OMNIDOCS

Imaging & Enterprise Document Management

SOLUTIONS FOR BUSINESS PROCESS &

DOCUMENT MANAGEMENT
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ABOUT OMNIDOCS
OmniDocs is an Enterprise Document Management (EDM) platform

COLLABORATE

ANYWHERE
SCAN RETRIEVE

MANAGE
for creating, capturing, managing, delivering, and archiving large

ACCESS
volumes of documents and content. It integrates seamlessly with and and
IMPORT DISTRIBUTE
other enterprise applications and enables these to manage Scanned
Documents Electronic
unstructured content. Documents

OmniDocs handles Scanned Document Images, Electronic Process

Images Output
Documents, Email and Electronic Data Output from other
Applications with equal efficiency and ease. By integrating this ARCHIVE INDEX
and Records Emails and
dynamic content with Business Rules, Workflow and People,
STORE ORGANIZE

PROCESS
OmniDocs Powers seamless collaboration, communication, and

SHARE

TRACK
knowledge sharing across and beyond the Enterprise.

ACCESS
and
OmniDocs Key Features CONTROL
4 Unified repository for all documents and folders across the
organization including electronic files, paper images and
physical documents. Benefits
4 Comprehensive document Scanning, Indexing and Storage.
Customer care
4 Seamless acquisition of Electronic documents from MS Office Immediate access to all customer records. Lower
Applications. turn around times for addressing account related
4 Indexing on custom fields at Folder and File level. queries.

4 Comprehensive and easy to set Access Rights control at Folder Application handling
Level with inheritance. Higher productivity in handling applications
submitted across varied channels (E-mails, Fax,
4 Specific rights at document level for sharing.
Paper Documents etc.)
4 CFR-21 compliant
Sharing & Collaboration
4 Full text, Fuzzy, In flexion and Parametric search. Improved project management with collaboration
4 Annotations on Image and Electronic documents. around project documents and Email. Re-use of
information in past projects. Seamless document
4 User rights on annotations. sharing within the enterprise and with Partners &
4 Document Check in, Check out & Version Control. Vendors.
4 Collaborative Workflow for efficient document processing. Process Automation
4 Extensive Reports and Audit Trails. From paper to electronic management and flow of
documents for streamlining and automating key
4 Security through support for Http, PKI and Biometric paper based processes like Vendor/ Distributor
Integration. invoice management, purchase process
4 Server Replication for low bandwidth consumption at multi management etc.
location installations.
4 Server clustering for enterprise-class Scalability.
4 Unicode support and Localization kits for English, Hindi,
Arabic, Chinese, Thai & German.

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OMNIDOCS SUITE COMPONENTS

OmniDocs Collaborative Workflow Knowledge Elements

The in-built workflow engine of OmniDocs allows 4 Definition of Knowledge Management Roles &
collaborative working on documents in a secure environment. Responsibilities
The workflow can be configured around an Ad hoc or a 4 Extensive Activity Measurement and Tracking tools
Predefined route. The Workflow supports automated
processing, tracking, approval and signing of online forms OmniDocs Records Manager
through PDF-form based components. With strong search,
reporting and monitoring capabilities, OmniDocs workflow is
capable of handling almost all simple intra/ inter department
workflow tasks such as approvals, requisitions, grievance
handling etc.

Key Features
4 Sequential and Parallel Routing
4 Time-based and Event-based Reminders
4 Collaboration on a Work item through Shared and Secure
Notes
4 Escalation and Notifications The OmniDocs Records Manager is available as a component to
4 Track sheet for Event Logging and Audit Trails the OmniDocs Document Management Engine. The Records
4 Task list for each user Manager is DoD 5015.2 compliant and enables OmniDocs to
4 Refer work items to experts for reviews and comments manage all forms of organizational records like Physical Paper,
Email and Electronic Documents according to laid down
OmniDocs Knowledge Manager organizational Records Management policies. The Records
Manager is essential for companies in regulated environments
like Pharmaceuticals, Clinical research, Accounts and Audit
etc. and for Legal and Finance departments across all
companies.

