Consulting Services provided span the full range of skills from technical design and development through to business analysis, system delivery, business process re-engineering and end user consulting. The consulting team consists of a small group of highly skilled technical professionals.