Doculabs Examples of Usage Patterns and Packages

Scenario Usage Pattern Description Users create, edit, classify, store, and retrieve documents using common tools such as Microsoft Office (including email) and/or a web browser Functionality that Can Support the Usage Pattern Check-in/check-out, simple version management, search, file sharing, some workflow integration Resulting Benefits Secure centralized storage and retrieval of general content (with backup) Network drive replacement Minimize use of email for file sharing Examples Basic Word documents (e.g. minutes, strategy documents, operating plans, etc.) Sales presentations Proposals and quotes Spreadsheets in finance and accounting Contracts and supporting documents NDAs and legal documents SOPs and quality documents IT system documents Service Level BASIC Low-cost solutions that aim to keep things simple and meet the basic needs of most users in their common day- to-day tasks Primary Technology Components

1. All-purpose Document Management (Basic)

Document Management Basic Workflow Search

2. Secure Document and Content Management (Advanced)

Users create, modify, finalize, classify, approve, and share documents in a controlled environment that emphasizes version control, audit history, secure archival, and secure access

Check-in/check-out, comprehensive (multi-level) version management (including version compare, consolidation, etc.), workflow, document history and audit trail, rolebased security, secure archival, integration to records management, audit tracking and control. Focus on efficient ingestion in a secure environment, leverages IDR and OCR, check-in/check-out, integration to workflow, and records management, secure archival, audit tracking and control

Tight control on creation, management, and production of quality documents and other controlled documents Ensure compliance with stringent regulatory or audit requirements

ADVANCED Moderate-cost, high-impact solutions that meet the needs of most users in their day-to-day tasks

Document Management Workflow Records Management (consumer, contributor) Search Capture with IDR, OCR Document Management Workflow Records Management (consumer, contributor) Search

3. Production Image and Document Management (Specialized)

For higher-volume users (often process workers) who capture, create, classify, edit, store, and retrieve using common and advanced tools

Efficient capture, ingestion, and classification Minimize time and cost associated with information discovery by ensuring that content is indexed, classified, and recorded as a record as early in the process as possible Facilitate the discovery of paper documents when electronic tracking information is available

Mailroom and scanning operators Legal search of content managed by subsidiaries, business units, etc., for litigation discovery Compliance search of content for audit Corporate-level records management Unit and department records management in alignment with corporate

SPECIALIZED High-cost (per user), highly specialized applications that are used to accomplish a very specific task, generally by a very specific user community

4. Corporate Records Management (Specialized)

Records management personnel create and maintain records program artifacts (such as file plans, retention schedules, policies, procedures, and guidelines), manage lifecycle of records, perform record searches, execute legal holds as needed, and run reports on managed records (both paper and electronic). Given that the records policy management is in place, authorized users can search for and retrieve cross-organizational content for specific business purposes, including corporate oversight, litigation discovery, or audit.

Records retention and disposition, robust security, legal holds, comprehensive natural language and parameter-driven search interfaces, federated search (with ability to save searches, test query strings, etc.), detailed audit tracking and logging, discovery-related reporting, reporting related to content destruction, archival migration, offline/paper record tracking, etc.

Improve and unify records management technology and tools Incorporate all types of content (e.g. paper/electronic, email, documents, web content, reports, etc.) into a unified records management system Allow records management staff to control and update records management rules and policies as needed in a fully audited and controlled manner Provide Corporate with better visibility across sites and ensure regulatory compliance Minimize time and cost associated with information discovery (such as for litigation) by ensuring that necessary information is available and accessible when it is needed Facilitate the discovery of paper documents when electronic tracking information is available

SPECIALIZED ADVANCED

SPECIALIZED High-cost (per user), highly specialized applications that are used to accomplish a very specific task, generally by a very specific user community

Records Management (coordinator, contributor, consumer) Document Management Workflow Search

Legend

BASIC

Specific capability for business process or goal Focus on high-volume applications designed for operational excellence and consistent support levels; rarely reusable Best suited for specialized deployments with complex and highly customized workflows Deeper functionality for users needing powerful tools to accomplish their jobs Focus on supporting targeted applications Best suited for targeted deployments with simple workflows Broad set of capabilities for a wide audience Focus on simplicity over depth of functionality Best suited for wide-scale deployment, ideally to all users in the enterprise