docuvita

The Information and Document

Management System
Web Access • Workflow • E-Mail Archive • Interfaces • Revision Security
Table of Contents
Six Good Reasons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Your Advantages With docuvita .. . . . . . . . . . . . . . . . . . . . . 4
Applications and Scenarios .. . . . . . . . . . . . . . . . . . . . . . . . . . 6
Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Legal and Auditing Compliance . . . . . . . . . . . . . . . . . . . . . . . . 8
System Overview and Search Functions . . . . . . . . . . . . . . 9
Interfaces .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Our Partner Network .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Quick Facts for Administrators

SERVER TECHNOLOGIES CLIENTS
OS: Windows (from Server 2012 Webserver / HTTPS Web Client:
R2) or Linux (Mono) Current browser with JavaScript
Web Service API (REST, JSON, enabled and HTML5 support
CPU: at least current dual core. SOAP)
Due to OCR, more processing Windows Client:
power is necessary when working Scripting options via IronPython Windows (from Version 7), current
with multiple scanned documents. and C# scripts .net framework, automatic client
updates
RAM: at least 8 GByte. More RAM
is recommended for more than 25 Mobile Client:
users and when using workflows. Current mobile browser (iOS and
Android)
HDD: local or as SAN/NAS. Stor-
age requirements depend directly
on the size and number of docu-
ments and files to be archived.

Mail Archive Workflow Web Access Audit-Proof

Functions &
Interfaces

• Archiving e-mails in • Distribution and • Location and de- • Compliance with

compliance with the monitoring of tasks vice-independent legal regulations
law access to your data

All product names mentioned are trademarks or registered trademarks of their respective owners.
 3

Six Good Reasons

Standardized Quick and easy start with low training effort

1
Customizable Easily adaptable to existing workflows

2
Efficient
3
Automatic archiving – Quick retrieval of information
– Optimization of processes

Flexible
4
Grows with your business and your needs
Expandable via programming interface (API)

Safe
5
Outstanding access security – Sophisticated
rights management – Legally compliant archiving

Independent Free choice of end devices – Access via any current

6 web browser – No license costs for the database

docuvita is the powerful and cost-effective document management software for small and
medium-sized enterprises – a modern, state-of-the-art software solution. More than ten suc-
cessful years in the market and a large number of customer installations form the solid basis
for our broad knowledge and extensive experience in document management.

docuvita – briefly and concisely explained, available at

www.docuvita-international.com/document-management/

Full-Text Search Auto Filing Interfaces Security

• Indexing of the entire • Fully automatic • Easy integration • Security for your
database for a fast indexing and storage into your existing data against
and extensive search of captured docu- programs and office unauthorized access
ments environments
 Your Advantages
with docuvita
Efficient Document Management
The efficient handling of information is regarded as a central factor for the success of a company. Even with the
ubiquitous availability of data, the operational flow of information is frequently improvable and there are rarely
clear agreements on storage standards. As a result,
information is often incorrectly classified and stored
„With docuvita, we were able to and can therefore no longer be used effectively, even

minimize throughput times and at the though it may be relevant.

same time improve traceability in our With docuvita you can simplify and automate docu-
invoice approval process. The new ment management within your company – no mat-
processes are the ideal basis for the ter from which sources you retrieve your documents:
introduction of replacement analog sheets, digital files, from e-mails, Office applica-

scanning.“ tions or scanned documents. Besides making know-

ledge more easily accessible throughout your company,
Jens Kolmsee, Director Finance & Human Resources docuvita offers you a whole range of additional impor-
DEFINET Deutsche Finanz Netzwerk AG tant advantages.

Your Added Value

Improves Customer Saves Administration Optimizes Your
Relations and Office Costs Workflows

Imagine: A customer calls
and has a comment about a
letter he received from one
of your employees last week.
But today, the employee re-
sponsible is not in the office.
What is to be done? With
docuvita, all authorized em-
ployees can find the respec-
tive letter within seconds and
respond to the customer in a
qualified manner.
With the use of docuvita,
your business documents
are stored in electronic form,
huge piles of files are mini-
mized and paper archives are
made superfluous. Automatic
document archiving reduces
your administrative workload
so much that the conversion
to paperless filing usually
pays for itself within one year.
The avoidance of printing out
your own documents results
in additional savings potential.
Immediately after archiving,
the documents are available
to all authorized employees
regardless of their location.
Information previously ma-
naged on a decentralized ba-
sis is now consolidated and
office documents, incoming
mail, receipts and e-mails can
be managed together. Miss-
ing documents are a thing of
the past. By optimizing
processes via workflows,
you can give your company
an additional competitive
advantage.
 5

Low Investment Costs

Wherever it makes sense to do so, docuvita makes use of freely available open source software.
This results in cost advantages during development. Regarding your server, this also means that
you can completely rely on the free alternatives Linux and PostgreSQL to operate a powerful
document management system on an open platform. Of course, the docuvita.Server can also
be used under current Microsoft Windows Server / SQL Server systems.

