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What is Adest Integrated Document Management (IDM) Software?
Adest Integrated Document Management (IDM) software facilitates the scanning, imaging and capture of paper documents (as well as electronic documents) automatically or semi-automatically and stores those documents, under pre-defined fields and categories, in a central electronic document repository. This enables users to easily access, search, manipulate and distribute documents throughout an organisation, i.e. via their Intranet or over the Internet.
You can find more detailed information on How Adest IDM Works.
Why do I need Integrated Adest Document Management Software?
Research shows companies spend about 10% of their overall revenue handling paper documents. Adest Integrated Document Management Software eliminates the requirements to handle documents as well as removes operational costs surrounding the filing, retrieval and re-filing of documents. Further to this, Adest streamlines your business process by improving the overall working efficiency.
How long has Adest been developing document management Software?
Adest has been developing and supplying Integrated Document Management software since 1994, and is currently a leading supplier of IDM solutions in the Irish Document Management Market.
For what sector does Adest specialise in providing document management solutions?
While Adest are specialists in Accounts Payable and Accounts Receivable solutions, Adest Document Management solutions span a broad range of document management solutions in many business areas such as; Human resources, project management, claims, ticket and rental agreement processing, general correspondence management, legal filing, construction and property managements, hospital records management, etc.
As a result of robust and flexible solutions, we have gained a significant amount of clients in insurance, manufacturing, legal, financial, healthcare, logistic, and construction industries sectors to name a few.
How secure is the Adest Software?
Adest Security Module controls document access rights to all categories, options, and applications. Users can only see documents that are pertinent to their work (i.e. accounts department can not see HR's documents).
Once authenticated, further control of view, modify, or delete documents are implemented for each individual (i.e. financial controller can modify and delete any accounting documents whilst accounts clerk can only view the documents).
What is Legal admissibility on Electronic Documents?
Electronic format documents are legally recognisable in both Ireland and UK, but paper format documents will need to be kept for a length of time also. Ireland and UK use different code of practices to guide the legal admissibility of the Electronic format Documents.
IRELAND: The Electronic Commerce Act 2000 provides grounds and guidelines for electronic stored and communicated information. Information shall not be denied legal effect, validity or enforceability solely on the grounds that it is wholly or partly in electronic form, whether as an electronic communication or otherwise.
UK: the Department for Constitutional Affairs UK has issued a Records Management Code of Practice BSI's BIP 0008 Code of practice for legal admissibility and evidential weight of information stored electronically (2nd edition). This Code is primarily concerned with the authenticity, integrity and availability of electronically communicated information.
What type of documents can be entered into Adest?
Any document type can be stored in Adest including multimedia files, while the majority of files stored in Adest will be data files such as MS Word, MS Excel, E-mails, PDF. In fact, Adest supports over 200 different file formats, they can be indexed and stored in a logical manner that suits their existing filing structures and future requirements.
Adest also provides inherent functionality to view, print and manipulate hundreds of file types without any requirement for a third party application, i.e. files such as CAD, JPEG, etc. can be viewed and printed easily within the Adest applications.
All paper documents i.e. invoices, reports, forms, claims are automatically processed and converted to an image files.
Is there a guideline for determining what our storage requirements may be?
Upon filing or indexing a document, the Adest application generates a unique document ID which acts as reference within the Adest database to the document itself and its storage location. As a result, documents are stored in a specific location chosen by our customers (i.e. file server) and are stored in their native format, so the original electronic format will usurp exactly the same amount of disk space.
In the case of the paper documents, these are scanned and converted into Tiff images, the storage space required is determined by number of facts (i.e. size of the page, scanning resolutions etc). Nonetheless, typically 1Giga byte of disk space is required to store between 20,000 to 25,000 documents at standard 200dpi resolution.
Further to this Adest can, at any stage, archive off older documents from a file server to a SAN, near-line or off-line storage as required.
Is there a limit on the number of files I can store in Adest?
There is no limit to the number of files that you may index and store in Adest.
Which Databases are Adest compatible with?
