The ViewCenter Document Management System is a highly-extensible platform that can be modified to suit the individual needs of just about any organization by the addition of individually-licensed add-on modules. Whether you’re seeking document imaging, records retention, or workflow management capabilities, ICM has the solutions you need, capable of being deployed in ViewCenter when you need them.
Document Imaging
ViewCenter document imaging simplifies document capture, retrieval and viewing across your company. ViewCenter becomes your central document imaging repository for scanned images in a variety of digital formats, providing your department or organization with easy and secure access to vital information.
Over 100 million documents and images have been stored in ViewCenter by businesses and government organizations of all sizes. ViewCenter supports the demanding document imaging process and compliance needs of industries such as aerospace, manufacturing, government, education, construction and more.
Efficiently import and index scanned images
The ViewCenter image capture module, ScanCenter, efficiently scans paper documents, indexes them and uploads the digital files into the ViewCenter repository, supporting both high-volume production scanning projects or smaller day-forward document scanning. ScanCenter eliminates costly manual indexing of scanned documents by automatically converting scanned images to searchable text in PDF documents using built-in OCR.
- Convert scanned images to PDF format using accurate OCR and collating
- Use barcode recognition to automate indexing, document separation and collating
- Combine QA proofing and indexing steps in one easy process
- Automatically enhance images, including brightness, contrast, noise levels and de-skewing and more
Easily search and view documents
ViewCenter search capabilities are easily configured to use your department’s terminology, document names and document categories. The intuitive document imaging search screens use your language and are easy to use, requiring little training for new or occasional users. Quickly search by specific fields (such as ID number, PO, or classification) or search for any word in a scanned document.
- Preview documents online without having software installed on your desktop
- Page through a document, or zoom in on a specific part of a page
- Search the full-text contents of documents, their metadata properties, or both
- Build an advanced search that queries document attributes including author information, workflow state, and modification information
Access from anywhere
Our web-based document imaging search and retrieval functionality provides immediate and secure access for authorized users from any computer using a standard web browser. No client- side software is required.
Role-based permissions and auditing
ViewCenter provides comprehensive role-based security by user, group, and function of documents, searches, and collections. Comply with the growing body of laws and regulations concerning the confidentiality, authenticity and retention of documents. Regulations with document retention and auditing rules including HIPAA, Sarbanes-Oxley, SEC and NASD.
Records Retention
ViewCenter Records Retention ensures regulatory compliance with the growing body of laws and regulations that pertain to confidentiality, authenticity and retention of documents. Create ViewCenter business rules to manage retention and disposition schedules with automated document release, review, and end-of-life disposal processes.
Records are kept in compliance with your record retention schedules. When records meet their retention period, they are disposed of in compliance with your records retention and information management policies and procedures, minimizing exposure and meeting e-discovery requirements.
Ensure regulatory compliance
ViewCenter Records Retention reduces risks and lower costs associated with a variety of legal and regulatory compliance requirements. For example, Sarbanes-Oxley guidelines require all documents, correspondence, communications, financial statements, and financial data to be retained for 7 years after an audit is performed. Regulations with record retention requirements include:
- DoD 5015.2 – Compliant records management system procedures
- Sarbanes-Oxley Act – record retention and document procedures
- ISO 9001:2008 – Periodic document review for certification
- HIPAA – Managing patient record access and retention
Control with confidence
- Define and enforce retention and deletion rules to archive, purge, or place documents on a legal hold
- Email notification upon purging or status change of documents
- Manage retention rules for files in batch or individually
- Place records on legal hold if needed
- Apply to all type of documents, including scanned images, Microsoft® Office files, email document files, images, videos and more
- Demonstrate that content has been managed according to the rules and business practices
Workflow Management
ViewCenter Workflow Management streamlines your document review and approval processes to reduce cycle times, eliminate errors and improve compliance. Our rules-based document workflow system automates the assignment of tasks to accelerate information and decision-making. Every step in ViewCenter workflow management is tracked for complete accountability.
ViewCenter Workflow management automatically routes incomplete documents to the assigned ViewCenter user’s “inbox,” based on a predefined workflow rules. ViewCenter lets you know when documents are ready for review or action. Designated “approvers” can open attachments, make markups, and sign off with electronic signatures.
Common document workflows include review, approvals, change orders, work orders, ISO document control, A/R and A/P processing, quality control, hiring approvals, expense reports, and more.
Built-in Visibility and Compliance
ViewCenter Workflow Management provides a complete and accurate compliance process including automated workflow steps, process approvals, and digital signatures. A complete audit trail of every workflow’s lifecycle is maintained, giving unprecedented visibility and control over your entire document management process.
Customize and Improve Your Processes
Every department, company or government agency is unique. ViewCenter workflow management can be customized to match your specific needs. The visual Workflow Designer application provides a simple visual interface to create new workflows, modify existing workflows or re-use workflows for use in other departments. Common workflow management processes are included, so you can start quickly and improve over time.
Workflow Management Features
- Realize improved transparency and tracking over critical accounting, compliance and management activities
- Route documents through a process for signature and review
- Electronically annotate and redline documents for improved communication
- Automate the document flow using business rules, reducing cycle times
- Email notifications? Receive notice when info is created or changed?
- Manage workload right in the ViewCenter workflow inbox which shows status and actions required
- Automatically distribute work to specific users or groups
- Forward documents through successive work steps without delay
- Prioritize documents by specified criteria
- Authorize users to complete specific tasks
- Attachment manager allows document viewing inside ViewCenter
Schedule a ViewCenter Demo
Our experienced document management software specialists can create a custom ViewCenter live demo for you. Find out how we are helping other businesses in your industry to save money, improve compliance and reduce risk.
Contact us to get a personalized ViewCenter demonstration.
