Frequently asked questions

General
Implementation
Maintenance
Technology

General

General | Implementation | Maintenance | Technology  

What is a document management system?

A document management system is an application which provides you with a uniform, centralized and electronic method to store, manage, query and locate your documents.

Is document management the same as document scanning or document imaging?

No. Document imaging or document scanning is a method of converting a document such as a paper document into an electronic format.Document management involves the storage and retrieval of documents and helps with information management within an organisation.

What is a Workflow?

Workflow is a technology which uses electronic systems to manage and monitor business processes. It allows the flow of work between individuals and/or departments to be defined and tracked. Although Documents are often used as a medium for transporting information in a Workflow system, it is mostly associated with Document Management where the Workflow system is used to track the process of creating and reviewing and distributing Documents.

How does this help document and information management?

A document management system can help an organisation with its document and information management by providing a well indexed document storage system from which information can easily be found and retrieved.

What types of documents can DocBLITZ manage?

DocBLITZ allows users to create, manage, share and distribute any form of electronic document.Word processing documents, spreadsheets, presentations, reports, forms, audio, video, artwork, photographs, engineering documents, drawings, and virtually any other file format can be stored and managed.

What about security? Is it like Microsoft Windows NT or 2000?

Yes. Administrators or users with administrative rights can easily manage document and security . Permissions can be assigned to user groups. Users can also encrypt the documents . DocBLITZ security is very easy to implement and maintain.

Is DocBLITZ like search engine?

In a manner of speaking, yes! DocBLITZ is like a search engine for your company’s internal documents. Using the search capabilities of DocBLITZ, users can search for and locate documents instantly. The advanced search tool allows users to specify keywords, time periods and many other parameters to find documents easily. The integrated full-text search functionality allows users to locate documents by specifying words contained inside the documents themselves.

Can I assign additional properties to documents?

Yes. DocBLITZ allows you to create custom keys/ poperties to documents. These property sets consist of a series of meta-data fields that you define.. Documents can then be located by searching on the data in these fields.

Can a file size limit be set on uploading?

No. There is no limit.

Implementation

General | Implementation | Maintenance | Technology  

What are the System Requirements for DocBLITZ?

DocBLITZ is highly scalable and operates on industry-standard platforms. The basic configuration is , one database server, and an indefinite number of devices for storing the data repository. We recommend using dedicated servers for the Database Server, but many of our customers use machines that are also being used for other purposes.

End-user client: Any PC with 128MB RAM. Database: DocBLITZ comes wtih standard oracle.

What is a typical implementation timeframe?

It depends on your business requirements. Our technical team will first study your requirements.

Maintenance

General | Implementation | Maintenance | Technology  

Do we need a System Administrator?

Yes. A System Administrator is needed to maintain DocBLITZ. However, this does not have be a full-time job for one individual. Most functions of DocBLITZ can be delegated to other users.

Is training recommended for system administrators?

Training for System Administrators is not required. Our comprehensive documentation and on-line help system will be sufficient for an administrator with some experience.

Are basic training materials available for distribution to users?

User documentation is in the form of on-line help. One of our major objectives in developing this system was ease of use. An average Windows user should be able to perform basic tasks in DocBLITZ instantly, and the more advanced features are also well documented.

Do you offer an upgrade program? Are all upgrades backwards compatible?

There are two distinct types of upgrades: Minor Upgrades will be provided free of charge. These address any known issues or bugs, cosmetic changes, navigational improvements, and minor enhancements. Major Upgrades will usually come in the form of module additions. These modules will optional components. We will charge for these based on the functionality they provide. All upgrades will be backward compatible. No major release will require that you scrap what you already have.

What Support Services do you provide?

Ongoing support is covered under a Maintenance Agreement.Our business hours are Monday – Friday from 9:00 AM to 6:00 PM NST.

Technology

General | Implementation | Maintenance | Technology  

How does DocBLITZ store documents?

All DocBLITZ documents are stored on the file system. DocBLITZ manages these documents without having to share drives or compromise security.

When a file is uploaded, does the file stay in its native file format on the server? What happens if the database crashes or becomes corrupt?

Yes, all files stay in their native format and can be reached immediately. In the event of a database crash, the standard restore procedures should be applied to the database. Both the document repository and the database should be backed up regularly.

Is there a "rule of thumb" formula you can give us for determining what our storage requirements may be?

DocBLITZ needs exactly the same space if you will store the documents on your computer .No extra space will be needed. Your System Administrator must monitor this growth and provide additional resources as needed.

Can users navigate to DocBLITZ documents without using DocBLITZ?

No. Only administrative users with the appropriate security rights can access DocBLITZ documents directly. Documents can also be encrypted so that even a person with access on server can not view the documents.

General | Implementation | Maintenance | Technology