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CREATE CLOUD BASED SYSTEMATIC RECORDS OF

DOCUMENTS, EMAILS,
KNOWLEDGE DOCUMENTS & TEMPLATES
FOR EASY
REFERENCE & RE-USE

Increase Efficiency & Enhance Productivity


THE PAIN, WE UNDERSTAND

File & Folder Naming Convention


Always differ from person to person

Complex Folder Hierarchy


Difficult to follow every time

Sis &
Me

No compelling mechanism
for one place centralized storing
Scattered Documents Email Overload & Outlook rules not Two files with similar names can’t
across Office Network enough to remain Organized be saved in the same folder

Historical
Documents
Working
Documents

Typical Identification of the Unorganized/Misplaced Lack of Segregation of


final draft from multiple copies Knowledge Documents files as Current or Old
Loss documents due to Retrieval of files is complicated Difficult to retrieve of files due to
Hard Disk Crush / Virus Attack because of confusing names absenteeism/transfer of staff

Managing hard copy of documents Painful to maintain legal documents Accidental Overwriting of
for long duration of time is difficult & records in an organized way Documents & Templates
Unorganized media files like event Want to digitize all your hard copy
pictures or videos etc. documents like receipt, invoice, pro
forma invoice etc.

Difficult to identify the final draft Can’t access files anywhere or at


from multiple copies anytime when required
THE NET RESULT OF HINDRANCES

HAPHAZARD
FILE MANAGEMENT
Lack of Record
Management System

Lack of Knowledge
Management System
No Continuity
Management plan
WHAT KDOC PLUS DOES?

▪ Access File Anywhere

▪ Smart Management

▪ Quick Retrieval

▪ Digitize Records

▪ Maximum Usage
of Past Experience

▪ Email Productivity
With Microsoft Outlook

Helps to have Less Paper Office


THE ROADMAP TO PRODUCTIVITY
UNDERSTANDING THE DIFFERENCE

File Management with

File Management with


NAMING FILES & FOLDERS

No intelligent logic in naming files and Automates naming and saving. Eliminates
storage location. the behavior of file Save As dialog box

Prevents saving two files with similar name Unique ID for each Document, No
in one folder. duplication

Incidents of accidental overwriting of


documents occur - Save instead of Saves before working upon the files
Save As

The Benefit Uniform File and Folder Naming Conventions


PROPERTIES/METADATA

Only basic features for property assignment Makes profiling compulsory - either
available in Microsoft® Word and Excel automated or semi automated

No facility for selection of property values Enables record management for easy listing,
from pre-defined masters sorting and retrieval

The Benefit Quick Retrieval of Documents and Templates


THE UNIQUE DOCUMENT IDENTITY

No unique identity to track documents and Auto assigns a unique number to each
templates document and template

Classification of documents are difficult to Easily assign category to your respective


achieve documents

The Benefit Simplifies Tracking and Retrieval System


STORE EVERYTHING ON PRIVATE/PUBLIC CLOUD

No unique identity to track documents and Auto assigns a unique number to each
templates document and template

Classification of documents are difficult to Easily assign category to your respective


achieve documents

The Benefit Simplifies Tracking and Retrieval System


DIGITIZATION OF DOCUMENTS

KDOC® plus brings your manual files into system


Painful to maintain hard copy of documents in through scanning and save all your documents
an organized way (like receipt, invoice, legal files etc.) in an
organized way

After digitizing your documents you can easily


Preserve the important and legal documents preserve your important files and indexed it and
form aging process fetch the required files quickly and will not be
lost forever

The Benefit You can easily access all the documents when required
CENTRALIZED REPOSITORY

Provides single location for storage of documents


Leads to scattered files across office network.
and templates

Difficult to discipline each user in saving files at Prevents saving of files into other locations
one centralized location. except into KDOC® centralized repository

Makes accessing documents difficult in the Provides easy retrieval even in the absence of
absence of creator. document creator

The Benefit One Point Storage & Quick Access


CLASSIFICATION OF DOCUMENTS

Random classification of files, no segregated Segregates files into working, imported,


classification archive, historical and branch documents

Follows one pattern of folder hierarchy i.e. Removes unnecessary clutter from the
difficult for all to follow workspace enabling easy access

The Benefit Automated Record Management


SUPPORT ALL THE FILE EXTENSION

All your pictures, video and media files are Easily upload and manage all your media
scattered files as K-doc support all the file types

Difficulty in managing multiple backups file Store and save all the backup zip or files

