Documents, Emails, Knowledge Documents & Templates: Create Systematic

Create Systematic
Records of
Documents, Emails,
Knowledge
Documents & Templates
for easy
Reference & Re-use
Increase Efficiency & Enhance Productivity
Knowledge Management
Solution
The Pain, We understand

File & Folder Naming Convention
Always differ from person to person
Complex Folder Hierarchy

Difficult to follow through every time
Sis &
Me
No compelling mechanism
for one place centralized storing
We are Authorized sole distributor & support center for Hazel range of product and solutions
Solution
Scattered Documents Two files with similar names can’t

across Office Network be saved in the same folder
Email Overload & Outlook rules

not enough to remain Organized
Typical Identification of the Unorganized/Misplaced

final draft from multiple copies Knowledge Documents
Solution
Historical
Documents
Working
Documents
Loss documents due to

Lack of Segregation of Hard Disk Crush / Virus Attack
files as Current or Old
Cumbersome Retrieval because of

confusing name of Files & Folders
Accidental Overwriting of Typical retrieval of files due to

Documents & Templates absenteeism / transfer of staff
Solution
The Net Result of Hindrances…..
Haphazard
File Management
Lack of Record
Management System
Lack of Knowledge
Management System
No Continuity
Management plan
Solution
What KDOC does ?

Faster Creation
Smart Management
Quick Retrieval
Record Management
Maximum Usage
of Past Experience
Email Productivity
With Microsoft Outlook
Helps to have Less Paper Office

Solution
The Roadmap to Productivity
Solution
Understanding the Difference
File Management with
File Management with
Solution
Naming Files & Folders

Windows & MS Office
KDOC
No intelligent logic in Automates naming and
naming files and storage saving. Eliminates the
location. behavior of file Save As
dialog box
Prevents saving two files Unique ID for each

with similar name in one Document, No duplication
folder.
Incidents of accidental Saves before working upon

overwriting of documents the files
occur - Save instead of
Save As
The Benefit Uniform File and Folder Naming Conventions

Solution
Properties/Metadata
KDOC
Windows & MS Office
Only basic features for Makes profiling

property assignment compulsory - either
available in Microsoft® automated or semi
Word and Excel automated
No facility for selection of Enables record
property values from pre- management for easy
defined masters listing, sorting and retrieval
The Benefit Uniform

Quick Retrieval
File andofFolder
Documents
Naming
and
Conventions
Templates
Solution
The Unique Document Identity

Windows & MS Office
KDOC
No unique identity to track Auto assigns a unique
documents and templates number to each document
and template
The Benefit Simplifies Tracking and Retrieval System

Solution
Centralized Repository
KDOC
Windows & MS Office
Leads to scattered files Provides single location for

across office network. storage of documents and
templates
Difficult to discipline each Prevents saving of files into
user in saving files at one other locations except into
centralized location. KDOC® centralized
repository
Makes accessing Provides easy retrieval
documents difficult in the even in the absence of
absence of creator document creator
The Benefit One Point Storage & Quick Access

Solution
Classification of Documents
Windows & MS Office
KDOC
Random classification of Segregates files into
files, no segregated working, imported,
classification archive, historical and
branch documents
Follows one pattern of Removes unnecessary

folder hierarchy i.e. clutter from the workspace
difficult for all to follow enabling easy access
The Benefit Automated Record Management

Solution
Templates/Model Documents
KDOC
Windows & MS Office
Unorganized templates, Creates centralized

formats and knowledge repository of templates
documents and knowledge documents
User specifies location in Enables saving of a

the system where the document as template with
templates should be saved ease
Mere usage of templates Enables publication and

and model documents sharing of templates list
across the organization across the organization.
The Benefit
The Benefit Maximum use of past experience

Solution
Email Archive & Email Templates
KDOC
Windows & MS Office
Manual storing of Facilitates moving or

important emails into copying of important
folders for archive emails into KDOC®
repository
PST files become Facilitates bulk archiving of

redundant for ex employees contact specific emails.
Offers only basic feature of Promotes creating and

email templates in replying of emails from
Microsoft® Outlook and template making the
hence less used process easier and faster
for the user
The Benefit
Safe & Secure Email Records & Quick Standardized
email communication
Solution
Documents Security
KDOC
Windows & MS Office
Enforcing security Easy security and access

mechanism is difficult rights mechanism
Unauthorized access of All documents and

documents may be templates are always saved
possible in KDOC® secure repository
The Benefit One Place Storing with Restricted Access

Solution
Collaborative Working
KDOC
Windows & MS Office
Sharing of documents by Inform collaborator about

emailing as attachments document number instead
of sending as email
attachments
Best practice documents Sharing of knowledge

remained lying in documents with ease
individual folders
Comments / Notes remain Separate Note Sheets for
embedded with comments. Stored in data
documents base and not with
documents itself
The Benefit
Improved Sharing of Knowledge & Enhanced
Productivity
Solution
Back up, Restore & Reports

