Edms Technical Document

BILLACE NIGERIA RC: 709642

June 25th , 2010

Technical Document

Business Address: #20, 54 road Gwarimpa Estate, FCT, Abuja

Telephone: +234(0)98706405; +234(0)8062133163; +234(0)8073638418

Our Website: www.billacenig.com Contact Email: [email protected]

For the BILLACE Electronic Document Management Solution

Billace Nigeria….. Beyond Possibilities

This document is a property of BILLACE NIGERIA LTD Page 2

Table of Contents

1 Executive Summary .................................................................................................... 3 2 Current Situation ........................................................................................................ 3 3 Solution ........................................................................................................................ 4

3.1 Objectives ....................................................................................................................... 4 3.2 Features .......................................................................................................................... 5

3.2.1 Incoming Documents .................................................................................................... 5

3.2.2 Outgoing Documents .................................................................................................... 5

3.2.3 Retrieval of Stored Documents .................................................................................... 6

3.2.4 Automated Document Link ........................................................................................... 6

3.2.5 Workflow Facilities ........................................................................................................ 6

3.2.6 Annotation and Comments ........................................................................................... 6

3.2.7 Easy Connection .......................................................................................................... 7

3.2.8 Automated Logs ........................................................................................................... 7

3.2.9 Classification of Documents ......................................................................................... 7

3.2.10 Document Renewal .................................................................................................. 7

3.2.11 Documents Restore .................................................................................................. 7

3.2.12 User Policies and Privileges ..................................................................................... 8

3.2.13 Robust Search .......................................................................................................... 8

3.2.14 Version Control ......................................................................................................... 8

3.2.15 Virtual Private Network Support ............................................................................... 8

3.2.16 Audit ......................................................................................................................... 8 3.3 Benefits ........................................................................................................................... 8

4 Implementation Plan ................................................................................................... 9 4.1 Methodology ................................................................................................................... 9 4.2 Schedule ......................................................................................................................... 9

5 Costs .......................................................................................................................... 10 6 Screen Shots ............................................................................................................. 11 7 Technologies ............................................................................................................. 15 8 Conclusion ................................................................................................................ 15

Bi

Th

illace Niger

his document

Billace Nigerdependable c

Faster docaccessib

Organizaability to r

their overheincrea

productivemployee

greatly affgrowth oorganiza

ia….. Beyond

is a property

ria is your choice

cument bility

ations reduce ead and ase vity of es will fect the of that ation

d Possibilities

of BILLACE NI

Billaceorganizatiengineerinbusiness

We areproducts a

We prto your esorganizatihandling.

1 Ex Produ

and succe

Organizproductivithat organ

Our Corganizatihandling asave more

The sol

2 CuEvery orgathese doc

In many othey cann

Over 50%afresh bec

In our immand twentyand annuapages of daverage odocument

Of this aveto impropethese doc

All these fthree milliomillion nailittle bits.

With tincreasing

GERIA LTD

e Nigeria Ltdion that is cong of effectivchallenges.

fully dedicatare tailored t

ropose our Csteemed orgaion in the ma

xecutiveuctivity and oess of every

ations abilityity of employnization will e

Customized Dion to boost and managee and be mo

lution pays fo

urrent Sanization creuments cost

ccasions, theot be gotten

% of documencause of imp

mediate enviry naira (N12ally most orgdocument. Tof three hundt creation and

erage numbeer filing and muments are r

facts imply thon pages of ira (N200, 00

he ever increg security de

d is an effectiompletely invve and reliab

ted to excelleto meet our c

Customizableanization as anagement o

e Summverhead exporganization

y to reduce thyees will greaexperience.

Document Maprofitability b

ement. Thereore profitable

or itself within

Situationeates and wo

the organiza

ese documewhen neede

nts created inproper filing a

ronment, it co0) to create

ganization crehis implies thred and sixtyd filing.

er of pages, misplaced dorecreated du

hat organizatdocuments o

00,000) year

easing risk opletion and t

ive Informatiovolved in the ble customize

ent service dclient’s uniqu

e Document Ma unique pro

of documents

mary penditures arn.

heir overheadatly determin

anagement Sby reducing ceby allowing t.

n months.

n ork with papeation money

nts have to bed (as a resu

n organizatioand this cost

osts an averand file a sineate over thrhat most orgay million nair

over 50% arocument. Anue to typesett

tions that creor more loosly. Only that

of informationthe threats th

on Technolodevelopmen

ed solutions t

delivery, and ue needs.

