Software AdActa-DMS ® is a system for managing and archiving documents. The system functions across the full range of document management by the introduction and description of a document processing in discrete steps, distribution, archiving, printing, email, search and retrieval of the document as an effective management of the storage media. The system uses a database function, such as Oracle 9i or Microsoft SQL 2000 Server, and ODBC through JDBC. The application uses for its operation in and Application Server JBOSS environment is implemented in J2EE. The management of the entire system, and its use, is within a single interface from any workstation, a network, when used the user name (username) and the corresponding password (password).
The import documents into the system is in the following ways:
• Documents as scanned documents (single or multiple pages) or digitized documents from existing image files of documents.
• Electronic documentation of any kind (eg files of Office, E-Mails, video, audio, web, AutoCAD, etc.) and hypertext links (hyperlinks) to other documents or entire folders (directories) or a file system .
The processing of documents include:
• Construction Documents (Structuring). This user is able to structure (structuring) of the documents in the manner desired to create the tree format of data (elements) of documents.
• Identification Documents (Indexing). After the process of building a document and selecting the appropriate folder filing the document, the system activates the corresponding input form (index form) of keys (index keys) under which the document will be filed.
The Document Management includes the following functions:
• Filing of Documents, which is done through the archive subsystem (archive server). The mechanism works automatically archive and follow the description of a document (indexing).When imported, the archive keys (index keys) of the document is filed to (from) archive server.
• Display & Use Document. Users of the system have an excellent environment display and use all documents stored in the system. All the tools for reading a document, add notes or processing and compliance publications available through this medium. The processing of documents is supported both in the structured document and the treelike structure, and in individual elements (elements), which make up the document. The application supports a large number of different document formats (images and electronic).
• Create Office (Versioning). The document management system includes the version control subsystem (versioning) of documents. The versioning subsystem operates automatically. When a document is filed for the first time the system automatically creates the first version. Any change in the structure or content of the document as a result of treatment by an authorized user, leading to the creation of a new version of the document. The system records each new version of the document and a brief description of the changes made to the new version (version comments).
• Creating Ad-Hoc Workflow. The subsystem ad-hoc workflow allows you to send documents and processing operations (tasks) among users of the system OTS DMS. These flows are unstructured, that is performed to meet every need independent (ad-hoc workflow).
The search for documents by using special forms document search (query forms). Search documents shall be:
• Use multiple keywords (words, dates, name of consignor / consignee, registration number, section, etc.).
• Ability to search using free text (full text retrieval) and Joint search using free text in combination with keywords. Can search text in multiple languages simultaneously.
• It is possible to apply conditions search type "and" / "or" as specialized searches the rules of proximity (proximity searches).
The system provides a handy guide for creating and customizing the search form (query forms).It also provides storage and reuse a search.
The list of search results supports the automatic classification based on data from the document (category, subject, date, etc.).
The security system includes a number of features which are:
• Save all data and digital media along with all the changes (revisions).
• Encryption of data during registration in digital media
• Access by a user on the system functionality is only possible with the use of user name and password.
• Use ACLs at both documents and to parts of documents.
Finally, the management of the entire system, and its use, is within a single interface from any workstation, a network, when used the user name (username) and the corresponding password (password). Each user within the application to choose the language interface (eg Greek or English). The configuration of the servers is done through the Administration Client application.