High User Acceptance

Compliance with current standards in the user interface and optimized operating procedures
result in great advantages in handling. The digital management of documents is strongly based
on the familiar filing concept of conventional file folders.

The user can retrieve virtual files in his or her personal workspace. Files that are no longer required
are returned. This means little training effort and quick
user acceptance. The essential administrative functions
of the system can be learned by the IT administrator
within a very short period of time. „We are used to successfully
implement demanding customer
requirements. We are just as
Perfect Integration demanding towards our suppliers.
With Your Existing With docuvita we have found the
optimal partner.“
Systems
Matthias Bodenmann, Sales Manager
Efficient document management depends on kno- PACKAGE LINE GmbH
wing where to find the relevant information. Thanks to
its extensive integration options and numerous flexible
interfaces, docuvita is able to fully automatically use in-
formation from merchandise management, ERP and CRM systems as well as to process files
from e-mail servers or other applications.

The information is made available to the user contextually. You can adapt the storage structure to
your requirements, e. g. by creating new document categories quickly and easily. Extend or sup-
plement the existing structure and add additional descriptive fields to documents. Even the most
complex requirements can be covered. The programming interface (API) available for developers
allows docuvita to be fully integrated into other applications if required.
Applications and Scenarios
Versatile In Use
docuvita supports your company in countless application areas and scenarios in which the acquisition and au-
dit-proof archiving of documents as well as the simple, location-independent access to important company and
project data are required. docuvita can be individually adapted to specific requirements.
Digital Archiving
Scanning, indexing, audit-proof ar-
chiving and quick retrieval of paper
documents at any time. Destroying
paper documents.
Enterprise Content Management
Working on documents together,
building a knowledge database.
Meeting compliance requirements.
Works With All Kinds Of Files
Customer & Supplier Files
Archive outline agreements, corre-
spondence or documents and op-
timize your communication.
Accounting Files
Whether as a stand-alone solution
or in combination with an accoun-
ting software – archive your in-
coming and outgoing invoices in
compliance with the law.
Device Files
Keep track of instructions, main-
tenance documents and leasing
contracts for your equipment to
keep everything under control.
Document Organization
Order- and project-related
document organization, auto-
matic categorization, allocation
and distribution.
E-Mail Archiving
E-mails in connection with busi-
ness transactions are regarded
as commercial letters and are to
be kept in accordance with the
legal regulations.
Personnel Files
Protect sensitive data such as
applications or references from
unauthorized access.
Production Files
Automatically archive all docu-
ments such as job cards, pro-
duction orders and measure-
ment reports for your produc-
tion.
Patient Files
In the medical field, manage
all documents that need to be
stored and forwarded securely.
Workflow
Mapping electronic work process-
es such as invoice approval, con-
tract management or QM work-
flows with documents.
WebClient
Request your authorized data via
the internet or intranet, no matter
where you are.
Project Files
Manage project plans and calcula-
tions centrally and keep the entire
team up to date at all times.
Development Files
Store drawings and blueprints for
the development process – so you
can track at any time who made
which changes and when.
 7

Workflows

1 2 3 4 5
Retrieval Scanning Processing Review Payment

Invoice Invoice

The Perfect Addition

docuvita.WorkflowServer helps you to optimize your workflows. A wide variety of possible ap-
plications are conceivable: invoice releases, approvals, controls or notices. The storage system
thus becomes an active support for your business pro-
cesses.
„The digital automation of our
processes helps us to minimize typical
Customized And human errors such as incorrect filing
Role-Based or accidental deletion which in turn
eliminates the need for time-consum-
A workflow consists of tasks that are linked together.
ing error analysis. Responsibilities are
Components for common actions and tasks are for
example the query of decisions, the monitoring of
clearly defined and there is a continu-
deadlines or the automatic sending of e-mails. Direct ous improvement of our processes.“
data exchange with external systems offers additional
Marcus Wagner, Director Business & Finance
possibilities.
International School Augsburg

In addition to standard workflows for follow-ups and

information, the WorkflowDesigner can be used to cre-
ate simple workflows. Complex requirements can be
realized using the programming interface.

Each user can be assigned one or more workflow roles. This makes it possible to implement
substitutions and escalation scenarios. All decisions and actions taken during the workflow are
logged and can be traced at any time.
Legal And Revision
Security
Audit-Proof Archiving
We have had our software checked by the VOI and TÜV IT (TÜV Nord) for its basic suitability for
audit-proof archiving, especially in accordance with GoBD requirements.

Tax Authorities And Certificates

The tax authorities do not certify a document management or archive system as audit-proof,
since there are different requirements on environment for each installation. However, the proce-
dure documentation is checked. In addition to the software, special attention is paid to the entire
processing process – from inbox to data backup.

Our Recommendations To You

Always create a procedure documentation. Thanks to our preparatory work, you will only con-
centrate on the implemented processing processes, your IT security concept (access protec-
tion, data backup, etc.) and your organizational regulations. An expert third party, such as a cer-
tified public accountant or tax consultant, can also check the installed system and the running
processes and give you additional security.

