PaperTrail 8.0
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Content Management
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PaperTrail provides convenient, secure access to documents stored in a central repository.Documents are easily searched by index or content. Search results can be viewed, annotated, printed, e-mailed or faxed with no file movement required. A full history (audit trail) is maintained for all document activity.
A flexible and powerful permissions structure provides a highly secure environment for all documents. Documents may have any number of attachments, and can be linked to other documents for easy cross-referencing.
Documents can be automatically imported via fax, email or watched folders.
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PaperTrail audits and controls document content, seamlessly managing the native
file format and PDF creation. Version control is under full author control, including drafts and major/minor versioning. Users can scroll and perform an audited rollback to a previous version at any time.
All previous versions are available in PDF format with the latest revision viewed by default.
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PaperTrail support s the forwarding and routing of documents to users or groups of users.Sequential routes and rules-based workflows can also be set up. All actions and annotations are seamlessly audited.
The user interface supports automatic updates to reflect newly arrived documents. No bandwidth or network movement occurs when forwarding documents amongst users.
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PaperTrail can be configured to maintain both the source file together with its equivalent PDF file.
Where this option is required the source file is converted to PDF and is available to all users who have "view" access without author rights on a particular document.
Scanned images in PDF format can also be available as "text searchable" PDF documents. The integrity of the PDF image remains intact with a "layer" of text behind the uneditable image, allowing for text searches within the document using PaperTrail’s built in "text search" mode.
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PaperTrail integrates seamlessly with MS Exchange Server (and other mail servers) to automatically store e-mails and attachments for efficient search and retrieval. E-mails can optionally be converted to PDF/A for secure compliance storage.
Records Management allows any document to be declared as a record within the file plan of the organisation. Documents are assigned record profiles and these determine the retention period, the file plan destination and the disposal authority of the declared record.
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EGIS’s PaperTrail 8, bundled with SAPO digital certificates, will offer one of the highest levels of secure electronic document storage available in South Africa and with authentication guaranteed by one of the foremost technology providers SAPO - the South African government’s preferred PKI source platform, will ensure good governance.
PaperTrail 8.0 makes use of the PDF/A standard, the ISO approved electronic file format for long term electronic document archiving. In addition, PaperTrail is acknowledged by the NARS (National Archives and Records Services) and approved by SITA as part of its Master Tender 398 for government agencies.
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Index and store all electronic file formats, not just e-forms and documents, but any electronic file formats and electronic asset. Examples may include your organisations call centre voice logged calls, multimedia files, web content, CAD and Engineering files – to name a few suggestions.
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Intelligent, dynamic forms are distributed, authenticated and managed using the built-in Forms Module. Communication is streamlined and the cost associated with pre-printed forms is removed.
Forms can be dynamically prepopulated from external databases and information typed into form fields is immediately available for retrieval.
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