DMS LCM Solution “Electronic Matter File”

Electronic Matter File SOLUTION DESCRIPTION LCM Solution Electronc Matter File Table of contents The Challenge 3 Our Solution 3 Structure and functions of the user interface 4 Range of functions 7 Your major benefits 9 Integration with Microsoft Outlook 10 Our offering 10 I2I INTELLIGENT I DOCUMENT I PROCESSING (IDP) Scalaris Document Management Solutions (DMS) The Challenge Matter Management within Legal and Compliance departments requires that users mana- ge a huge amount of documents and information. As a rule, respective content is stored in a wide variety of paper-based archives, digital repositories and isolated applications. How- ever, none of these tools is able to cover all essential requirements related to a matter- oriented provision and management of all concerned documents. As a result, collection of paper-based and digital information related to a specific mat- ter is very time-consuming. In many cases, a consistent overall view is missing, too. On the one hand, this entails incertitude about the original and/or the latest versions of documents. On the other hand, the lack of an integrated document and matter lifecy- cle management prevents full knowledge sharing and leads to different knowledge levels of the persons in charge. In addition, the concerned users are often not aware of the outcomes of similar cases. All this impacts a service-oriented and cost-effective processing of business-critical legal and compliance matters. Not least, the absence of systematic document and dossier management structures also results in numerous duplicates, using unneccessary storage space. Our Solution Scalaris provides you with a powerful application for dossier-based document ma- nagement throughout Legal & Compliance departments based upon our DMS 2.0 fra- mework. The solution enables users to store, manage, access and share various types of documents, scanned images, as well as emails and their attachments, by reference to a unique matter identifier. The tasks within Legal & Compliance departments may be structured as reasoned mat- ters. A matter can include Microsoft Office documents, emails, other file types, as well as references to physically stored documents. In addition, a matter can be split into sub-matters. To identify any of the defined objects (matter, sub-matter, document) fast and unerringly, the user simply assigns the necessary metadata within the mask provided by the system when creating them. Our Legal and Compliance Management (LCM) solution comes with a wide ran- ge of functions enabling the user to: » configure clear structures for different matter classes. » manage document and matter hierarchies, as well as structures in a very demanding environment. » manage and track document and matter lifecycles with minimized effort. » deploy complex security (e.g. data security) and access right concepts. » administrate reference information, such as documents stored in physical archives for legal reasons. » handle matter-related documents in accordance with the company‘s existing policies. I3I LCM Solution Electronc Matter File Depending on your requirements you have the following deployment options to choose from: Standard: Delivery with a web-based general user interface Optional: Seamless Microsoft Outlook integration Structure and functions of the user interface The web-based application is structured as follows: • header • search area • hit list area Within the header, the user may select different working areas over the displayed re- gister structure (main command bar), e.g. search and matter. main command bar header search area hit list area I4I INTELLIGENT I DOCUMENT I PROCESSING (IDP) Scalaris Document Management Solutions (DMS) The main views within the user interface at a glance Search The search view provides search options through different search masks. The result of a search, the hit list, is shown be- low the search mask. It is possible to search either on matter or on document level. Matter When working within the scope of a matter, the displayed «Matter Main Page» (see screenshot) offers the possibility to view the matter structure, including matter-specific proper- ties, and to select and display the documents of the selected matter. Audit The audit page is the working space for viewing an audit trail or searching for audit entries. The audit search mask is used to enter search criteria in or- der to display the audit details for a specific object (matter, sub-matter, document), or to add supplementary criteria for a further restriction of the audit trail related to the respective object. The button «Advanced search» opens an even more specific mask, permitting further restrictions of the search results. document viewer thumbnail viewer Electronic Matter File I5I LCM Solution Electronc Matter File Report Reporting function, providing users with all necessary data in accordance with the predefined report configuration. Enables export of the audit entries in a structured and pre- configured way. Functions easening the navigation within the application Hit list The hit list shows the list of matters or documents meeting the entered search parameters. Which columns or rather which properties of a matter or document are shown, is defi- ned by the search mask configuration. Document viewer If a search for documents has been executed, a document viewer is displayed within the right half of the viewing win- dow. For some document formats, such as PDF files and Microsoft Office formats (i.e. Word), the appropriate viewer is shown within the viewer pane - provided that it is registered in the browser. If a viewer is not registered or another format is de- livered, the document is displayed within the standard docu- ment viewer. Thumbnail viewer Documents that have a special thumbnail representation stored in the repository, are displayed as downsized pictures within thumbnail viewer. Actions menu Execution of various actions on one or on several objects of the hit list via the actions menu requires that the user activa- tes the checkboxes to the left of the relevant object(s) and then clicks on the drop-down button  to the right of the actions menu. All available actions for the selected object(s) will then be displayed in the drop-down menu. Alternatively, the actions menu is available via a right-click on the selected object. I6I INTELLIGENT I DOCUMENT I PROCESSING (IDP) Scalaris Document Management Solutions (DMS) Range of functions Our Legal & Compliance Management (LCM) solution works fully web-based and of- fers the following standard features: Search functions Index-based search (e.g. business title, date of creation) for a matter or document. Configuration of search masks for specific matter and docu- ment types, as well as configuration of user-group specific search masks. Clearly structured and sorted hit list displaying all results matching the executed search query. Document viewer for a full display of the selected docu- ment. Thumbnail viewer for a fast, downsized preview. Access protection Definition of customer-specific matter access rights ensuring access control and maximum data intgrity in line with the prevalent statutory filing obligation on matter, sub-matter and document level.