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Information Manager
 | Key Features and Benefits - Turn your Documents and Electronic Mail into Information
Until now, the options available to tackle information and document management problems were restricted to PDF utilities or high-cost document management systems.
Locus Information Manager provides the key functions for document and records management that small to medium-sized organisations need at a low-total cost of ownership.
The following is a summary of the key features and benefits that Locus Information Manager delivers... - Full text search across all data in the documents stored in the system.
- Multi-file control capability. Ability to combine multiple documents into a single PDF document.
- Ability to search across all files/documents in the database in a single search.
- Ability to retrieve information by searching using the following options...
- Boolean terms.
- Full text.
- Combined text and field search.
- Key word.
- Date of document/email.
- Author.
- Client or file ID.
- Matter number.
- Wild cards.
- Ability to add fields to the database to expand metadata saving capability.
- Integration with the Locus Practice Management System, Locus Affinity and emPower Precedents.
- Integration with Microsoft Word.
- Integration with Microsoft Outlook, Groupwise and Lotus Notes email.
- Ability to save and store all file types in a central relational database...
- Word.
- Excel.
- PowerPoint.
- Internet Explorer.
- Audio.
- Video.
- Pictures.
- Scanned documents and images.
- Electronic mail and attachments.
- Ability to set up "watched directories" to allow for automated (background) saving and indexing of files without the need for staff to remember to save each document or email they are working on.
- Ability to set up indexing criteria in drop-down lists to ensure that staff use the right (optional or mandatory) indexing terms.
- Ability to save to CD for offsite storage and retrieval such as document discovery in legal matters.
- Integration of document data and metadata to a central relational database.
- Ability to save and index electronic mail messages and their attachments.
- Ability to prevent unauthorised deletion of documents.
- Ability to import existing electronic documents and files into the database individually or in bulk.
- Databases supported include Microsoft Access, SQL, MYSQL, Oracle.
Improve Compliance and Risk Management - Ability to store documents and electronic mail on non-erasable, non-renewable discs to ensure document security and good corporate governance.
- Ability to store all documents and files in a single database in a form that cannot be changed without authorisation.
- Provides a log file of who saved and/or deleted a document and when.
- Provides for password protected folders to ensure privacy of sensitive staff and client documents.
- Ease and speed of retrieval of documents for all legislated requirements regardless of where the physical document is stored.
- Supports the records management requirements of Law9000.
Benefits Summary - A typical 4 drawer filing cabinet can store up to 15,000 documents. It can cost around $10,000 to produce the paper documents and pay for the labour it requires to put the documents into the cabinet. Locus Information Manager means that your staff members do not have to leave their desk to file or retrieve documents they are working on.
- Information Manager provides a seamless flow of information to staff to make them more productive.
- Eliminate lost files and documents and the time spent looking for them.
- Reduce paper usage associated with printing and re-printing inbound and outbound electronic mail and documents.
- Save time spent retrieving documents and files from the compactus, filing cabinet or safe custody area.
- Create integration between the practice management database and the documents to minimise misfiled and lost documents. Eliminate re-keying of metadata to reduce errors and improve storage and retrieval times.
- Eliminate re-keying of metadata to reduce errors and improve storage and retrieval times.
- The ability to easily retrieve and re-use information that is stored in documents that you scan, the emails that you receive and web pages that can be saved as PDF. All of this data becomes information that can be indexed and re-used.
- Reduced confusion and chatter amongst staff in relation to documents that cannot be located.
- Faster training of staff due to standardisation of document storage and retrieval processes.
- Increased retention of organisational knowledge. Less likelihood of important information leaving in the heads of staff when they exit your organisation.
- The ability to identify, clean up and re-organise your document, email and information stores.
- Enhanced business continuity planning through the creation of standardised, centralised document, email and information storage.
- Faster recovery from disaster due to secure, offsite backup capabilities.
- Improvements in client service through fast retrieval of documents, files and safe custody information.
- A paper file cannot be in two places at once but a PDF of a document in Information Manager can be.
- Pundits estimate that on average, each document is photocopied 19 times. Through the use of Information Manager, you don't need to photocopy a document in order to share it with other interested parties.
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