Managemenoduct that ass and docum

re crucial to t

d and increane the level o

Solution assicost of documthe organiza

er documentsto create.

be recreatedult of imprope

ons are recrethe organiza

rage of one hngle page doree million (3anizations spra (N360,000

re recreated nd averages oting errors.

eate an averae over two hthis loss is in

n leakage, anhat these doc

Page 3

ogy service nt and to

all our

t Solution ssists

ment

the growth

ase of growth

sts ment filing, tion to

s and

because er filing).

eated ation extra.

hundred ocument 3 million) pend an 0,000) on

afresh due of 20% of

age of hundred ncurred in

nd cuments

Bi

Th

Our DoS

•

•

•

•

•

•

oth

illace Niger

his document

ocument ManaSolution provid

Better secur

Cost Saving

Resistance

hazards and

pestilence a

Prevents po

handling an

Better and fa

indexing for

documents

Faster acce

of documen

The need of evrganization is a s

hat satisfies its bneeds.

Increase busineprofitability

ia….. Beyond

is a property

agement des

rity

g

to

d

attack

oor

d filing

faster

ssibility

ts

very solution usiness

ess

d Possibilities

of BILLACE NI

are exposinformatioauthorized

Vital dmust be kthem.

Security ochallenginfor organiz

Sending dof these dviews, acc

The need managema reliable

With the ethe hazardthere arisemanagem

Billace Nigcombinatioeffectively

3 So We haoperations

That is whcustomizemanagem

Our documorganizatieliminate a

By the elimincoming dof employinformatio

3.1 ObThe traditiin our way

It created and filing. managem

Though thdocumentmany orgaand mana

GERIA LTD

sed to, there on and documd personnel.

documents thept so that o

of privileged ing task for mzations that h

documents beocuments al

cess and oth

to achieve thment cuts acro

document m

ever increasinds these doces the need f

ment for these

geria’s' Custoon of facilitie

y.

olutionave understos and that no

hy we are proed to satisfy a

ment needs

ment manageons reduce call forms of i

mination of pdocuments, ees can be g

on and docum

bjectivesional and outy of office an

the foundatioHowever its

ment has caus

hese losses ct managemeanization thaagement solu

is a need forments proper

hat are meanonly authorize

nformation aany organizahave their co

etween persso exposes er forms of t

his documenoss every org

management

ng volumes ocuments are for a secure,e documents

omized Docues to handle t

ood that orgao two organiz

oposing a doall your orga

ement solutiocost of stationformation a

printing and ptime and mogreatly increament theft wil

tdated filing sd document

on for all mas security inased many or

cannot be ment system de

at still practiceution.

r your organirly while mak

nt for only pried personne

and documenations in the omputers on

onnel’s that these documhreat.

nt security, acganization asolution.

of documentexposed to d, robust and s.

ument Manathe above sta

anizations arezations are th

ocument mannization uniq

on has beenoneries, filingand documen

paper filing ooney will be sased and alsll be greatly r

system, madmanagemen

anagement ofdequacies a

rganizations g

easured, yetepict the hidde the traditio

zation to secking it access

ivileged persl can gain ac

nts has beenyears past ea network.

are involvedments to unw

ccessibility and hence the

ts in organizadue to improcost effective

gement Soluated problem

e unique in the same.

nagement Soque documen

n designed to, labour and

nt theft.

f outgoing ansaved, the prso the risk of reduced.

de a significant.

f paper docund ineffectivgreat losses

t the gains ofden losses inonal documen

Page 4

cure their sible to all

sonnel ccess to

n a very especially

in the use wanted

and e need for

ations and per filing, e

ution has a ms

heir

olution nt

o help also

nd roductivity

ant impact

uments e cost .

