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RACS—Doc

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.


Contact

Raposa nv Uitbreidingsstraat 42—46 B 2600 Antwerpen—Belgium Tel: +32 (0)3 230 15 55 info@raposa.be

RACS—Doc

RACS-Doc EN  

Contract and Document Management solution

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