©2019 by Ascot Business Solutions Ltd. All rights reserved

FileDirector – Integrate, Capture and comply with GDPR!

Updated: Jan 29, 2019

FileDirector is the future for the administration, and distribution of information, because it decreases considerably the time taken to manage and access all of the information within an organisation, allowing you to become more efficient and productive, whilst reducing costs. The definitive in Enterprise Document Management.



Security in any document management solution is vital, therefore FileDirector lets you have complete control over document access, activity auditing, revision control, retention control, and automatic storage of documents and emails.


Capturing information is easy in FileDirector. With support for thousands of scanning and digital input devices, and with predefined Scan Profiles, scanning has never been simpler. FileDirector’s Microsoft Office Integration takes just a click of the mouse to capture documents, spreadsheets and emails.


Classifying documents can be done manually, or taken from the documents themselves by zoned OCR, full text OCR or barcode reading. Index data can be imported from other databases or files, or values can be automatically applied when importing or capturing documents.


Features:

  • Built-in control of ISIS & Twain scanners

  • Windows client or web browser access

  • Integration with the windows desktop & MS office apps

  • Audit trail, version control, and document control, and document history

  • “print” documents in from any application like sage

  • Create custom document exception reports


Retrieving documents is a simple task. Type in what you are looking for into the index fields and you’ll get a list of documents back, which you can then view. Or use the full text search option to find documents that contain the word or phrase you want to look for. Viewing documents cannot be more straightforward. Just double-click on the document record and it will be opened. FileDirector supports over 200 different file formats. You can easily page through, view thumbnails of it, and look at any previous versions of it, if it has been revised. You can also open and look at several documents at once.


Process management allows you to send documents to users via a set of predefined steps, where each user or users must perform specific tasks, such as commenting or approving a document. An ideal tool for applications such as invoice processing.


FileDirector supports up to 128 servers working in unison and can cater for thousands of users, whether in the same office, town, country, or spread worldwide. It’s unlikely you will outgrow FileDirector. Storage is not a problem with FileDirector. Working with Microsoft SQL or Oracle, it supports multiple document storage schemes, and can easily handle millions of records and documents.


Benefits:

  • Centralise important business information

  • Secure your documents and share only with approved users

  • Capture information from scanned documents

  • Create custom approval workflows

  • Make documents accessible to customers

  • Easy storage

  • Automatic audit trail

  • Time savings

  • Accessibility and security

  • Improved customer service


Capture all of your documents:


Paper or electronic, we have the solution:


  • Built-in scanning client – capturing information in FileDirector is easy, with support for thousands of scanning and digital input devices, and with predefined scan profiles, scanning has never been easier.

  • Multifunctional device integrationMicrosoft office integration – Takes just a click of a mouse to capture documents, spreadsheets and email. Indexing documents can be done manually or taken from the documents themselves by zoned/full text OCR.

  • Windows explorer integration – Electronic documents can be saved to FileDirector in a number of ways. By right-clicking a document, select ‘send to’, select FileDirector, an index form window will then be displayed.

  • Virtual printer – FileDirector ImagePrinter is a windows printer’s driver allowing printing from any Windows application to FileDirector. The driver converts documents either into TIFF or JPEG files depending on the content of the printed file.

  • Automated email capture – The mailstore option automatically processes emails sent and received via SMTP. Can be stored and indexed by subject line, recipient or sender, wide-ranging criteria can be specified for each category.


Improve process efficiency:

  • Automatic classification – scanning profiles can be used for automated document recognition via (OCR). This can be done whether you’re scanning hard copy documents or using a scheduler. Once document type is identified, index data can be extracted and tagged against document.

  • Document versioning – supports the concept of checking documents in and out for making edits. This allows only one person to work on a document at a time and prevent other team members from overwriting each other’s changes.

  • Full text searching – Retrieving documents is a simple task, type in what you are looking for into the index fields, and you’ll get a list of documents back. Or use the full text search option, to find documents that contain the world or phrase you’re looking for.

  • Audit historyGranular security – FileDirector works with Windows user accounts, so there is no need to maintain a separate user database. What a user can see and do in FileDirector is down to the permission they have been granted.

  • Automated process management – Process management allows you to send documents to users via a set of predefined steps, each user must perform specific tasks, such as commenting. Ideal tool for applications such as invoice processing.

  • Smart phone/tablet access – FileDirector also includes retrieving documents using just a web browser. Supporting over 200 different document formats, very likely to be able to see the document without having the application that created it installed on device.


Integration and management:

  • Codeless integration module – Allows you to easily ‘document enable’ third-party applications, by creating links between data fields in FileDirector and the other applications. Once done, on the other application you can search, edit index data in FileDirector.