Key Features
4 File Plan for Classification
4 Count and Time based Cutoff and Rollover
4 Request and Loaning Facility
4 Support for Barcode and Consignment Preparation &
Tracking
The OmniDocs Knowledge Manager is an add-on component 4 Box Support for Storage
to the OmniDocs engine. The Knowledge Manager enables 4 Policies for :
classification of an organization’s knowledge base using a 4Transferring paper documents from active to
Knowledge Map and allows creation of Corporate and inactive locations and finally disposition
Individual Knowledge Repositories. 4Electronic media retention and disposition
4Printing electronic documents and managing
Key Features both electronic and paper copies
4 Knowledge Map
4 Individual and Team Knowledge Spaces
4 Expertise Management & Skill Tree
4 Comprehensive Search
4 Documents, Discussions, Q&A's, and Chat Sessions as
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OMNIDOCS SUITE COMPONENTS

“..OmniDocs, Document Management System is helpful

in archiving all customers Account Opening, ATM
Application Requests, Stop Payment Requests, Funds
Transfer, Credit Documents etc. online for instant access
to client details and verification purposes.”
Shripad Karambelkar, Assistant General Manager IT
I & M Bank, Kenya

OmniDocs Web Content Manager END -TO -END SOLUTION

Plug in for OmniDocs for publishing documents and content onto
the Web
Newgen's Electronic Document Management System (EDMS)
OmniCapture Production Scanning Tool suite is amongst the most comprehensive end-to-end EDMS
A Windows based client application for Production-level scanning, suite's available globally. The suite components seamlessly
indexing and automatic filing into OmniDocs. integrate with zero effort to create enterprise class EDM
OmniAcquire Offline Document Acquisition Tool solutions in minimal time frames.
A Messenger-like tool that provides ODMA support and document
capture through Print and Email redirection.
Web /
Engineering Drawing Archival, Viewing and [Link]. Plug In [Link]. Plug In Client
Omni Desktop
Conversion Tool Capture
ERP
Connector
An add-on component to support Engineering Drawing Omni
Newgen’s Components SAP, Ramco
Extract
Management Applications Banking
Solutions
ODMA Connector
OmniDocs CD Viewer Connector Infosys Finacle

Component that allows documents and images to be distributed on

Document
Capture
OmniDocs User Desktops Or
Integration with Open XML
API
WebDAV (Enterprise Document third party
Technologies Interface
a CD along with a document viewer Connector Management Engine) Applications

OmniReports & Smart statements Connector to Reports Manager (ERM)

Report Generation Billing Output &
Enterprise Report Archival and Distribution + Publishing desktop Software Reports Management
for Web & IVRS access to computer generated statements
ERP Connector The suite comprises of components for seamless Document
A server-side tool for integration with ERP systems such as SAP . Capture from applications, Production Scanning, Data
Whitehall Filing Tool Extraction, Reports Management, Knowledge Management
A file tracking system, suitable for E Governance applications. and Records Management.
Mirrors the movement of a physical file with an attached note
sheet
Image Enabler
A connector that integrates existing 3rd party business
applications with OmniDocs.

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E N T E R P R I S E A P P L I C AT I O N S O F O M N I D O C S

Document Image Archival

Document image archival involves conversion of large volumes of
paper documents into electronic images for quick retrieval in a
distributed environment and their management in enterprise
servers. OmniDocs has its own scanning interface and also
integrates with third party production scanning tools to enable
Imaging. OmniDocs allows seamless and immediate access to
imaged documents. Access rights over documents and folders,
facilitates wide and controlled access of documents across the
enterprise while saving on effort in paper management and
physical storage.

“The system has been very successful; POD's (Proof

Collaboration Across the Enterprise of Delivery) are now made available in less than 72
Strict deadlines, tight project schedules and cost structure requires hours, as opposed to several weeks that it was taking
information and knowledge to be shared amongst multiple users as to collect the data. Other spin-off benefits have been
quickly as possible especially in a distributed type of environment that warehouse supervisors can now concentrate on
where project teams are spread across the globe. Efficient project operational issues, which in turn has a direct benefit
execution also requires expert guidance and references from past on internal customer service and obviously the
projects. Newgen's collaboration platform is built using OmniDocs payment cycle has also improved”
Kevin Pingo, National Distribution Manager
collaborative workflow and knowledge manager component and Johnson and Johnson Ltd.(South Africa)
provides a contextual framework for online collaboration
including discussion forums, chat sessions, live meetings, and “… physical form retrieval has reduced by 80 % after
interactive polls where members can engage in a group decision- using this system. Also, ours being a 24-hour
making process sharing experiences and knowledge and can work operation, our users find the system useful, when
collaboratively on different projects. The framework helps verifying documents, on holidays and after work
organizations: hours, when it wouldn't have been possible to gain
access to physical documents. …”
4Create a single knowledge repository for all documentation, e-
Danish Jathanna, Manager - Operation Development
mails, discussions etc. around a project/practice for later Orange/Hutchison
reference
4Reduce time for project execution with better project
management
4Reduce overall cost of the process
4Respond to customer queries quickly
4Share knowledge acquired from past projects and expert
guidance from subject experts
4Enhance employee productivity enterprise while saving on effort
in paper management and physical storage.

