Document Management helps systematically manage documents. After a Request has been perfected, and/or all requests for documents have been received, the next step in request processing is to identify the responsive documents and review, redact and prepare these for delivery to the requester, as well as scan, process documents for OCR (Optical Character Recognition), index, search and protect documents. These actions are performed through the Document Management tool.
Documents can be added to Requests in the statuses below:
Perfected
Documents Added
Documents Added to Review Log
Disposition Accepted
Documents Delivered
Delivery Failed
Amended
Assigned
There is no limit to the number of documents or pages that can be imported into Document Management.
Features
The table below describes features of the ATIPXpress Documentation Management system.
Feature | Description |
|---|---|
File Cabinets | ATIPXpress provides File Cabinets as a repository for Request-related documents. |
Document Indexing and Search Engine | ATIPXpress Document Management contains a powerful search, and configurable Document Indexing engine that allows for: Full text OCR-based searching on content in the following document formats: Word, PDF, HTML, RTF, CSV and Text. Full Text Indexing giving users the benefit of locating any word or phrase that appears in the document. Searching all metadata fields, including Custom Fields, Folder Name, Folder Created Date, Created By, Request, etc. Defining simple, single string searches, or creating complex, boolean search criteria. Using boolean operators help fine-tune searches and reduce the number of unrelated documents on the results page. |
Custom Fields | Document Management allows users to create an unlimited number of custom fields using predetermined field types. Custom fields are automatically added to the Advanced Search criteria list. The types of Custom Fields supported in ATIPXpress are: Text Numeric Alphanumeric Option Lists Date/Time |
Scan Documents Directly into ATIPXpress | ATIPXpress Document Management allows users to capture documents using a TWAIN-compliant imaging device, which adds metadata and uploads documents to ATIPXpress in a single wizard. |
Reporting | You can generate and view the following types of Document Management reports: Detailed reports filtered by number of documents or pages created, edited, deleted, sent, or date received in Document Management. Reports specific to your location. Document reports for documents that were imported, scanned, or sent, including the number of pages. sections or folders created, edited, redacted, or deleted in a File Cabinet Drawer within a specified period. Full transaction histories for folders and documents. Detailed reports that display the association between the requests and documents. |
Organize Documents by Folders | You can arrange Folders in a hierarchical order with an unlimited number of levels. The folders you create will be presented to users in a structure similar to the familiar Windows Explorer format and interface. You will associate a document with a folder and decide what folders and documents will be placed inside those folders. |
Document Redacting and Saving | ATIPXpress offers powerful capabilities, such as redacting and saving a document directly where it is stored. |
Document Search | The search feature of ATIPXpress integrates with document repositories to allow users to search documents by any word, phrase, or custom field assigned to a document. User-defined custom fields are optional and provide a way to search for specific information you created for a document such as date, source, or customer name. |
Find and Redact | The Find and Redact tool allows you to find and redact multiple instances of specific or preset common phrases contained in the current document. Redaction codes can be added to redactions, and displays in the entity attribute information. |
Document Tree | Documents are arranged in a branching document tree, which is arranged alphabetically. |
Tooltips | Hover over tools in the Document Management module to see a brief description of the highlighted tool. |
Sanitized Documents | Documents in MS Word, Excel, PowerPoint, and PDF formats are automatically stripped of all properties and metadata before being added to DM |