  • Open APO for developmentSDK (software development Kit) – If you develop your own applications, then the FileDirector SDK will allow you to fully integrate. Create new documents, update them, retrieve them, manage security and more!

  • Records management functionality

  • AD & LDAP sync

  • Web Integration - integrate FileDirector browser retrieval functionality into your intranet. This is an easy task with the FileDirector web retrieval engine which is fully customisable, and can be set to require, or not require security credentials from users.

  • Support for MS SQL or Oracle

  • Server replication & encryption modules


Cabinets, Document types & Index fields:

  • Cabinets – quite simply, a cabinet is the overall container where your information is stored. Typically a company will have one cabinet and everything will be stored in here, but in certain cases it may be suitable to create more than one cabinet to improve security. Departments can self-manage a cabinet without affecting anyone else.

  • Document Types – within the cabinet you have document types such as invoices, sales orders, statements. For each document type you can specify security rights, so for example only users in HR can be allowed access to the HR records.

  • Index Fields – within the document types you can specify whatever index fields you need. If you have a document type for purchase invoices you might specify Date, Invoice Number, and Order Number. Net, VAT and Gross. For statements you might only need supplier and date.

How FileDirector helps comply with GDPR:

Using a document management system (DMS) can help with GDPR compliance. A Document management system stores, manages and tracks electronic documents and electronic images of paper-based information captured through the use of a document scanner (our sister company Scanner Superstore sells scanners such as Canon and Brother, click here to view the range of scanners we offer). DMS ultimately controls and organises documents throughout an organisation. One of our most popular DMS is FileDirector. FileDirector is the future for the administration, and distribution of information, because it decreases considerably the time taken to manage and access all of the information within an organisation, allowing you to become more efficient and productive, whilst reducing costs. Security in any document management solution is vital, therefore FileDirector lets you have complete control over document access, activity auditing, revision control, retention control, and automatic storage of documents and emails.


When it comes to fulfilling a subject access request under GDPR FileDirector has a build in web interface which allows documents to be shared securely through an online portal. This can be placed on a company website and accessing the required documents would be a case of sharing a one-time use login with the person making the request and uploading their documents for them to access. When fulfilling a subject access request under GDPR the documents could be sent by post and email however this is less secure, more costly and is not a good long term solution for sharing thousands of documents.


The right of access – under the GDPR, individuals will have the right to obtain access to their personal data, so that they are aware of and can verify the lawfulness of the processing. The information provided to the individual making the request must be done using “reasonable means” and within one month of request. Compliance without the use of appropriate technology, such as a DMS may prove difficult. By using a document management system such as FileDirector, information stored together in one setting is accessed quickly and easily and can efficiently be sent to the individual requesting ‘the right of Access’ within the set timescale. All user actions within FileDirector have audit trails, recycle bins and can be included in system-wide searched and documents cannot be accidentally deleted; providing confidence that all the right data is located and can easily be passed on. At the point of scanning, key index fields can be collected from a document, information such as order numbers and dates as well as personal information such as D.O.B, names and addresses can all be indexed to allow easy but secure access to customer documents. FileDirector makes this easy by allowing hundreds of documents to be complied through simple use of index fields which can then be sent to the person making the request.


Privacy by design – privacy by design is an approach that promotes privacy and data protection. Data controllers must put technical and organisational measures such as pseudonymisation (the separation of data from direct identifiers so that linkage to an identity is not possible without additional information that is held separately) in place – to minimise personal data processing. Using FileDirector can help ensure everyone is working in the same manner and to the same procedures and can also show strong compliance by evidencing all communications and involvement with a client as well as controlling who has access to what data e.g. clear audit trails. Strict privacy controls govern who has access to what data, with configurable permissions to control what data users can access and what they can do with it. Should the regulator require evidence, a DMS can easily aid with this; showing that steps have been taken to ensure compliance. FileDirector allows you to assign individual users or departments into groups giving them permissions to view or edit certain documents.


Breach notification standards – the GDPR will introduce a duty on all organisations to report certain types of data breaches to the relevant supervisory authority, and in some cases to the individuals affected within 72 hours of becoming aware of the breach. In the unlikely event any breach of data should occur, this can be identified and reported immediately using a DMS such as FileDirector; something that is nearly impossible to do when dealing with paper documentation in various locations. FileDirector, can help streamline investigations with its revision and access control features allowing you to monitor who has accessed documents and what changes have been made. With GDPR also stressing privacy, a document management system can ensure data is not accessed mistakenly and is stored in a secure manner, where the loss, damage and even theft that paperwork could be subjected to is eliminated.


Please contact us on 01785 785 650 to get more information or a quote on FileDirector.


#filedirector #documentmanagement #spielberg