The Benefit Manage all the types of documents


TEMPLATES/MODEL DOCUMENTS

Unorganized templates, formats and Creates centralized repository of templates


knowledge documents and knowledge documents

User specifies location in the system where Enables saving of a document as


the templates should be saved template with ease

Mere usage of templates and model Enables publication and sharing of


documents across the organization templates list across the organization

The Benefit Maximum use of past experience


EMAIL TEMPLATES

Promotes creating and replying of emails from


Offers only basic feature of email templates in
template making the process easier and faster for
Microsoft® Outlook and hence less used
the user

The Benefit Quick Standardized email communication


EMAIL ARCHIVE

Manual storing of important emails into folders Facilitates moving or copying of important
for archive emails into KDOC® Plus repository

Facilitates bulk archiving of contact specific


PST files become redundant for ex-employees
emails

The Benefit Safe & Secure Email Records


DOCUMENTS SECURITY

Easy security, by prohibiting direct access


Enforcing security mechanism is difficult
and copy of documents

Unauthorized access of documents may Access right mechanism provide you


be possible role-based permission

Anyone can print, email or download the Control your hard copy print out,
documents emailing and downloading of files

The Benefit One Place Storing with Restricted Access


COLLABORATIVE WORKING

Inform collaborator about document


Sharing of documents by emailing as
number instead of sending as email
attachments
attachments

Best practice documents remained lying in


Sharing of knowledge documents with ease
individual folders

Comments/Notes remain embedded with Separate Note Sheets for comments. Stored
documents in data base and not with documents itself

The Benefit Improved Sharing of Knowledge & Enhanced Productivity


CONTROL OVERWRITING OF DOCUMENTS

Inform collaborator about document


Sharing of documents by emailing as
number instead of sending as email
attachments
attachments

Best practice documents remained lying in


Sharing of knowledge documents with ease
individual folders

Comments/Notes remain embedded with Separate Note Sheets for comments. Stored
documents in data base and not with documents itself

The Benefit Improved Sharing of Knowledge & Enhanced Productivity


REPORTS

Printing list of documents and templates Creates list of documents and templates
not supported based on multiple parameters

The Benefit Improves Soft Copy Management


MAINTAIN HISTORYING AND VERSIONING

Easily keep the tracks of every modification


Difficult to manage multiple versions of files
with the changelogs

Maintain history of the every changes and if


Reverting the documents to previous state
mistake is made you can go back to previous
not possible
state

The Benefit If a mistake is made you can go back to previous versions


BACK UP & RESTORE

No simple mechanism for backup and


Enables incremental back up of all
restore of files, scattered across the office
documents and templates
network

Risk of losing documents due to virus attack


Backup and restore is easier
and hard disk failure

Imposing manual back up files security is Back-up files stored at secured location and
difficult copying of back-up files not possible

The Benefit Ensures Safety of Documents and Templates


INSTALLED ON YOUR SERVER

Fear of data snooping from other-party K-doc plus installed on your server, most
installation trusted place to keep your documents

The Benefit Eliminate Fear of Data Snooping


LETS MOVE TO THE

INTERFACE & SEE IN ACTION


 Property Masters
Contact, contact group,
contact department,
category, subject, udf1 and
udf2, work status
 Profile every documents
before start working on it
 Automated naming
convention
 Compels your staff to follow
the discipline…
 Create letter, documents, reports from
MS Office
 Save existing documents into KDOC® Plus
 Upload files of any extension(txt, doc,
pdf, png, rar, mp3, mp4)
 List of working documents
 Documents register instead of folder
hierarchy
 Filter desired documents based on any
property
 Edit the documents Checkout, edit, and
upload
 Send the documents to archive, History
 Maintain the historying of documents
 Documents Register instead of Folder
Hierarchy
 Open / Create Copy of desired document
 Add Notes for document , send to Inactive etc…
 Keep track of all the improvement through
versioning
 Categorised documents as working,
archived & history
 List of archived documents
 Occasionally accessed and hence removes
clutter from present working documents
 Access right mechanism provide you role-
based permission
 Keep your data safe and secure with the
central admin panel
ADVANTAGES
Better Discipline & Organize Reduces Duplication Consistency in
Documents & Templates of Work Documents

Leads to Faster Creation & Retrieval Eliminates the Fear of Efficient Document Creation
of Documents & Templates Accidental Overwriting Process
Improves Productivity at Helpful in Legal Improved Security of
Workplace Compliance Documents

Ensure Smooth Working in Case of Leads to Fewer Draft Copies & Save Precious Time
Leave/Transfer of Staff Saves Stationery & Money
Thank you!
We aspire your association
“A business that consistently enriches lives is a wealthy business”

Regd. Office:
Everex Infotech Pvt. Ltd.
26, Champa Gully, M. J. Market Lane,
Mumbai – 400002 INDIA
Tel: +91 - 22 – 4226 4444
info@everexinfotech.com | www.everexinfotech.com
Marketed & Supported by Everex Infotech. Quality product Hazel Mercantile Limited