In February 2024, DigiLabs delivered the Document Management and Archiving System to the client with the following Features and functionalities:
Records Management
- A dashboard for digitized documents, uploaded documents for review and notifications.
- A private repository for permitted users and groups are allowed to view and edit records.
- Assign user and groups to specific workflows.
- Workflow management for automating a process per workflow.
- Upload a single or bulk scanned document.
- Upload of index file in pdf and text format and automatically link the attributes in designated file names.
- Capture the data text in the uploaded document and automatically fill up the OCR fields.
Accounts Management
- Unlimited creation of user accounts.
- One-time pin (OTP) for password.
- A password reset tool to be managed by the end user requester via email.
- Notification to the administrator thru email for new request for change password.
- Link to user account profile.
- User management to create new user accounts with specific roles such as employee, manager and administrator.
Search and Retrieval Management
- Search data such as index, file name, date, author name, uploader name, document type and content of the scanned document.
- Advance content search that can search optical character recognition (OCR) of the scanned documents.
- Filtering in search result to easily track the documents.
Reports Management
- Count all the uploaded records by folder or user.
- Count all the pages in every record uploaded.
- Printing of Digital files Digitally signed (via certificates with TLS) with watermark.
Notification Management
- View real-time notification on a dashboard.
System Management
- Accessible in web browser and supports multiple platforms such as Internet Explorer, Google Chrome and Safari. Mobile Use cases are served through a web responsive frontend.
- System designed in open-source programming language using a Service Oriented Architecture (SOA).
- Bootstrap template and responsive view from desktop, tablet and mobile.
- Prevention of brute force attacks.
- Recovery of password via the assigned administrator using administration panel.
- Only alpha and numeric keys and special characters are allowed in username and password field.
- Backup and recovery mechanism for the digitized documents using on premise server and cloud server.
Document Digitization Services
- Scanned, indexed, unfastened and refastened of documents using high speed scanners and back-up facilities.
- Scanned documents in various sizes: A4, Short, Legal or A3.
- Digital Images viewed and printed using standard PC and Printer.
- Delivered desktop computers, high speed scanners, printers, on premise server and cloud server.