f a proper ncurred by nt filing

Bi

Th

Th

doc

give

docu

sta

(by e

a

do

resis

p

en

effe

poo

bette

for d

acce

illace Niger

his document

Security for d

Document mathat suppo

he new way o

cument mana

es better sec

uments, save

tioneries and

elimination o

and filing of p

ocuments), pr

stance to haz

pestilence at

nforces prop

ective filing, p

or handling, p

er and faster

documents a

ssibility of do

ia….. Beyond

is a property

documents

anagement orts VPN

of office

agement

curity for

es cost on

d labour

of printing

paper

rovides

zards and

ttack,

er and

prevents

provides

r indexing

nd faster

ocuments

d Possibilities

of BILLACE NI

The main Solution is

The cost ogathered fmanagemservices o

The nsecurity foeliminationresistanceeffective fiindexing fo

The advanincludes

Reduc Secur Contro Track Versio Prope Faste Prese Ease Secur Bulk d

3.2 Fea Our dosatisfy entinclude:

3.2.Tharof

If sc

3.2.Tth

Dne

GERIA LTD

objective of s to “assist o

of papers, fofor a few mo

ment solution of this fantast

ew way of ofor documentsn of printing e to hazards iling, preventor document

ntages of Ou

ces overheadrity of documolled accessing of changon control oner Document r and better d

ervation of doof integratingred internet adocument im

atures ocument materprise docu

.1 Incominhe incoming rchives all incf delivery, etc

the incomingcanned, com

.2 Outgoinhe outgoing

he workflow f

Documents caeed for pape

our Electronrganizations

lders, filing cnths will adeand your orgtic product fo

ffice documes, saves costand filing of and pestilents poor handts and faster

ur Electronic

d and increaments

of documenes made to d

n documentsManagemendocument se

ocuments lifeg with major access via Viportation

anagement soument manag

ng Documdocument mcoming docuc) irrespectiv

g document mpressed, ind

ng Documdocuments afacilities or to

an also be reer document)

ic Document to reduce co

cabinets and equately pay ganization stor many more

ent managemt on stationepaper docum

nce attack, endling, provide

accessibility

Document M

ses profitabi

nts documents

nt filing and iearch e span

accounting, irtual Private

olution has bgement need

ments module compument (i.e. inve of their for

is already in dexed and ar

ments are either seo clients via e

etrieved and ).

t Managemeost”.

other stationfor our docu

till gets to enje years to co

ment gives beries and labo

ments), provinforces propes better andy of documen

Management

lity

ndexing

HR and ERPe Network

been developds and its fea

presses, indenvoices, emarmats.

paper form, rchived.

ent to other uemail.

printed (if th

Page 5

ent

neries if ument joy the

ome

etter our (by des er and faster

nts.

Solution

P solutions

ped to atures

exes and ils, proof

it can be

sers via

ere is a

Bi

Th

illace Niger

his document

Track chdo

• Easier

• Multiple

archive

• Linking

docum

• Workflo

• Attach

• compre

indexe

archive

incomin

• User g

Robusts

ia….. Beyond

is a property

anges made to

ocuments

Integration

e retrieval of

ed document

g of related

ents

ow facilities

Annotations

esses,

s and

es all

ng documen

roups

t document earch

d Possibilities

of BILLACE NI

3.2.Aseneth

Dmth

3.2.Ocaal(v

Ttraev

Hthacac

T

3.2.Deiof

Twthwpoth

Abuauef

Odosedo

3.2.

Dthdodo

f

ts

s

t

GERIA LTD

.3 RetrievAuthorized usent to them (etwork by eithe particular

Documents onmanner with ohem in a use

.4 AutomaOnce a documan be linked ll the related via workflow)

he linking of ack related dvent.

owever if anhe user (via wccess that doccess to that

his is strictly

.5 WorkfloDocuments caither within thf the same o

he sending oworkflow facilihe documentworkflow (intraosition and dhe document

Authorization usiness docuuthorization tffective busin

Our workflow ocuments, densitive docuocuments.

.6 Annot

Descriptions ohe time of imocument to cocument.

val of Storsers can retri(via the workther using thdocument.

nce located, options either defined loc

ated Document has beeto that docudocuments

) or printed a

documents documents a

ny of the relatworkflow), anocument, thet document.

for security

ow Facilitan be sent tohe same deprganization.

of documentsities. These ft that they inta departmendepartment ot to the intend

can be doneument to the thus encouraness procedu

facility helpsocument theuments; and

tation and

of documentsportation. Thclearly under

red Docueve their doc

kflow) from ane search or b

can be retrier to open the

cation for futu

ument Lien archived, ment so thatwhich can e

as the case m

enables the about a speci

ted documennd his policy e user will no

reasons.

