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Introduction to SmartDocs
www.smartdocs.me
What is SmartDocs?

Digital Content Management and Collaboration System

Chaos, Data Loss, Insecure Safeguard, Organize Digital Assets

& Collaborate Securely

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Why do Companies need SmartDocs?

SmartDocs Digital Content Collaboration system

helps Companies meet the following needs:
 Document Management
 Disaster Recovery
 Data Loss Prevention
 Audit & Compliance
 Employee and Partner Collaboration
 Securing Digital Assets

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Which industries can benefit from SmartDocs?

Below are some examples of industries that can benefit from

SmartDocs:

 Construction companies
 Large or Small Bank, Insurance Provider or NBFC
 Telecom and Internet Service Providers
 Service Companies, Lawyer firms, Trading
companies, Accountants
 Manufacturers, Small Scale Industries

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Benefits of using SmartDocs

Cost Reduction Security & Control

Moving from Paper files to a Decide who can view,
DMS saves money on paper, download or modify
printing and storage. documents. All documents
Significant reduction in time are encrypted so that even
to retrieve admin cannot access them
without permission

Email Integration Business Agility

Avoid email attachments, Quick and easy access to
resulting network choking information with ability to
and clutter and confusion collaborate on the spot.
around attachments Speeds up decision making.

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Productivity (Search & Stats) Customer & Business Centric
Search using file name, tags or Organize your documents and
content of the document. Avail videos based on business
statistics: who created, when, hierarchy (by branches or
how many revisions etc departments) with ease of
explorer like interface.

Data Loss Prevention Avoid Human Error

All documents are versioned. How many times have you
Deleted documents can be asked whether this is the
retrieved from recycle bin in latest version? Always get the
SmartDocs. Cloud Storage latest version with SmartDocs
prevents data loss.

Audit & Risk Management

Know who has read or not read
documents. Monitor usage of a
business and admin users,
dashboard for usage, storage
utilization, system availability
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How SmartDocs differ from competitors?

Customizable and Flexible

Can be customized to suite your business. Allow custom logos and Flexible hosting and storage options, on could, on premise, cloud
complete white labeling. store or NAS/local storage.

Built for Enterprises

Supports organization hierarchy, Enterprise grade security, granular Tuned for Asian languages, including search.
multilevel folder permissions. Supports departments, group, user transfer etc.

Complete Solution for the Enterprise

Full featured Windows desktop agent for high productivity. Organize Circulars, Standard Operating Procedures & policies.
Backups, File Sharing, Cloud workspace, Projects, Distribution… Collaborate with employees, partners and contract employees.

Copyright © 2014 SmartDocs www.teknowmics.com

What is meant by Cloud solution for Enterprise?

There are hundreds of DMS solutions available. But very few Enterprise solutions.
Enterprise grade document management solutions differs in the following attributes:

Security
 Documents are encrypted when stored and during transmission
 Granular level folder and subfolder permissions and multi-layer security for
documents

Scalability
 Solution can support thousands of users and millions of documents
 No performance degradations when number of users or documents increase

Customizability
 Solution can be customized to suite your specific business requirements
 Administrators has the ability to configure the system, users and permissions

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End-to-End Document Life Cycle Management
 Can track documents from creation till they are destroyed
 Tracks changes, versions, dates, access, downloads, deletes, renames, restores

Collaboration
 Can share the documents with other users, with granular folder and sub-
folder permissions to view, download, modify etc.
 Features to prevent simultaneous edits (Check in / Check out)

Audit Logs
 Know who is doing what? Track activities related to users and documents
 Audit log on user activities, file uploads, reads, downloads

Dashboard
 Detailed reports and graphs showing usage pattern, storage utilization and
availability of the system.
 Understand document usage patterns and storage space growth trends

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Document Life Cycle
Upload using Web,
Agent or Mobile

Capture Secure storage with

AES256 encryption

For
Reference Store View or Download using
Web, Agent or Mobile

Search Retrieve
Distribute documents to
Search documents using many with single click
name, tags or content

Share Distribute

Share documents with Modified documents go as new

versions. So older versions are
partners or employees Modify always available

Record and Archive

documents for specific
Archive period for legal
requirements

Documents can be
Dispose deleted for ever if
required

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How does SmartDocs provide a holistic solution to the Enterprise?

