Pivotal Forces Driving Document Management Solutions

To effectively control and process information, you need to innovate and take advantage of the latest technology and best practices. Six pivotal forces are driving Document Management customer demand in 2019: Deployment Flexibility, Accessibility, Security, Integration, Workflow, and Big Data. With its existing offerings and upcoming release of Contentverse 2019, Computhink continues to evolve and expand its Enterprise Solutions to meet and exceed industry and customer demands.

Agrowing number of diverse organizations worldwide utilizes Computhink’s  Contentverse ECM to alleviate their overwhelming case load and related office document processes in a secure environment. For ease of use, this solution includes multiple deployment and user access options in combination environments, together with integrations for key operational applications.

The latest version of the ECM, Contentverse 2019, anticipates and incorporates the six driving forces that are redefining data management this year and for years to come. Users will experience a brand new interface and security capabilities that are even stronger and more accessible to customers than before.

Deployment Flexibility

Every industry has its own standard for storing and processing data. Contentverse 2019 offers deployment flexibility, with options to implement in on-premise, hosted, or hybrid environments. What’s more, a Contentverse system can incorporate named users, concurrent users, or a mixture of both, offering a depth of customization rarely available in an ECM solution. “For the Enterprise Web access clients,” says Joe Wharram, President, “we have expanded the browser support to become platform independent.”

Documents can be scanned, electronically saved, or generated by third party applications, in any format, and saved into Contentverse where they are easily searched and made accessible for collaboration. Access is dependent on security settings providing complete control over what users can and cannot do. Drag and drop features speed the time for building the knowledge base. Office documents, emails, spreadsheets, PDFs, and electronic forms can be incorporated into new or existing case files with ease. It even enables high-speed production capture as part of the documentation process.

Easy Access Anywhere, Anytime

Business is being done at satellite offices, on the road, from home, or even in the middle of nowhere. Contentverse gives users the ability to access their documents anywhere, at any time, with the web access portal and the Contentverse mobile app for iOS and Android. Documents can be checked out of the system for offline access when internet is unavailable, such as in a service-free zone or on a short flight.

“What Contentverse has allowed us to do is have immediate access,” says customer Uniontown, Ohio Area Agency on Aging. “Now, it’s as easy as hitting a search function on whatever device I’m using.” With the Contentverse mobile app, documents such as expense reports or signed contracts can be added to the system while on the go.

To optimize the speed of retrieval Contentverse 2019 supports a new DjVu High Compression PDF format at minimizes file size, minimizing retrieval times and storage requirements.

Comprehensive Security

Securing files in Contentverse is simple yet compliant with stringent regulatory requirements. History logs and audit trail files track all activity at the document and system level. “Contentverse includes highly granular security and encrypts files during storage, ensuring that all documents are kept out of the wrong hands while maintaining viability for auditing or litigation purposes,” says Wharram. “It even provides real-time automated notifications of actions and optional digital signature solutions.”

Contentverse’s Content Sentinel is the simple but completely secure way to manage and share data and documents via your existing email while retaining complete control and enabling wider collaboration.  This includes the ability to provide comprehensive security on, and secure and controlled access to, documents and data anytime, anywhere via email notification with separate time-factored password.

Access by default is view only with a pre-definable option to allow edits, promoting collaboration from outside the organization. Once opened you have access to the document, its respective metadata, collaborative comments, and history. If the option to edit has been made available, then office documents can be revised utilizing MS Office Online in-place editor. By providing this level of access flexibility, you can now negate the need for any copies of documents and data being downloaded to laptops, tablets, and smartphones, eliminating the associated loss risk and data breach factors.

Mission Critical Integration

The relentless pressure for near instant response time means your business must integrate critical programs as well as online communication.The Contentverse Viewer supports over 555 image and text file formats. For the small number of formats not supported, the system offers viewing options with the native application. Even from the mobile app, a user can search and view their entire document directory at any time regardless of file format. “If an integration does not exist for your specified software application, we can and will develop it with little or no additional cost,” Wharram says.

Contentverse’s Easy Index and CV Forms capture options automate the data input to the system with the ability to auto populate other mission critical applications as well. Once you’ve entered your documents, keywords and metadata can easily be identified for data mining or analysis. This information can be compiled and sent to the right business process automatically, saving your organization time and money.

Intelligent Workflow

Contentverse comes fully equipped with a rules-based workflow, designed to imitate, automate, and accelerate everyday business processes. Documents can be scanned, electronically saved, or generated by third party applications, in any format, and saved into Contentverse where they are easily searched and made accessible for collaboration. The software allows retrieval of files quickly by an extremely flexible set of search options. Contentverse supports automatic version control and date/time stamping, enabling employees to select and separate out what is important.

Contentverse 2019 also offers the ability to compare two documents as part of a structured review, navigating effortlessly between individual changes or focus on changes grouped by category – from simple punctuation to complex alteration of content that makes a material difference.

Together they facilitate the optimization of operational efficiencies, maximizing productivity, and ensuring prudent fiscal management. This new version of the ECM is built on Computhink’s development foundation of innovation by taking advantage of the latest technology and best practices to control and process your information, while ensuring the customers experience of simplicity and speed.

Big Data Analysis

Web data input, such as that submitted via online forms or compiled from social media posts, often comes in very large numbers. Sifting through all of this information seems next to impossible at times. With Contentverse’s Easy Index and CV Forms capture options, automating the input of this data into the Contentverse system is a breeze. No matter how high the volumes, storage can be minimized with the utilization of DjVu HC PDF.  Once you’ve entered all documents, related data can easily be identified and made available for data mining or analyzing. In addition, this input can be automatically compiled and passed along to the appropriate business process for further processing, saving your organization time and money.

Innovating to Serve Customer Needs First

Contentverse 2019 provides even greater flexibility in deployment, collaboration, accessibility, and accountability. With an Enterprise Suite of clients providing near instant response, easier integration with mission critical applications, information governance, and communication.

With 26 years of experience, Computhink consistently evolves and delivers market solutions to solve real life challenges. Their diverse team comprises creative, experienced minds dedicated to developing outstanding enterprise software. Wharram concludes, “Content management’s transition to incorporate new intelligent operational and self-processing concepts will completely change the way we work. Computhink will continue to evaluate new technologies like AI and Blockchain to enhance and expand our business solutions, growing our digital solution offerings around customer needs, and leveraging the latest technological advances.”

Quotes:

Contentverse’s is a simple but completely secure way to manage and share data and documents via your existing email while retaining complete control and enabling wider collaboration. 

Content verse comes fully equipped with a rules-based workflow, designed to imitate, automate, and accelerate everyday business processes.

Content management’s transition to incorporate new intelligent operational and self-processing concepts will completely change the way we work.

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