ties o other uses partment or b

s is done throfacilities enatend to sendnt or inter depof the intendeded receiver

e automaticaappropriate

aging more sure.

s prevent pooeft; it protects

saves cost o

d Comme

s can be attahis is to enabrstand the na

ments cuments or dnywhere in thby browsing

eved in a sece document oure reference

nk all related dot just a click wither be retrie

maybe.

users to be aific client, pro

nt has not betype is not p

ot be able to

of the applicbetween dep

ough the useable users to , select the typartment), sped receiver ar.

lly be routingrecipient for

streamlined a

or handling os the privacy of transferrin

ents

ached to docble other useature and use

Page 6

documents he to locate

cured or to save e.

ocuments will display eved, sent

able to oject or

een sent to privilege to have

cation partments

e of our specify ype of pecify the and send

g of r and cost

of of g

cuments at rs of that e of that

Bi

Th

C

a

o

p

D

illace Niger

his document

Share docume

Customizable

managemen

allows you to

organizations

managemen

what is ess

order to sa

conserve re

provide bette

plan and h

features in

packa

--

With automa

users can

changes

documents

administra

properly audit

the applic

rive productivityupward by

ia….. Beyond

is a property

ents securely

e document

nt solution,

streamline

s document

nt needs to

sential in

ave cost,

esources,

er support

have all

a single

age.

ated logs,

track all

to their

s and the

ator can

t all uses of

cation.

y remarkably y 50%

d Possibilities

of BILLACE NI

Cdo

3.2.Athac

3.2. Al pu

aud acc and the

Theall tadmapp

3.2. Do rec du wh pu

Th kee

All wo

3.2.1 Wo com

Ex bee ext

3.2.1 Do inte

On exa fea doc

GERIA LTD

Comments caocuments th

.7 Easy CAll users can heir current mccessibility fr

.8 Automal activities wrposes. The dit, user audcessed whatd the action e document w

ese logs alsothe actions oministrator toplication and

.9 Classifocuments cancords. The wration (expiry

hile the recordrposes.

e records doeping only.

document tyorkflow.

0 Documorking docummpletion date

pired documen extendedtended and t

1 Documocuments canentionally or

nce a documeactly the samature enablescuments eve

an also be attat are to be s

onnectioeasily conne

module. Thusrom anywher

ated Logsithin the applogging featu

dit, action audt document, wdone to the dwas accesse

o helps the don their docuo track all the

all actions o

ication ofn be classifie

working documy) where docds are intend

o not expire a

ypes can be

ent Renements that are are termed

ments can be d, the documethe documen

ents Resn deleted fromistakenly.

ent is deleteme way it was document oen after mista

tached to alrsent via the w

n ect to their des enabling frere within the

s lication are lures also assdit and cabinwhen the dodocument an

ed.

ocument owments. It ass

e actions of uon the variou

f Documeed as either wment has feacuments can ded to keep d

and are inten

sent to other

ewal re not compled as expired

renewed so ent completiont can still be

store m the applic

d, it can be rs before beinowners to beakenly deleti

ready archiveworkflow.

esired modulee flow and eapplication.

ogged for resist for docu

net audit: to kcument was nd from what

wners to keepsists the systusers on the s cabinets.

ents working docuatures for dobe given de

documents f

nded for reco

r recipients v

eted before tdocuments.

that if a deaon date can

e accessed.

cation either

restored suchng deleted. Te able to accng them.

Page 7

ed

le from easier

cord ment know who accessed

t location

p track of tem

uments or cument

eadline for record

ord

via

their

adline has be

h that it is This cess their

Bi

Th

En

illace Niger

his document

Automatic versall docu

nterprise wide loactivities on ap

Electronic DManagement

• Incoming

indexing

• Outgoing

retrieval

• Stored do

retrieval

• Automate

linking

• Workflow

• Comment

Annotatio

• Easier co

• Automate

• Documen

• Documen

• Documen

• Defined p

privileges

• Robust se

• VPN supp

• Complete

ia….. Beyond

is a property

sion control on uments

ogging of all plication

ocument Features

documents

document

ocuments

ed document

facilities

ts and

ons

onnections

ed logs

nts classification

nt renewal

nt restore

policies &

s

earch

port

e auditing

d Possibilities

of BILLACE NI

3.2. Ea typ doc doc wh ass

Th lev

3.2.Our Esearc

The swith any c

Howeacce

3.2.The vedocumbeen e

All fileimport

3.2. Applthe wonetwo

3.2. All ac the d

3.3 Be The cosolution ca

Customizestreamlineessential, provides b

Other ben

Reduc Share Enforc

n

GERIA LTD

.12 Uach user that pe. This policcument that cuments with

hen the user signed by the

e type of polvel of privileg

.13 RobuElectronic Doch module th

search givesany meta tagcriteria.