Windows & MS Office
No simple mechanism for
KDOC
Enables automated
backup and restore of files, incremental back up of all
scattered across the office documents and templates
network
Risk of losing documents Backup and restore is

due to virus attack and easier
hard disk failure
Printing list of documents Creates list of documents

and templates not and templates based on
supported multiple parameters
The Benefit
Ensures Safety of Documents and Templates, Improves Soft
Copy Management
Solution
Lets Move to the
Interface
& See in Action
Solution
 Create Letters , Documents , Reports

from MS Word itself
 Save Existing Document into KDOC
 Retrieve Existing Documents too…
Solution
 Create Letters , Documents , Reports

from MS Word itself
 Save Existing Document into KDOC &
Retrieve Existing KDOC documents
Solution
 Profile every documents before start

working on it
 Automated naming convention
 Compels your staff to follow the
discipline…
Solution
 Archive Important Emails

 Create New Emails & Reply Email from
KDOC Email Template Repository…
 Improves Email Productivity…
Solution
 Profile every documents before start

working on it
 Automated naming convention
 Compels your staff to follow the
discipline…
Solution
 Documents Register instead of Folder

Hierarchy
 Open / Create Copy of desired document
 Add Notes for document , send to
Inactive etc…
Solution
 List of Working Document.

 Filter desired documents based on any
property. Open, Edit, Create
 Copy, Print, Email, Add/View Notes for
any document with ease.
Solution
 List of Archive documents.

 Occasional Access & hence removes
clutter from present Working Documents
 Search documents based on any
property and can active back if needed.
Solution
 Centralized Template Repository…

 Increase the practices of Using
Templates.
 Creating Documents from scratch
Minimized.
Solution
Solution
Better Discipline
& Organize
Documents &
Templates
Reduces
Duplication
of Work
Consistency in
documents
Leads to Faster
Creation &
Retrieval of
Documents & Eliminates the fear
Templates of Accidental
Overwriting
Solution
Efficient Document Improves Productivity at Workplace

Creation Process
Helpful in legal compliance
Improved Security of Documents
Solution
Leads to Fewer Draft Copies

Ensure smooth working in case of & Saves Stationery
leave/transfer of staff
Save precious Time

& Effectively Money
Solution
For every minute spent

in organizing, an hour is earned.
- Benjamin Franklin
While technology and processes are

important to Knowledge Management,
it is people who determine success.
Solution
REG. OFFICE
26, Champa Gully, M. J. Market Lane,
Mumbai – 400002. INDIA
Tel : +91 - 22 – 4226 4444
Mail : info@everexinfotech.com
URL : www.everexinfotech.com
Thank You!
We aspire your association
Marketed & Supported by Everex Infotech. Quality product Hazel Mercantile Limited

Documents, Emails, Knowledge Documents & Templates: Create Systematic

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Documents, Emails, Knowledge Documents & Templates: Create Systematic

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Create Systematic

The Pain, We understand

Complex Folder Hierarchy

Scattered Documents Two files with similar names can’t

Email Overload & Outlook rules

Typical Identification of the Unorganized/Misplaced

Loss documents due to

Cumbersome Retrieval because of

Accidental Overwriting of Typical retrieval of files due to

The Net Result of Hindrances…..

What KDOC does ?

Helps to have Less Paper Office

The Roadmap to Productivity

Understanding the Difference

File Management with

File Management with

Naming Files & Folders

Prevents saving two files Unique ID for each

Incidents of accidental Saves before working upon

The Benefit Uniform File and Folder Naming Conventions

Only basic features for Makes profiling

The Benefit Uniform

The Unique Document Identity

The Benefit Simplifies Tracking and Retrieval System

Leads to scattered files Provides single location for

The Benefit One Point Storage & Quick Access

Follows one pattern of Removes unnecessary

The Benefit Automated Record Management

Unorganized templates, Creates centralized

User specifies location in Enables saving of a

Mere usage of templates Enables publication and

The Benefit Maximum use of past experience

Email Archive & Email Templates

Manual storing of Facilitates moving or

PST files become Facilitates bulk archiving of

Offers only basic feature of Promotes creating and

Enforcing security Easy security and access

Unauthorized access of All documents and

The Benefit One Place Storing with Restricted Access

Sharing of documents by Inform collaborator about

Best practice documents Sharing of knowledge

Back up, Restore & Reports

No simple mechanism for

Risk of losing documents Backup and restore is

Printing list of documents Creates list of documents

Lets Move to the

& See in Action

 Create Letters , Documents , Reports

 Create Letters , Documents , Reports

 Profile every documents before start

 Archive Important Emails

 Profile every documents before start

 Documents Register instead of Folder

 List of Working Document.

 List of Archive documents.

 Centralized Template Repository…

Efficient Document Improves Productivity at Workplace

Helpful in legal compliance

Improved Security of Documents

Leads to Fewer Draft Copies

Save precious Time

For every minute spent

While technology and processes are