------------------

Cumulus is a unique, user friendly, document management software solution that provides:-

Rapid input of paper and/or electronic documents.

• Simple drop down menus allow documents to be indexed as they are scanned and automatically distributed to appropriate desktop or filed. Significantly reducing the time taken to enter, distribute and file incoming documents manually.
• Notes can be readily added and stored with a document.

Supports filing of all Windows™ file types.

• Incorporates internal viewers for
  • Scanned documents (tiff, jpg, bmp, gif)
  • MS Word documents
  • MS Excel spreadsheets
  • MS Outlook emails
  • PDF files
• All document types can also be opened into their associated applications.

Fast, simple retrieval.

• Rapid, accurate retrieval of documents, search by (for example)
  • Client name or number
  • Document type
  • Any combination of any words (or part words) within the title field
• Sort search results by clicking on the column headings
• Pending tray shows full information about the documents that are pending so you can quickly navigate to and view the document that you require.
• Interface that is intuitive, simple to use and requires minimal training

Populated with terms standard to your profession, which are also user definable.

• Indexing and retrieval fields are matched to existing paper filing system, making the transition to the paperless office a simple and painless operation.

Security of data

• Controlled user access
• All documents are encrypted at the point of scanning using 128 bit blowfish Encryption, to ensure the security of data is at the highest level as retrieval can only be made by authorised users of the software.

Workflow

• Automatic distribution and filing of all incoming documents to the appropriate users desktop pending tray.

Version Control - ensures controlled revision of all documents.

• All changes to documents are controlled by the software and are automatically given a version status
• Only the latest version of a document is automatically displayed on retrieval, but all previous versions are available for reference by the system.
• An important factor to be considered when complying with BS PD 0008 Legal admissibility of documents.

Audit Trail

• Full chronological document tracking that supports compliance with BSI BIP 0008
• All movements and any changes to documents are logged in the audit trail giving time and date, action, operator, and recipients names. All audit entries are unalterable.

Benefits that an electronic filing system achieves, include:-

• A massive reduction in storage requirements.
• 1 gigabyte of hard disk space can store approximately 30,000 A4 scanned pages.
• Reduce costs
• Immediate response to client enquiry e.g. whilst on the telephone - providing greater efficiency and client satisfaction

File integrity.

• No lost files
• No misfiled documents
• Only one version of document in standard circulation

Improved office environment.

• Clear desks
• No filing cabinets or storage boxes

Improved efficiency.

• Immediate access to documents.
• No lost time searching for files.
• Significant reduction in time taken to manage paper files, from incoming post to filing documents.
• Take a copy of a clients file with you by exporting it to a USB Key, (fully password protected, including integral retrieval/viewing software) and then viewing the entire file on the customers computer.

Additional features

• Secure access levels
• Automated daily backup of the sequel server database.
• Latest news, publish company memos, current tax/financial info etc for all staff to read and acknowledge.
• Skins, a choice of 29 different colour schemes that can be set for each user.
• User administration.
  • Users own documents
  • Users are given rights to access documents owned by other users.
• Users can see other users pending trays, subject to access rights.

Screen shots

Cumulus Workstation - the user friendly client interface

Cumulus Scanstation - the user friendly scanning/indexing client (for TWAIN compliant scanners) Scan the daily post as it arrives and deliver it directly to the appropriate users Cumulus pending tray!

Cumulus IndexStation - for integration with your office MFD (multi-functional device)