ever only doss these doc

.14 Versiersion contro

ments to be redited.

ed documentstation are au

.15 Virtuaication usersorld in a secuork.

.16 Auditctions on thedocuments, u

nefits ountless benan be summ

ed documente all your docit save you m

better suppor

nefits to be ac

ced cost of de documentsce security v

User Policaccesses th

cy type enablthey file andhin the applicprofile is beie administrat

icy that is asges that user

ust Searchocument Mahat allows all

s all the usersg and users

cument owncuments bas

on Control feature alloretrieved eve

s whether seutomatically s

al Privates can accessure manner t

t e application users and ca

nefits of a cuarized as “G

t managemecument manamore moneyrt plan.

chieved inclu

document mabetter

via policies

cies and Phe applicationles them to h

d controls all cation. The ung created ator.

ssigned to a will enjoy.

h nagement S users to sea

s complete vcan search f

ers and authsed on their p

rol ows the origien after subs

ent through thsub to the ve

e Networks the applicatthrough the u

are permaneabinets can b

stomized doGood Value fo

ent solutionsagement nee

y, it saves you

ude;

anagement

Privilegesn must have have access access to al

user policy isand these po

user, determ

olution has aarch for any

view of all dofor document

horized userspolicy type.

inal version oequent versi

he workflow ersion contro

k Supporttion from anyuse of a virtu

ently logged be audited.

cument manor Money”.

allows you toeds to what iu more resou

Page 8

s a policy to the l

s selected licies are

mines the

a robust document.

ocuments ts using

s can

of ions have

or bulk l feature.

t ywhere in ual private

so that

nagement

o s really urces and

Bi

Th

Docu

For s

config

appl

any

pre

orga

wi

gain

illace Niger

his document

ument restore fodocuments

User friendlieasier ada

security reasons

gure this applica

different from o

lications. This is

y security breac

event users from

anization that ar

th the applicatio

ning access to y

application

ia….. Beyond

is a property

or deleted

iness and aptation

s, we must

ation to be

other

s to avoid

ch and to

m other

re familiar

on from

your own

n

d Possibilities

of BILLACE NI

Mainta Reduc Faste Faste Faste Suppo Increa Easie

4 ImFrom expeapplicationnetwork.

For securidifferent frand to preapplication

This is a mcustomize

We intend

The first porganizatithe server

The seconthe use ofthey can g

The third porganizatiexcellent a

This maintstrictly on

4.1 MeAfter the sstated aboproduct onensure tha

The maintmaintenanmodules a

4.2 ScThe duratiManagem

GERIA LTD

ain existing bce Training cr and better dr and easier r and better orts Virtual Pases employer to integrate

mplemenerience, and n can be imp

ity reasons, wrom other apevent users frn from gainin

major challened solution te

d to impleme

phase is the aon or within tr and client d

nd phase is tf this solutionget the best f

phase is to con for a perioand consiste

tenance inclrequest by y

ethodologsuccessful deove, we will only. This maiat all service

tenance will bnce and coulas the case m

hedule ion for the im

ment Solution

business procost document seadaptation integration

Private Netwoee and busine into already

ntation Pdifferences

plemented as

we must conpplications. Trom other orng access to

nge in the infends to hand

nt this produ

actual deploythe specified

deployment a

to train all yon, the advantfrom this pro

continually mod of three (

ent services.

udes further your organiza

gy eployment ofoffer three (3ntenance wis stated in th

be for databad include fur

maybe.

mplementatio is 10 days. W

ocess

earch

ork ness producty existing sys

Plan in organizati

s a standalon

nfigure this apThis is to avorganization thyour own ap

formation tecle properly.

