The DocuWare 5 document management system is state-of-the-art integrated document management software. Using internal control procedures that help you meet audit and compliance requirements, it can automatically process any type of document regardless of its source. DocuWare 5 imports them, classifies them, adds a fulltext index and makes them available for  further processing.

Additional Records Management functions ensure that all access is secure, controlled, and logged. Enhanced with workflow functionalities, Web Content Management and universal integration functions, DocuWare 5 provides powerful Enterprise Content Management (ECM) functionality for enabling expansion throughout an organization.

DocuWare 5 offers comfort and security. Even the most exacting users will be impressed not only by the comprehensive features, but also by its user-friendliness and simple administration — all of which, together with the extensive integration capabilities and optimum security, combine to make DocuWare 5 a product that can grow with your requirements well into the future.

The performance and acceptability of a document management system depends largely on how quickly and easily documents of many different types, from a wide range of sources, can be imported into the system. The basic principle of DocuWare is geared towards the normal office environment: documents arrive first in electronic in-trays or baskets, where they are clipped together and sorted. From here they are stored in file cabinets. The file cabinets represent the document pool that contains all the information needed for accessing and controlling the workflow over the network. DocuWare has powerful import features, which can be automated with a variety of options, thereby ensuring that all document types are filed away in the right place.

Paper Documents
Letters, business documents, logs, drawings, notes and other printed documents are imported using most any type of scanner. DocuWare integrates numerous convenience features, from controls for simple workstation devices to high-performance scanners. Similarly, network scanners and multifunction devices (digital copiers) can be integrated directly in the DocuWare system without the need for additional software. Once scanned, documents are held in the DocuWare baskets for further processing or are instantly ready for storing in the file cabinets. One option extracts data from documents using OCR or barcode recognition during the scanning process and then uses this data to automatically categorize, index and store the document in a file cabinet. In addition, DocuWare supports all the main import and evaluation programs via universal interfaces.

MS Office, CAD, and other PC files
DocuWare offers several methods of importing files. Drag them into DocuWare baskets with a mouse or use the Import menu. DocuWare is able to monitor any folder in the file system and can import files recently saved there, either into baskets or directly into file cabinets. All the file information can be used to categorize and index the files. This information can be entered automatically or manually and stored with the files. DocuWare has a special add-in for Microsoft Office applications which transfers documents directly from Word, Excel or PowerPoint into DocuWare baskets or file cabinets. Similar functions are offered by third-party providers for other application programs. The DocuWare TOOLKIT also makes it easy to integrate your own storage functions. All files are imported unchanged, in their original format. DocuWare allows you to specify which program is used to display and which to edit each file type. By default, DocuWare displays documents in its own viewer and uses the operating system settings for editing. As an alternative, documents can be filed by printing them with the TIFFMAKER function. Printing from the original application using TIFFMAKER generates a true and unalterable TIFF or PNG image from the print data stream and stores it in the DocuWare file cabinet. With documents of the same type, such as quotations or logs, the categorization and index data is read directly from the document and used to store the documents completely automatically.

Enterprise Report Management
DocuWare can be integrated in any business solution by means of universal functions and interfaces. In-house documents such as outgoing invoices, journals, reports, and other lists are archived by DocuWare fully automatically. It imports them either using the Windows operating system’s print data stream and TIFFMAKER, or by importing printer spool files from mainframe environments, using the optional COLD/READ module. Print data is stored in individual documents, while the index data is extracted and stored in the file cabinet. Optionally, DocuWare can also overlay forms and letterheads. Legacy data, or data that must be retained for access in the future for legal reasons, is imported by DocuWare automatically. If the data is needed at a later date by the original system or an analysis tool, DocuWare exports it in its original format and with the original file name. DocuWare also offers special modules for seamlessly integrating the SAP R/3 product family and accessing R/3 documents — even without the SAP system. It also provides certified interfaces to Navision and many other ERP systems.

E-mail
The ever rising tide of e-mail can also be easily stored. DocuWare does this either in a separate e-mail repository or stored together with other thematically related documents on the basis of common criteria. DocuWare can import e-mail from Microsoft Outlook and Exchange, and also optionally from Lotus Notes/Domino. Sender, recipient, date, subject and other mail information is used for automatic indexing. Names of persons and companies are supplemented with information from address books and other databases. Archiving can be done either fully automatically or with confirmation and/or correction by the user.