Adest software is ODBC compliant and can support all leading RDBMS such as Microsoft Access, Microsoft SQL Server and Oracle.
What type of scanner does Adest software compatible with?
Adest can support all Pixtran compatible scanners with ISIS diver installed (Image and Scanner Interface Specification: the industry standard enterprise-level interface to communicate with software applications), list of scanners can be found at pixtran.com
Adest is also compatible with the majority of Multifunction Devices.
How is Adest licensed? Does everyone at my company need to have a license?
Adest licensing consists of a Server License (with free individual client licenses) and a concurrent user license renewed annually. By using a concurrent licensing model, it means Adest customers may allow users access to the document repository from as many Client machines as required; however, only a certain number of users can simultaneously use the Adest application, this is depended on the number of concurrent licenses purchased.
For example, if you have 20 employees, however on average only 10 people require access to the document repository at any one time, then you only need maximum 10 concurrently licenses. Increasing you licence is easy and can be implemented immediately upon request.
Can I use my existing equipment without re-investing?
Yes, Adest can be installed on existing PCs and servers provided they meet the minimum Software requirements. This means your IT investment to date is safe.
What are your recommended HARDWARE requirements?
|
Client PC |
Central Server |
|
P3, 800Mhz
256MB RAM
Monitor able to display 800 x 600 resolution
Windows NT4 (SP6) / Windows 2000, XP Pro
10/100 Mbit Network card |
P4
512MB RAM
50GB Hard Drive free space
Windows NT4 (SP6) Server / Windows 2000/2003 Server, XP Pro (Using a workstation as a central server will limit Clients Maximum allowed up to 10 Clients)
10/100 Mbit Network card |
Do you provide an automated facility to process high volume of documents frequently?
Yes, Adest specialise in the automated capture and indexing documents using various inherent technologies, e.g. COLD (Computer Output to Laser Disk), COOL (Computer Output On-Line), Automated Barcode and OCR (Optical Character Recognition) processing. All of which provide automated capture, processing, indexing, and storage of volume documents from third party applications.
Integration to existing software application enables scheduled auto capture & indexing without any manual intervention.
What is OCR?
OCR stands for Optical Character Recognition, enables hardcopy printed text to be converted to electronic text.
How long does it take to implement Adest IDM?
The actual time to implement the Software can be vary depend on number of facts (scope of the projects, number of locations, third party application integration, the network and database configuration). Every Adest proposal clearly outlines the number of days for specification, implementation, testing and training.
What level of support services do you provide?
Helpdesk and dial-up support during business hours is covered under the standard Adest Maintenance Agreement. Out professionally trained client services team perform troubleshooting activities primarily over the telephone within guaranteed response times depending on the support program you opt for.
In the event that the issues can not be resolved remotely, emergency call outs can be made.
Is there an upgrade program?
Yes. Adest continually improves upon the features and functionality of the software. The annually Maintenance agreement entitles you to upgrade to newer Adest version free of charge (excluding third party software development).
What level of training do I need for Adest document management solution?
Adest provides on-site training to both end user and system administrator following every installation. Should you require an additional training later on, we more than happy to provide training programs would suit your needs.
Are internal IT specific personnel required to support Adest?
Adest caters for both large organisations as well as small companies. Specific IT department or personnel are not a necessity for implementing or using the Adest Software. However, we suggest that at least one person in your organisation should be trained as the system administrator with thorough knowledge of the software, and therefore act as the internal system "owner".
How long will it take to recover my investment?
The return on investment period is typically between 12 and 18 months.
Can I try Adest before I buy it?
The Adest application is a solution specifically customises to match the document processing requirements of our customers. While the majority of implementations are similar each customer is configured to match their specific requirements. As a result, Adest requires specific work such as system specification, database designing, system integration etc.
Typically customers are provided with a proof of the concept system for period of 30 days on the basis that the cost of implementation is covered. At the agreed period customer can accept or reject the original order.
How do I get started?
Contact your Sales Representative at 00353-1-6671355 (Email: sales@adest.com) for a free consultation today.
