Managing volumes of paper-based documents is undoubtedly the biggest challenge every business organization faces. It hampers the productivity of staff as people spend hours of unproductive time on storage, archival, sharing, and retrieval of paper. In order to look for a particular information, one needs to flip through the entire file, page after page.

1. Retrieval
Ÿ Tedious and time-
consuming process of
searching documents
Managing volumes of paper-based documents is undoubtedly
the biggest challenge every business organization faces. It
hampers the productivity of staff as people spend hours of
unproductive time on storage, archival, sharing, and retrieval of
paper. In order to look for a particular information, one needs
to flip through the entire file, page after page. Working in a
paper-based environment also restricts access to information,
hindering internal work processes and collaboration across the
enterprise. Moreover, the operational costs associated with
management, retrieval, transfer, and disposal of physical
documents are huge.
Thus, you can understand how critical an efficient Enterprise
Content Management System is for the success and
productivity of your business. Moreover, there is a need to
focus on the operational, financial and technical viability of the
options available to you. To address this need, cloud must be
an essential element of your organization's overall Enterprise
Content Management (ECM) strategy, particularly so if you are
a small or mid-sized business (SME), or a department of a large
enterprise with the need to set up a separate document
management system.
Cloud allows shared use of software, hardware, data center, and
all necessary IT resources, presenting an opportunity for SMEs,
and departments of large enterprises such as Human Resources
(HR), Legal, etc., to efficiently manage storage, retrieval, and
exchange of information, in a legally compliant manner.
Further, it offers the flexibility to select a package and pay a
monthly rental fee depending on the number of users and
volume of documents.
Overview
Storage
Ÿ High costs associated with
archival, maintenance, and
back-up of physical
documents
Security
Ÿ Unauthorized access to
confidential data
ŸRisk of information loss or
damage due to natural
disasters
Compliance
Ÿ Meeting stringent
regulatory compliance
requirements
Accessibility
Ÿ Ensuring anytime-
anywhere information
access to stakeholders
Enterprise Content Management on Cloud
Simple, Affordable, and Safe
OMNIDOCS
TM
Challenges

2. With an increasingly distributed and mobile workforce, that needs anytime-anywhere access to your business
information, it has become necessary for organizations – large or small – to look at ways to manage business
content efficiently. Cloud represents an opportunity for businesses to share and collaborate on documents, and
access critical information from anywhere, anytime, and any device, such as a mobile phone or tablet, without
making huge initial investments on hardware and licenses associated with on-premise installations. All expenses for
storage, management, maintenance, and support are included in the monthly rental fee.
Why Cloud is an Operationally, Financially and Technically Viable Model for
Enterprise Content Management?
On-premise Solutions Cloud-based Solutions
Long implementation cycles
Dependence on IT resources
Huge upfront investments on hardware and
software license
Recurring costs associated with maintenance,
back-up, and troubleshooting
Expensive upgrades
Rapid Time-to-value
No IT involvement
No upfront investments
Pay-per-use (includes storage, software,
backup, and support)
Real-time upgrades at no extra costs
TM
'OmniDocs on Cloud' provides a new, cost-effective
alternative to traditional enterprise content
management solutions that gives you complete
access to Newgen's proven ECM capabilities, on a
pay-per-use basis, while ensuring privacy and security
of intellectual property. The solution offers enterprise-
class integration facilities with external business
systems, and robust file sharing capabilities. Hosted
on Amazon Web Services' public cloud infrastructure,
OmniDocs on Cloud offers infinitely scalable online
storage capacity, to suffice the growing number of
users, utilizing the solution. Further, Newgen backs-up
your data in multiple data centers to provide anytime-
anywhere data access.
Below are some use cases showcasing how
organizations spanning different industries can
benefit from 'OmniDocs on Cloud'.
Key Features
Ÿ Unified repository for all documents and folders
across the organization, including electronic files,
physical documents, word processing documents,
PDF files, graphic images, audio files, videos, and
emails
Ÿ Capture documents from multiple channels, such
as email, fax, mobile, scanner, etc.
Ÿ Comprehensive Document Scanning, Indexing,
and Storage
Ÿ Maker-Checker features for dual authorization in
user/group operations
Ÿ Comprehensive reports for monitoring
Ÿ Comprehensive and easy-to-set access rights
control with inheritance
Ÿ Specific rights at document level for sharing
Ÿ File processing workflow
Ÿ Full text and strong index-based search
Ÿ Document Check-in, Check-out & Version Control
Ÿ Extensive audit reports and audit trails
Ÿ HTTPS support for security
Solution Benefits
Ÿ Scalability: Quick and easy ramp-up to match
business growth
Ÿ Ready-to-use document management system; no
installation and no maintenance required
Ÿ Reliability & High Availability: 99% uptime
guarantee; Redundancies for server, network, and
storage
Ÿ Allows organizations to shift focus to critical
business activities, eliminating non-productive
tasks associated with archival and retrieval of
documents
Ÿ Move from CAPEX and fixed-cost infrastructure to
a new paradigm, based on transactional, “pay as
you go” model
Ÿ Security: Extremely secure computing environment
with VPN and HTTPS
TM
OmniDocs on Cloud