ct in three ph

yment of the d site. This deand configura

our staffs andtages it givesduct.

aintain the p3) years. Thi

extension anation.

f our product3) years mainll be done evhis documen

ase backup, rther extensio

on of our CusWithin this te

tivity stem

ion structurene applicatio

pplication to id any securhat are familipplication.

chnology sec

hases.

solution witheployment ination.

d needed pers to them and

product for yois is to ensur

nd removal o

t following thntenance on very six (6) mt are fully de

server backon and remo

stomized Docen days, we w

Page 9

s, this on or on a

be rity breach iar with the

ctor that

hin you ncludes

rsonnel on d the ways

our re

of features

e phases this

months to elivered.

up and oval of

cument will be



6 Screen Shots The Login Page

The menu module

THE LOGIN PAGE: This page allows users to gain access to the application and verifies the authenticity of their access credentials.

This page is also responsible for verifying the expiry status of the user’s access credentials.

Note: All users must be verified for authenticity and status acquisition.

THE ADMINISTRATORS VIEW: Displays all the menu items and all the module categories that the administrator (Library administrator) can access. All notification (on users documents accessed by other users of the network, password expiry reminder, workflow received notification) are also displayed in the menu module.

The document search form allows for robust search of documents using all the Meta tags provided during the document importation.

The menu items (which are in all the modules) allows for direct connection to any module without any route path. Thus giving the user a very smooth, seamless and easy connection throughout the application.

The quick side menu allows for direct connection to document items, workflow and all logs.



New Document Module

ADD NEW DOCUMENT: This module allows the user to add documents to the application by importation.

By the user filling the form and providing adequate meta tags for the new document, the user can search for any document filed from this module using any of the meta tags.

Document Owner

The user must specify the owner of the document. The document owner can be the user, his department or the organization.

Document Properties

The properties to be imposed on the document must be specified (Normal, Read only or Hidden) also the date for the document handling to be completed (this date is only needed for working documents but must be specified).

Cabinet

The cabinet that the document should be filed into must also be provided. These cabinets can be configured to accept documents from specific policy users



Send Document via Workflow

Received Workflow Documents

CONFIGURE DOCUMENT: This module allows the user to configure only the documents created by the user.

All the configurations done here overwrites previous configuration.

Document Edit The user can specify that the document can be editable or not. If there is no specification, the document by default is editable.

Document Delete

The document can be configured to allow delete operations or not. If no specification is made, the document by default is open for deletion only by its creator.

Document Private Private documents can only be accessed by their owners. They can be seen but cannot be retrieved except by their owners.

SEND DOCUMENT: This module allows the user to send documents to other users through the workflow facilities.

The documents are sent using the intended receiver’s position and department within the organization. The workflow facility is available to all users of the application.

Receivers’ Position

The receivers position must be specified as this will enable the occupier of that position gain access to that document within the specified department.

Receivers’ Department

The department of the receiver is also required. If omitted, the department of the sender will be used so that the document will be sent within that department.

Workflow Comments

Comments are optional. But they could be useful to inform the intended user of the actions expected from him.



View Workflow Documents

RECIEVED WORKFLOW DOCUMENTS: Users can at a glance see all the workflow documents that they have received, the date the documents were received, the sender name and comments attached (if any). From this module, users can either retrieve the documents or get a better view of the documents by using either of the two buttons available.

DETAILED VIEW OF RECEIVED DOCUMENT: Workflow documents can be viewed better when the user clicks the view button in the received workflow module. This module shows in details all the information about the workflow and the workflow document.



Larger Bulk Document Importation

7 Technologies Our Electronic Document Management Solution was developed using Adobe ColdFusion 8 which is the most recommendable choice for developing enterprise wide solutions. Adobe ColdFusion 8 supports all major databases thus making it even more flexible and more compactable for enterprise wide solution.

This product supports and can be easily integrated with many third party components that your organization already posses.

This product was developed to be a browser based solution to document management needs for easy integration with Virtual Private Networks and more flexibility.

For simplicity and cost effectiveness, NO third party component was involved in the development of this unique product so that it is powerfully platform independent and compatible with all browsers.

8 Conclusion Our customized document management system gives you great value, total relief over document security, document theft, document loss and document management it gives you control over your organization’s document management and most importantly it is guaranteed to satisfy all your document management needs while it pays for itself.