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E N T E R P R I S E A P P L I C AT I O N S O F O M N I D O C S

Image Enable ERP, CRM and Core Banking

Applications
Associating transactions in the third party application with related
documents and images. Making the documents available whenever
needed during the transaction. OmniDocs open API's allow it to
link up with almost all available ERP, Core Banking and CRM
applications.

Enterprise Content Management

Extends the scope of imaging to include electronic documents such
as contracts, proposals, reports, engineering drawings and Emails
for collaborative working. OmniDocs integrates with document “We have witnessed a productivity gain in excess of
20% after DMS (Document Management) System
creation applications seamlessly and delivers complete
installation”
functionality of enterprise wide availability, version control, Madhabi Puri Buch, Head - Products & Services
ICICI bank
annotations and access control for all forms of electronic content
including scanned images. “..OmniDocs has helped us to decrease turn around
time for retrieving documents while servicing
customers. The documents can now be retrieved in
Records Management few seconds and has resulted in reduction of
Records Management is essential for every organization. In the operational costs. The branches are now able to
current scenario, enforcement agencies like Securities directly access the policy folders and service
Commissions, Central/ Reserve Bank and other Government customer requests..”
Chaya Pisupati, Head - Central Operations
Regulators have become vigilant towards Record Keeping practices ICICI Prudential
at organizations. Records include physical paper documents and
relevant Electronic Documents such as Spreadsheets, Word
Processor output, Electronically Generated Reports and E-mails etc.
Such Records are to be stored and managed in accordance with
organizational Record Keeping policies so that they can be located,
loaned, referenced and tracked throughout their lifecycle. Records
Management Applications not only allow Records Management
Policies to be defined and implemented through provision of
extensive reports but also help manage paper documents in paper
form since it may not be feasible to scan and image all files and
papers within an organization. The OmniDocs Records
Management plug-in extends OmniDocs document management
capabilities to enable all Records Management functions for both
electronic and paper records as outlined above.
Contd.

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E N T E R P R I S E A P P L I C AT I O N S O F O M N I D O C S

Business Process Management through

Integration with Workflow Systems
A 'Business Process' is a complete and coordinated thread of all
serial and parallel activities needed to deliver a specific business
result. Business Process Management seamlessly integrates these
series of activities based on Business Rules. It also links activities
to people or technologies performing predefined Roles. OmniDocs
provides the basic infrastructure to enable a Workflow system to
process, archive and refer paper records, electronic documents and
forms.

Knowledge Management “..Patni BPO has been using OmniDocs and

OmniFlow solution since last one and half years for
Linking people and teams to associated documents. KM requires a
our multiple client processes. Newgen's solution and
comprehensive role based framework and the capability for
support has helped us in improving our agent
Knowledge & Expertise search and re-use. Documents, Images and
productivity levels, TAT's and client satisfaction”
Email contained in OmniDocs can be linked to employees and Praveen Upreti, Head - Technology
searched through the front end KM application or Employee Portal. Patni - BPO

“..Newgen has contributed towards making our

Egovernance Quality Management System paperless. Also, the
workflow in OmniDocs has helped us track and
File Tracking manage changes in ISO Quality processes - to enable
Government speedy correction.”
Organizations Aashish Kshetry, Systems Development Manager
Asian Paints
require a solution
for tracking the
files as they move
up the hierarchy.
Newgen Whitehall
System built on top
of OmniDocs
emulates the look
and feel of files.
The collaborative workflow helps route files through the hierarchy
for collaborative decision making and tracking.

Public Grievances Handling

Public Offices need to manage customer complaints and respond to
them in a timely and organised manner. Newgen OmniDocs helps
Governments to route grievances through the hierarchy for
resolution. These grievances can be tracked to the current status,
enabling a more responsive organization. Integration with the
official website allows tracking and monitoring to be extended to
citizens through the Internet.