3. Enabling educational institutions to reduce
reliance on paper-based information
Academic and research institutions need to store and
publish institutional content, and collaborate on
research projects, while controlling administrative
costs. Institutes also need to maintain student and
employee records, communication documents,
accounting records, and other intellectual property.
TM
OmniDocs on Cloud is an affordable option that
allows institutes to store and publish content on
cloud, which can be accessed by students and faculty
using any internet connection, on- or off-campus.
Further, it allows users to securely and easily
collaborate with internal/external research or
academic partners. It also helps improve efficiency of
the administrative staff by eliminating the need for
manual data entry.
Case 2 - Educational Institutions
Case 4 - Real Estate Organizations
Enabling Life Sciences Organizations to Meet
Compliances and Accelerate Time-to-Market
The life sciences industry is highly regulated and
governed by stringent regulatory requirements. Life
sciences organizations need to securely manage a
Helping Law Firms/Legal Departments to
Efficiently Manage Vital Records
Law firms/legal departments of large enterprises need
to manage myriad types of documents, email and
other records, including pleadings, contracts, leases,
etc. Legal professionals might need to collaborate on
documents, from different locations. In such a
situation a secure and scalable document repository,
which can be accessed remotely, via internet, using
mobile devices becomes imperative.
TM
By opting for OmniDocs on Cloud law firms/legal
departments can reap the benefits of an enterprise-
class document management system without
investing in costly hardware/software licenses. The
solution facilitates capturing, storage, retrieval, and
tracking of electronic documents, videos, pictures,
audio files, etc., helping improve the consistency and
organization of their vital records.
Case 3 – Life Sciences Organizations
Case 5 – Law Firms/Legal Departments
Addressing the Document Management
Requirements of Specific Departments
Each department is fraught with the challenge of
managing enormous volumes of departmental
records. HR department needs to maintain resumes,
reference letters, job applications, employee records,
contract documents, annual reviews, etc. Finance
department needs a document management system
for managing contracts, invoices, purchase orders,
etc. Quality and Compliance department needs to
maintain documents for internal and external audits.
Moreover, a department might receive inquiries
through different channels such as web-forms,
e-mails, or physical applications. Managing and
maintaining a database of all such
applications/inquiries is tedious and document-
intensive.
TM
'OmniDocs on Cloud' enables departments of large
enterprises to efficiently organize documents and
records allowing users to retrieve relevant
information, as and when needed. Further, the
solution enables efficient routing of documents for
faster reviews and approvals, document tracking, and
automatic due-date notifications, resulting in
improved business performance.
Case 1 – Departmental Usage wide range of clinical, R&D, and regulatory
documents. Any delay in bringing a product to the
market, might translate into huge losses in terms of
revenue.
TM
OmniDocs on Cloud' provides a financially viable
solution to life sciences organizations such as
pharmaceutical companies, medical equipment
manufacturers, etc., for end-to-end management of
their critical documents. Its extensive search and
document tracking capabilities allow R&D
professionals to focus on research activities, rather
than wasting time in storing and retrieving
documents.
Providing Real Estate Agents with Anytime-
Anywhere Access to Relevant Information
Real estate companies deal with huge volumes of
paper-based documents in their day-to-day
transactions. Agents spend most of their time on the
field, and documents such as credit reports,
mortgage forms, title information, contracts,
blueprints, site plans, etc., should be readily available
to them.
The imaging and document management capabilities
TM
of 'OmniDocs on Cloud' allow real estate companies
to capture and store documents digitally, enabling
agents to easily and quickly access these documents
while on the field. This results in faster sales
transactions and revenues, while avoiding investment
in expensive hardware and software licenses.
Moreover, storing documents electronically on cloud
eliminates loss of documents due to potential
disasters such as fire or flood.
TM
'OmniDocs on Cloud' is relevant to any industry/organization/department that deals with huge
volumes of documents and content. Below are some use cases showcasing how organizations
TM
spanning different industries can benefit from 'OmniDocs on Cloud'.

4. Copyright © 2013 Newgen Software Technologies Limited. All rights reserved.
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®
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