 Creation/Receipt
Indexing
Search & Restoration
1. How do I get my documents into Redmap?
It’s simple. We have 5 basic methods of getting documents into our solution:
- Use the scanning controls from the solution to scan paper into Redmap.
- Use our Microsoft Word, Excel and Outlook add-ins to automatically index the documents into Redmap from any of those applications.
- Use a complete Redmap capture solution to automatically scan into the repository.
- Use the API to index output from other applications.
- Use our file indexer, which watches network or local directories and automatically indexes the documents stored in those directories.
2. Does filing the documents in Redmap change the format?
No. All electronic documents are stored in their native format. Paper however, is first scanned and then stored as a Tiff file. We support both the G4 and jpeg compressions.
3. How do I find my documents?
That’s one of the greatest strengths of the Redmap solution, we customise it to your needs.
When someone says “customise” most people cringe with fear of large bills. No need to worry. We have a simple methodology that allows us to understand the most efficient way to store your information so that you can easily find it. We create filing tags, such as company name or the date of the document, that you will use to find your information.
Also available, is the content search, which enables you to find information based on the actual content of the document, just like using a search engine on the Internet, except inside your business!
4. Can I email a document from Redmap?
Yes, at the touch of a button.
5. Can I open and edit a document if some one else has it open?
Redmap provides concurrent access to documents, allowing you to view documents that may be opened by someone else.
However, any editing is version controlled, which prevents multiple users editing the same document at the same time. It also means that you can access all previous version of a document.
6. Can I find my documents over the Internet?
Yes. With Redmap’s web interface, documents can be made available to users, and even customers, over the Internet. This is particularly useful if you have users who frequently travel or other offices that need access to your documents remotely.
7. Can I archive old documents from the system?
Using our Search and Circulate feature you can export/archive the documents in your system to the media of your choice. The exported media, such as a DVD, will contain the Circulate application, the indexing information and your documents. This enables you to search the media independent of your Redmap system. It is ideal for medium to long term archiving. Our customers agree that this is the best replacement solution for existing archiving systems such as microfiche.
8. Am I able to track users activities in the system?
Redmap enables you to generate audit reports based on users and their activities in the system.
9. Can I restrict access to documents?
Yes. There are two ways we can restrict user access to documents.
If all information is stored together, access can be restricted at the document level, according to the types of documents permitted to be viewed by a given username.
Alternatively, confidential documents could be stored separate to the general documents.
10. Can I integrate the Redmap solution with my existing CRM/ERP system?
Yes. This is in fact one of the Redmap solution’s strengths. Read more...
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