This kept in mind, there is nothing that should prevent you from being able to use
docuvita as a safe and secure archiving system.

PDF
The PDF file format is 25 years old in 2018. Today it is the most widely used
format in the world and has been an ISO standard since 2008. With increa-
sing dissemination, further specifications were developed which were
also ratified by the ISO as a standard.

Why we use PDF/A

• Long-term secure archiving
• Product-independent
(creation and display)
• Archivable format for electronic
external communication
• Migration to fully electronic process-
es (no media interruption)
• Electronic signature
• Regulatory compliance
• Consistent archive format for different
document types
• No „manual“ metadata acquisition
• Comprehensive manufacturer support
 9

System Overview
and Search Functions
Simple, Fast, Targeted
In order to retrieve archived documents, docuvita offers a simple and fast search function. In
addition, you can narrow down the search results by performing a detailed search. In this way,
you can find the document you are looking for quickly and in just a few steps. If you frequently
use a particular search, you can save it and recall it at any time.

Full-Text Search „Our decentralized organization

The full-text search allows you to search the contents of requires sophisticated processes and a
all saved documents. For this purpose, docuvita gene- system that makes all business
rates a particularly fast search index. Every time you
processes traceable. docuvita gives
change a document or create a new document, this
index is updated automatically.
us all of this.“
Marcel Erni, CEO Bonflam GmbH

Properties Search
You can use the properties search to search the property fields of documents. In this way,
you can create evaluations in no time – for example, about which documents were created or
changed in a certain period of time.
Interfaces
Various universal interfaces allow you to seamlessly integrate docuvita into your system
landscape. For this purpose, docuvita has import and export interfaces, search interfaces
as well as programming and scripting interfaces (API).

With the help of these components, merchandise management, ERP, CRM, accounting,
mail and many other systems can be easily connected to docuvita.

Many preconfigured interfaces are already available to you via our partner network. Talk to
us directly about the software you are using.
 11

E-MAIL ARCHIVE
Nowadays, a lot of company information is contained in e-mails, but not always accessible to
all relevant people. With docuvita, electronic messages can be archived where they belong: in
the central electronic archive. docuvita archives and indexes e-mails with all attachments and
metadata. Using the search function, e-mails can be found quickly and conveniently. With an
additional link to your ERP or CRM system, e-mails can even be archived according to customer
and context. This enables you to fulfill the legal requirement for archiving all correspondence.
docuvita supports not only special e-mail solutions such as Exchange or Tobit david®, but also
the usual standards for e-mails on the Internet.

AUTOMATIC DOCUMENT TRANSFER

Archive your outgoing documents directly from your ERP, CRM or merchandise management
system in docuvita fully automatically – during operation, always up-to-date, without manual
import of master data and without double data entry.

OFFICE FILES
Direct integration with Microsoft Office programs enables you to create documents as usual and
save them directly in docuvita. You can also edit documents that exist in docuvita with common
programs and save them directly as a new version.

DOCUMENT SCAN / BARCODE SCAN

docuvita can operate scanners with TWAIN interface directly at the workplace. If you already
have a multifunctional device with scan function, you can use it to archive documents in docuvi-
ta. Documents that can be identified by barcode can be processed fully automatically.

IMPORT OF EXISTING DATA

With the docuvita import program, your docuvita partner can import large quantities of existing
data. It is also possible to transfer data from an existing document management system.

SEARCH INTERFACE
Connect your applications with docuvita and start a contextual search for information or docu-
ments directly from your usual working environment.

SYSTEM CONNECTIVITY
Create links to your data management applications – such as your ERP, CRM or merchandise
management system – and use the data captured there to automatically create files or enter
document properties in docuvita.

PROGRAMMING INTERFACE
Using the docuvita programming interface (API), your docuvita partner can implement almost all
conceivable scenarios in the document management environment. This includes the complete
integration of docuvita into other applications or the use of docuvita as an OEM product.
A Strong Network For Excellent Service
We offer you a network of competent partners for consulting, installation, customization and
integration of our software solutions – right next to you. Continuous training and further edu-
cation of our partners guarantee strict compliance with our high quality standards.

docuvita Gold Partners are specially trained to realize demanding doc-

ument management projects in your company using docuvita. With deep
understanding of your business processes, Gold Partners take care of
the customization and integration of docuvita DMS.

docuvita Silver Partners are specialized resellers of our docuvita docu-

ment management software. They are your central contact for individual
consulting and implementation.

docuvita Registered Partners introduce you to the essential aspects

of our docuvita document management solution and offer basic consult-
ing services.

For more information on our partner model, please visit

www.docuvita-international.com/partners/

Design:  Sebastian Klammer Graphic Design Berlin | https://sebastian-klammer.de

docuvita GmbH & Co. KG

Kelkheimer Str. 25
D-65812 Bad Soden
Germany

Skype: docuvita Channel Team

Phone: +49 (0)6196 2048599
info@docuvita-international.com
https://docuvita-international.com