RACS - Doc by Raposa Is a mul-direconal storage and handling tool to help users to manage the ﬂow of informaon and related documents. It orders any type of contract with related documents in a user deﬁned and very ﬂexible manner. RACS—Doc provides handles to ﬁnd, retrieve content and will help users to structure the organisaon of their contracts with any type of document property they need. RACS—Doc provides oﬃce workers a ﬂexible organisaon of any contract according their needs by storing the related document on a single locaon.
RACS - Doc is not a collaborave tool. It is a data organisaon instrument for contract informaon based upon mulple documents, it helps to store and retrieve in folders any type of document across the overall organizaon. RACS—Doc provides consistency for contract informaon, although the related documents are stored across several departments. The properes of the documents are managed by the users according to their needs and requirements. The inial set-up with ﬂows, alarms, automac creaon of new documents with speciﬁc property informaon from other documents will require the assistance of Raposa but is then managed by the customer. RACS - Doc will also ﬁll out other documents and triggers emails based upon acon or changes in or with any contract or document. RACS - Doc is not “out-of-the-box” but a tool requiring personalisaon. It relies on a Microso- SQL Server to store properes and allows users to create ﬁelds.
Oﬃce workers spend 65% of their me searching documents.
Store and retrieve—workﬂow and content handling RACS - Doc proposes a consistent soluon allowing to store and to manage any type of document. This can be any type of Oﬃce document, PDF, Excel sheets, images but also emails, scanned contracts, invoices, etc. RACS - Doc proposes the users with a structured approach for the properes of any type of contract with related documents. It oﬀers the ﬂexibility to associate documents and content of any type of contract. • The users create a ﬁle / contract / document structure. • They add ﬁelds they require to link these contracts and their documents. • They determine the number of ﬁelds themselves. • Each ﬁle type (contract type) has its own ‘logic’ (ﬁelds). • All documents in the organizaon can easily be linked to speciﬁc contract like scanned invoices, the related emails and le:ers in respons.
The advantages of this structured approach
Store and retrieve documents with user deﬁned properes. Create workﬂow and content handling for assigned users. Any organizaon has a number of contracts with external and internal pares. These contracts are with customers, insurances, suppliers, personnel, leasing companies, banks, damage claims, …. Contracts (ﬁles) are o-en stored in several maps and quite o-en over various divisions when it actually belongs in one ﬁle. E.g. insurance policies, oﬀers, contracts, damage claims with le:ers from a solicitor in another department. The informaon is spread over the company. Retrieving informaon for one contract or across contracts for one person across the overall organizaon is a daunng task. How can a user ﬁnd everything regarding contracts/documents in the organisaon? If the user ﬁnds the required informaon he/she needs to bundle it, send it or read that informaon. Consequently the informaon is photocopied, restored or mapped, send or mailed, creang again mulple copies. Surveys show that oﬃce workers spend 65% to 75% of their me in looking for (not necessarily ﬁnding) informaon. RACS - Doc provides a clear and structured alternave, based upon available informaon while respecng the end-users habits.
RACS - Doc oﬀers a more dynamic model for storing and retrieving documents linked to contracts. The users create the data model with the logic which is important to them. Any documents / contracts / ﬁles can be retraced easily. At any me users can ﬁnd any of the documents linked to contracts or ﬁles. Documents can be linked to mulple contracts or ﬁles. RACS - Doc puts the ownership of the documents in the hands of the users without creang search words or mulple keys on any documents. The power of RACS—Doc is the dynamic database model, set up by the user. The content and ownership of document informaon is back in the hands of the end-users.
Manage document or contract informaon Every user of an Oﬃce product understands the concepts and consequences of ﬁling a document in a server structure. Some users will complete the Document properes but pre-dominantly give the ﬁles a name, with sub ﬁles which mimic the structure in a cupboard.
Store documents, manage content Documents are stored with their properes and the addional ﬁelds a user requires.
RACS - Doc allows a similar approach by extending the possibilies of the Document Properes.
File types are like binders Fields are the properes but can also be the content of a new document Integrity and restricons make it easy to ﬁll out any property and are the basis for future reports Templates are … templates: documents or contracts or forms or whatever the user needs in his job to be ﬁlled out with property content from a table or a ﬁeld. Alarms are triggered from events, dates, changes, … anything the users need to be warned for. The end-user can decide on which ﬁelds are necessary for a parcular group of documents and drop-down menu can safeguard the integrity of informaon..
Documents are retrieved with their properes or the addional ﬁelds a user created. Filters or full text combined with the integrity elements for detailed search and reporng.
Create forms or contracts as new documents Documents are stored with their properes and the addional ﬁelds a user requires.
Any ﬁeld an end-user requires is available for retrieval but also for compleng of new documents, contracts, emails and workﬂow procedures.
Raposa nv Uitbreidingsstraat 42—46 B 2600 Antwerpen—Belgium Tel: +32 (0)3 230 15 55 email@example.com