Backup
Backup personal workspace, important corporate documents or database backups on
to cloud. Search and Recover backups based on date or version

Most similar solutions

File Sharing
provide part of the solution.
Share documents with employees or external users. Granular file and folder
permissions

Collaboration in Projects
Organize the documents for a project and share with project members.
Participation of guest users from other companies and contract employees.
Archive the documents when the project is over for future reference
Box Enterprise

Distribution
Organize Corporate level and Business Unit/Branch level documents. Distribute Circulars,
Policy changes, Operating Procedures, HR Documents

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Evolution of Enterprise End-to-End Document Solution

SmartDocs supports
Cloud based file sharing employee needs and
solutions such as Box, enterprise needs
Dropbox and Google Drive
Flexible storage, granular
Limited to Cloud storage and permission based folder
sharing of files sharing and management of
Corporate Documents

Backup providers and

traditional DMS Vendors
Limited to Backups and
scanned images on local
storage
Copyright © 2014 SmartDocs www.teknowmics.com
How do SmartDocs cater to organizational needs?

Organizational Needs

Business Unit Needs

Collaboration Needs

Employee Needs

Branch/Dept.
Cloud Projects workspace Distribution
Backup Shared Center
share Collaborate
Do not lose workspace for
On the go with Easy distribution
important Department,
Anywhere Team and collection of
docs Branch or
access members Documents
Business Unit

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What are some document related risks without SmartDocs?
Typical issues with remote branch operations

Privacy Data Theft Compliance/Cost

 Customer privacy is at
risk
 Confidential company
information is at risk
 Easy to copy documents
and reports
 Data lying in hard disks
where third-party IT
service team has access
 Internal IT access to
critical and confidential
data
 Cost of
circulating/emailing
policy and procedure
documents
 Ensuring branches have
access to right policies
 Cost of expensive office
application software

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What are the different components of SmartDocs?
User Interfaces provided by SmartDocs

Browser User Native Windows Native iPhone Internal ERP or

Interface Desktop Agent & Android Apps Other Application

SmartDocs API

SmartDocs Core Engine

Optionally integrate
with any internal
NAS applications using
Search, our complete set of
Flexible storage. Store files in Amazon S3 cloud, Softlayer or Preview,
own Data Center Analytics REST based APIs

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SmartDocs product highlights

Multi-lingual
High Grade Security,
& Flexible
Japanese Quality
Multi-Device

• 256 bit AES encryption

• Used by top Japanese • White label option
Brands Business • On-premise or cloud
Benefits

Business Continuity & Organizational

Customer Satisfaction
Risk Management Productivity

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What are key features of SmartDocs?

Highlights Organizational Setup

 Support SaaS and On Premise Installation  Group companies and multi-country operations
 Option to White Label the solution  Optional Multi Branch & Department operations
 Support for Asian Languages  Customizable business level setup
 Access from iPhone, Android, desktop client or  Customizable Company logo
using Browser  Customizable storage layer
 Mobile device access control  Active Directory Sync for importing users
 Single sign-on / SSO support  Organize Company and Department level
 Active Directory Sync documents

Security Search and Preview

 Advanced AES-256 encryption

 Online preview and annotation of documents
 Password lock on 5 unsuccessful login attempts
 View Preview in Full Screen / Presentation Mode
 Role Based Security
 Preview and Presentation from mobile clients
 Dashboard for Administrators
 Title and Content Search for documents
 Alerts and Notification for Administrators
 Search documents in European and Asian
 Audit logs based on users and on files & folders
Languages
 Customizable file permission configuration

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What are key features of SmartDocs?
Backup
 Backup of multiple PCs and multiple drives
 Flexible backup scheduling
 Sharing of files from backups
 Auto file versioning - never lose your documents
 Recycle Bin for deletes & permanent delete
 Recover entire backup or selected files and folders
 Retrieve any past version of a document
Distribution
 Distribute documents within or outside
organization with notifications
 Generate Public Link for sharing link to anyone
 View analytics on document views and downloads
 Active and Scheduled Distribution of files
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Collaboration
 Share documents employees or outside parties
 Specify time limit when sharing documents
 Specify access rights when sharing documents
 Create Projects to work on documents as a Team
 Alerts for notifications for shared documents
 Manage documents shared across the company
and branches
 Create groups and share documents to groups
 Shared By Me and Shared To Me sections
Dashboard & Reports
 Track user activities. Know what a user has been
doing during a period
 Track file wise activities. Track what happened to
a file when and by who.
 See the department wise, user wise disk usage,
usage growth etc.
 Analytics on document usage
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What are key features of SmartDocs?

Get Organized - Using SmartDocs Calendar and Reminder

 Never miss a date

 Reminders for single or recurring events
 For meetings, payments, filings, renewals etc.
 Integrated with full fledged calendar service

Automate Business Processes - Using SmartDocs Workflow

 Automate Business Processes in simple steps

 Process for Procurement, Expense Approval etc.
 Define and Standardize Business Processes
 Design data entry forms on the fly for data capture
 Integrate Tally with Company’s Business Processes

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Copyright © 2014 SmartDocs www.teknowmics.com