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OMNIDOC S ARCHITECTURE

Architecture Minimum System Requirements

Built around a robust industry-standard n tier J2EE architecture with
native XML capabilities OmniDocs provides unmatched Scalability, Server
Integration Capability and System Availability Hardware
Server Grade Machine, 512 MB RAM, 20 GB HDD
OmniDocs Web Server Scalable J2EE & XML based Highly Optimized & Software
Exposes web interface for Java Transaction Server Efficient Database
OmniDocs functionalities Exposes functionality level Ÿ Core business logic OS: Windows: NT server, 2000 Server, Adv
XML API of OmniDocs
Ÿ Optimized performance Server, 2003 Server / Sun Solaris / AIX / Redhat
Web Web Server Transaction through stored procedures
Client Farm Server Farm
Linux.
Web Server 1 Transaction JDBC
Intranet/LAN Server 1 Database: Oracle, SQL.
Clustered Database

Web
XML
Secure & Scalable Image Server
Application Server: JBOSS, BEA Weblogic,
Client SSL/HTTPS Ÿ Manages document storage & retrieval Websphere, Oracle 9iAS.
Firewall Ÿ Supports disaster recovery
Transaction Local Web Server: Apache, Websphere, iPlanet.
Web Server n Server n Image Servers
3rd Party Clients
Client
XML
Desktop Clients Imaging JND1 Hardware
Libraries

Replicated
Pentium, 64 MB RAM, 2GB HDD.
3rd Party Content WebDAV Authentication Remote
Management Clients Server Service Image Servers Software
Ÿ Single Sign-on
Ÿ LDAP authentication OS: Windows: 98, 2000, XP, NT.

CLIENT SERVER Other Software: MS Office 2000, IE 5.5 or

above, Netscape 4.5 or above.

Starting with a single server deployment for a workgroup/ department,

OmniDocs can be easily scaled up to work for a Multi-location enterprise
by deploying multiple Transaction Servers, replicating Image Servers and
load-balancing Web Servers.
OmniDocs has easy to use XML API's and Web-Services interfaces to
facilitate integration with other business systems like Workflow, Records
Management, ERP & CRM applications.
“Newgen has successfully scanned approximately 90
Lac pages for us and we are using these images with
their Enterprise wide Document Management System
- OmniDocs”
Gautam Chakravarti, Sr. Vice President - Commercial
Reliance Infocomm Ltd

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Offices
Reseller

Newgen Software Technologies Ltd. Newgen Software Technologies

A-6, Satsang Vihar Marg, Qutab Institutional Area, New Delhi 110 067 Ltd. is a leader in the field of
Tel: +91-11-26964733/26963571/26856871 Fax: +91-11-26856936 Email: Business Process Management
newgen@[Link] and Enterprise Document
Newgen Software Inc. Management. The company is
364 Beverly Rd., Ste. 300, McLean, VA 22101 highly focused on Workflow,
Tel: +1-703-7492855 Fax: +1-703-7492858 Email: info@[Link] Document Management &
Sales & Support Offices Imaging technologies with an
US: 37053 Cherry St., Ste. 209, Newark, CA 94560 experience of over 10 years and
Tel: +1-510-7946724 Fax: +1-415-7237502 Email: info@[Link] more than 400 people working
London: 68 Lombard Street, London EC3V, 9LJ in these areas.
Tel: +44-207-8681736 Mobile +44-781-5496669 Email: emea@[Link] Newgen is CMM4 certified and
Delhi: A-6, Satsang Vihar Marg, Qutab Institutional Area, New Delhi 110 067 has over 500 product
Tel: +91-11-26964733/26963571/26856871 Fax: +91-11-26856936 installations across the globe.
Mumbai: B- Pitruchhaya, Off. Ranade Road, Parulekar Marg, Dadar (West),
Mumbai400 028
Telefax: +91-22-24446586/87/88/89
Bangalore: FF-2, Alpine Arch, 10, Langford Road, Bangalore 560 025
Tel: +91-80-22237765/22291615/22273614 Telefax: +91-80-22291615
Hyderabad: 516, Chenoy Trade Centre, 116, Park Lane, Secunderabad 500 003
Tel: +91-40-27840156/27815279/55321020 Telefax: +91-40-27840156
Chennai: Flat-E, Quanta Zen, No. 2, Dr. Thomas Road, South Boag Road, T. Nagar,
Chennai 600 017
Tel: +91-44-24332727/24323153 Telefax: +91-44-24323153

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