Business knowledge is in most cases also document-based knowledge. bitfarm-Archiv DMS allows making database-based business knowledge available to employees with relatively little effort.
Working like on the file server and audit-proof archiving complement each other
For most file types (Office, OpenOffice, images, CAD files, PDF, web etc.) the system knows an audit-proof and a non-audit-proof processing mode. In the audit-proof mode, the file is unalterably archived in the system, but can be accessed and re-stored as a sub-file. In the non-audit-proof mode, working like on the file server is possible; files can be opened and stored in the usual way. Temporary access lock or authorisations can also be set via check-in/-out. The document history gives information on who set which locks are granted which access.
Documents available even when on the road
bitfarm-Archiv can also be used on the road. E.g. Office files can be checked out and then be transferred to an offline archive via the export function. The documents can then be taken out on CD/DVD or USB stick. A search interface, which can be exported at the same time, allows using the usual search procedures without actually having access to the database. Of course, live access to the DMS is also possible from outside via VPN / terminal server.
These methods enable bitfarm-Archiv to create an Enterprise Content Management System, a complete output management and a company-wide knowledge management. The handling remains conceivably easy, since bitfarm-Archiv integrates itself into the Explorer, the e-mail system and the Office programmes. The viewer shows the user the well-known Windows elements, such as the tree-like archiving structure, but also offers many functions with added value, such as instant document depiction, which are not possible in an Explorer solution.
A platform for all formats
Not only can paper documents be scanned in - bitfarm-Archiv also accepts files, images, faxes e-mails, CAD sketches etc. Most file types are automatically recognised and are "tiffed" in the archive for fast browsing and indexed via OCR or server regulations. Via the diversely useable search function of the bitfarm-Archiv viewer access is granted within seconds via the MySQL database in the entire network or via remote access - even with a couple of million documents.
Information and presentation
For further information and on-site presentation with examples from practice or online presentation please send an e-mail to make an appointment to email@example.com or phone +49(0)271/31396-0.
Overview over the document development and automatic version control
Change monitoring automatically traces changes to files and generates new versions of a document. The user can also create new versions or revisions after the work is done. By entering a short piece of information about the changes made for every individual version, the overview over the version levels of the document can be improved later on. If the version control options are implemented in conjunction with the workflow system, the requirements of the QM handbook or the DIN EN ISO 9001 ff. concerning creation, inspection, clearance, release and archiving of documents can be fulfilled with the help of the DMS. The realisation of a computer-based product data management (PDM) or an efficient company-wide Product Lifecycle Management (PLM) is also possible with the help of these and other functions of the DMS, which have already been introduced.
Version control with SVN
SVN (SubVersioN) is a popular Open Source product, which has been used worldwide for software development, producing handbooks and documentations, circuit diagrams etc. for many years to store and display a document's version levels efficiently and with minimum space requirements.
bitfarm-Archiv Document Management integrates the key features of SVN, thereby making this powerful tool available to the user directly via the viewer and its document functions. There is a choice between using the manually initiated version control and an automatic version control via the file-change monitoring. For new versions a short version text can be asked from the user, in order to keep an overview.