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| Background Why document management? Every organisation needs to work with some kind of electronic files, from office documents to drawings, project files or video and music. With the explosion of networking, and in particular the internet, organisations, even small ones, can rapidly build a massive collection of such files, often dumped on a shared network drive, or held on an individual’s machine, or saved as email attachments. Without having the means to effectively search these files the problem is often compounded, with needless duplication, and failed opportunities through ineffectual knowledge sharing. As well as massive growth in the need to effectively search material, there has also been a massive growth in the need to collaborate on material more efficiently and to keep a full record of what has changed. A great deal of new and forthcoming legislation requires that a full audit trail can be provided for many types of document. Be it a set of accounts for the financial regulator, or a procedural document for the quality inspectorate. Document Management Products Of course software that addresses these issues, that provides powerful full text (content) or Meta data searches, supports collaborative working, and full revision history has been around for years. Many of these products now offer a multitude of other features such as business process modelling through workflow as well as web centric features such as blogs, forums and intranet and web site management. Whilst these products are outstanding applications, well designed and built, they come at a price that is often far too high for most organisations. A price too high both in terms of the cost of hardware, software but also in terms of installation and specialist IT skills necessary to manage it and train users to use it. Why DocMoto? From the outset DocMoto has been about developing a document manager that any organisation can afford to buy, and implement. It has also been about producing a product that is really simple to use, so simple in fact, that users will hardly realise they are using anything other than the normal, familiar file system. Anybody who has ever copied a file to a network drive, or moved photographs from a digital camera to a PC has all the skills necessary to use DocMoto. Is DocMoto for You? Probably since the day complex computer systems first appeared one of the greatest challenges facing any purchaser is trying to establish quite what a system does and does not do. Unfortunately too often a system’s shortcomings only become apparent after the purchase and installation. Hopefully on our web site we have provided you with everything you need to help you decide whether DocMoto is what you are looking for. As well as help files, demo and webinars we also make the full software available for your evaluation. As a first step in that process, here are what we think are the key aspects that will help you decide. Usability: Often listed last, but in truth the most important aspect of any document management system. Without usability, quite simply, it won’t get used, no matter how many features and benefits it promises. Usability is our number one design criteria. DocMoto is completely integrated into Window’s native file manager Windows Explorer. Interacting with a DocMoto repository is as simple as working with a shared network drive. Anybody who has ever copied images from their digital camera to their PC has all the skills necessary to use DocMoto. DocMoto is not browser based. But it can be accessed via the internet of course, so remote workers or customers can access it. We feel that by integrating our product into Windows Explorer we can offer a vastly superior user experience to browser based systems without any compromise in terms of web access. Users can drag and drop, copy and paste, move volumes of folders and files in and out of DocMoto, all within one familiar user interface. System Maintenance: Again often listed near the bottom, but in reality the make or break of a document and process management system. Systems that model an organisation’s processes with workflows can certainly be crucial in some aspects of corporate life. But every process needs configuring, and more importantly maintaining, because processes and people change. But all too often what in practice happens is that the process isn’t maintained, so it’s out of date. So the users then start to find “ways around” the system. In document and process management “ways around” means uncontrolled files held on local hard drives, the very worst scenario. As DocMoto has very little that needs maintaining, and is a system that is a simple to use as a local hard drive, it is about as free as any system can be from the risk of falling into disuse. Functionality: DocMoto is about file management. The layout of a DocMoto repository for example matches a familiar file structure. DocMoto’s future development will all be about adding more power performance and more features to that basic concept. DocMoto is not a portal system. It doesn’t contain web specific features such as blogs or forums. There are a great number of other excellent products that provide such functionality. Commercials: We understand that any purchaser needs to be content that we are committed to DocMoto, and that they are secure in their choice. In fact we have built a number of features into DocMoto to ensure that you can always take your files out of DocMoto’s care if you feel you need to. At any time the contents of a DocMoto repository can be exported out of the system. We’d like you to stick with DocMoto, not be stuck to it. Aside from features that protect customers from commercial tie in we also provide a high level of support, both through our web site and other channels. All these features in combination make DocMoto a very low risk proposition. |
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