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Document Registry Manager
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Introduction


The Document Registry Manager manages slow moving controlled documents such as drawings.
Traditionally these types of files have simply been stored on LAN drives but this makes them hard to find unless there is a rigorous and well audited filing structure or a paid administrator.

This system allows all authorised people to create a Record Card for each controlled document where they are required to fill out the appropriate indexing information - as the people who own the document they are the best placed to do this accurately. They can then attach their document to the record card and it gets queued for checking by the system owner. In the mean time the record is available to all authorised readers in a robust and searchable filing structure.
 
The system owner will periodically transfer the queued files to the line drive. This is an automated process that just needs to be triggered after the administrator has quickly checked the quality  of the indexing by the original author. The attachments are then stripped from the Lotus Notes document and stored in the matching folder structure on the LAN. The Record Card is automatically updated so that the document on the LAN can be opened from the Notes Record Card.
 
Because the system owner is the only person with write access to the LAN drive the documents are secure and are guaranteed to be filed in the correct place. This combines the simplicity of LAN storage with the workflow and search capabilities of Lotus Notes.
 

Examples and Case Studies

 
Document Registry Manager Training Materials
 

Availability

A Lotus Notes based application is available now and can be purchased out right or rented by the month. We can also supply it as a SAAS ( Software as a Service ) offering.
 

Functionality

The functionality within the system will include :
 
Scanning of existing LAN drives to automatically create a document register for each document
Automated re-categorisation of the existing documents so that the LAN folder structure matches the filing structure
Controls to determine who can create a registered document and who can move this to the LAN
Full Text Search of record cards