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Document Management System to Make Your Life Easier in the Office

The modern Document management system has completely ditched the paper-based documentation system to pave the way for digitalized Document Management System. Companies employ Efficient Document Management software to store, access, and modify information. Document management Software runs as an all in one electronic cabinet that converts all paper and digital based documents into certain digital formats in order to organize the data. Web-based Document management system software like Microsoft Sharepoint is at the forefront of modern Document Management System. 

The document Management system is an indispensable part of every business organization. Every organization needs a reliable Document Management System to expedite the overall workflow by ensuring an efficient collaborative environment for everyone involved in a business. It also helps in creating a healthy and dynamic relationship between management and clients thus increasing the company's productivity. 

Here are some exemplary features of Document Management system to make sure your service is trustworthy.

Easy And Advanced search

Searching for our desired content has become considerably quicker and smoother. All it takes is just to enter the word and press Search to find any trivial or rather substantial contents or documents. There are enhanced and advanced search functionalities that help you find your files instantly.

Retrieval Of Data

The users are allowed to specify the name and nature of a document to quickly retrieve the data from its repository. By virtue of flexible indexing and metadata management users are provided with a list of documents that match their desired keyword. That way they get to pick and access their document easily

Smart indexing

Indexing the major contents of your documents is key to retrieving your documents faster.  Modern Data Management system software use Metadata for finding all related data to your desired content. Metadata is a set of information that also comprises a set of information about other data. So it also enlists every content that also matches your search word so you can access all the necessary documents attached to your key contents.

Storage and Archiving

Archiving the data is one of the fundamental applications of DMS. There is no point in documenting something if you can’t store and access those data anywhere. DMS helps you store and synchronize your data and eventually expire the data completely if needed. There server-based systems and cloud bases hosting services for the purpose of archiving.

Classification and customization of contents

DMS software enables you to automatically classify and customize all your documents under it’s defined categories based on the nature of its content. It helps you to navigate through each phase of documents from its birth to its eventual expiry easier and faster. As a result, it enables the users to execute necessary changes and actions involving those documents. 

Conversion and Capturing of different File formats

DMS tools let you convert your document into your desired formats. It can also convert Physical Documents like Printed, handwritten documents to a readable and modifiable digital format by employing Optical character recognition (OCR) technology. This way you can store your Passports, Wills, Sales invoice, etc in digital formats for the computers to work around it.

Document Redaction

 Some Documents may contain sensitive information on various matters. So it’s important to protect those vulnerable information form sharp-eyed lurkers. We can hide That information from the document by removing or redacting certain areas.

Validation of Data

Data Validations scroll through each document to find if there is any document failures, misspelling or missing data and enables the users to modify the data in real time.

Automated Workflow

Automated Workflow is a sequence of actions that specify each phase of a business process. That starts from concepts, Designs and to their execution. It also defines certain boundaries and restrictions among its staff on certain information. The management and staff focus on every phase of this process extensively to ensure the productivity and efficiency of the organizations and it also empowers employees to nurture their crafts.

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Why should you adopt a Corporate Intranet?

A corporate intranet is a private computer network that allows access only to some authorized users in an organization. They are often secured with some user ID and passwords. They are used by companies to store their company documents and other resources for internal use. Typically the software and hardware infrastructure for a corporate intranet are housed inside the company. There are many advantages for using this kind of system.

Team Collaboration

One of the most important advantage of an intranet software in this more team oriented workplace is collaboration in this 21st century. Work groups can share information across states and even countries in some cases.  The staff can upload data and reports at one location that are centrally accessible to all the staff working on the same project. This is much more secure than sending emails or face-to-face meetings or team meetings.

Resource delivery

With an intranet, large companies efficiently make new apps and resources available to all staff ot those in a certain work area. This allows for increased efficiency and cost savings for companies. The employees can themselves upload all new software programs through the SharePoint Portal.

Communication

Not all intranet benefits relate particularly to employee production. One of the main benefit is better communication, idea generation and internal conversation. Companies can offer forums where employees can share ideas on various types related to company itself. These becomes an outlet for employees to submit new product ideas or suggestions they need. It also allows employees form geographically different areas to have an ongoing vehicle for communication.

Security and reliability

Intranets often offer great advantages in security over the internet and other forms of e-communication. Companies use different types of firewall and encrypted technology to secure data and internal communication from hackers. The reliability of intranets is also usually strong as companies have IT staffs to manage the systems. Unlike pages of the www, employees typically do not have to worry about the limitation in bandwidth and the accessibility while using SharePoint intranet tools and documents.

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A Detailed Guide on How to Migrate Lotus Notes to Office 365

At this moment each organization is migrating to Microsoft Office 365, Office 365 is getting famous consistently since it gives a couple of focal points and offers to its customers. A large number of the associations utilizing Lotus Notes are moving to Office 365. Since Lotus Notes is difficult to use, so in this article we will see how to migrate Lotus Notes to Office 365.

Technique 1: Import IBM Lotus Notes to Office 365 using IMAP

Lotus Notes is nothing however hard to use for juvenile and non-particular customers. It is extraordinarily expensive and maintenance cost is moreover high, that is the reason an extensive part of the customers migrates from Lotus Notes to Office 365.

Stage 1: Get a reinforcement of Lotus Notes NSF records

In particular, you need to back up all the present customer’s mailbox in light of the way that your NSF report may be undermined in the midst of movement. Around at that point, you can recover your data from a backup data.

Stage 2: Create another letter box for each customer

When you make backup, you should make another mailbox for each customer holding a present record in Lotus Notes.

Stage 3: Enable IMAP TCP/IP port for all User

Enable IMAP for each client.

1. To begin with, open your Domain Administrator in Lotus Notes

2. Tap on the Configuration tab

3. Open Server Document which executes the IMAP server.

4. Go to Ports>> Internet Port >> Mail Tab.

5. Change the "TCP/IP port value status" to Enable through the mailbox(IMAP) area.

6. Finally, tap on Save and Exit.

Stage 4: Connect with IMAP connector

At long last, use the IMAP connector to synchronize messages in Office 365 from IBM Lotus Notes email customer. When you follow the above rules, migration of Lotus Notes to Office 365 winds up possible.

Downsides of Manual migration of Lotus Note to Office 365:

• The firewall and server may discourage the internet connection.

• If the lotus notes email is offline, at that point it won't give the agree to IMAP.

• If IMAP connector confines the calendar entries, by then it must be executed physically.

• if the NSF records have more than 1GB in size cannot be moved.

• The calendar must be relocated physically.

• The relocation technique takes a lot of time.

Technique 2: Lotus Notes to Office 365 using untouchable Solution

You can in like manner use outsider tools for migrating Lotus Notes to Office 365 and it will relocate everything like messages, associations, calendar, address book, etc. on the double without losing any data. There are numerous outsider instruments accessible for such SharePoint migration.

Conclusion:

In this post, we talked about on the most proficient method on the migration of Lotus Notes to Office 365, and the two possible ways, one is physically and the other is using the gadget. You should simply to choose the suitable tool.

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Aufait is a leading IT services company focusing on SharePoint, Airlines and Mobility. We are professional Microsoft SharePoint Designers and Consultants. We also provide solutions like Intranet/ extranet, tender management, appraisal management, enterprise content management, Office365, intranet starter pack etc. Our services include Drupal, Enterprise mobility, BI, Business Workflow/Process Automation, Professional services and much more. Visit http://aufait.in 

[emilywoods4u-blog]

Aufait is a leading IT services company focusing on SharePoint, Airlines and Mobility. We are professional Microsoft SharePoint Designers and Consultants.