InfoVision Records Management System
The InfoVision eDRMS, also known as AUSinfo Records Management System, is the previous generation Information System based on Windows Client Server technology from InfoVision Technology prior to the release of the .NET based infoXpert eDRMS. It is a powerful and comprehensive Information Management system built on a Windows Client Server platform. InfoVision facilitates the effective workflow of Information throughout an organisation. Its design features have been carefully developed to continue to meet the knowledge management needs of an organisation. It provides systematic control over the life cycle of recorded information whether created internally or acquired from external sources be it in the form of paper records, data in electronic databases, graphics, maps or drawings.
One of InfoVision’s important features is that both paper based and electronic documents are stored together and available online within a single user interface. Organisations can retain legacy paper document data together with all new electronic documents enabling a “total view” of both present day and historical information. Unlimited document types can be defined, some examples of these are:
- Inwards Correspondence
- Outwards Correspondence
- Internal Documents
- Email Messages
When electronic documents are registered into InfoVision, the document is displayed simultaneously with the document details entry screen.
One of InfoVision’s important features is that both paper based and electronic document meta-data are stored together and available online within a single user interface. This means that organisations can retain its legacy paper document data together with all new electronic documents to enabling a “total view” of both present day and historical information from a single search. Unlimited document types can be defined, together with user defined parameters for documents assigned to the document types. Some examples of different document types that may be used within an organisation may be Inwards Correspondence, Outwards Correspondence, Internal Documents, Memos and Email Messages. Some of the default parameters that can be applied to documents assigned to a document type include document number format, storage location of electronic documents, barcode number formats, security
level, and field validation.
When electronic documents are registered into InfoVision, the document is displayed simultaneously with the document details entry screen. The InfoVision DocManager module also provides the facility for “end users” to register outgoing (or internal) documents either directly or to an InfoVision document queue for later registration.
InfoVision’s standard Document Progress Workflow facilities provide the facility to track the progress of documents registered within the system. All documents registered into InfoVision can be initially assigned to one or more officers, together with the Progress Workflow Reason code (e.g. Action Required, etc.) and date required for completion. Default users and completion dates
can be separately predefined by document type.
Users are automatically notified that a document has been referred to them via a MAPI compliant e-mail system (e.g. Microsoft Exchange). The InfoVision In-Tray provides users with a wide range of document management tools including:
- Display all documents referred, documents due for completion or documents marked for later
- View full document details, together with current workflow progress, current location and status
- Print automatic acknowledgement letters which can be customised using Microsoft Word
- Add document notes
- Refer document to another user together with a reason code (e.g. Urgent Action, Information
- Redirect In-Tray to another user, where all documents referred to a user will automatically
redirect to user In-Tray for a given period
Documents In Progress
The Documents in Progress Module is the latest addition to the InfoVision Records and Document Management system and has been designed to manage the production of internal documents using Microsoft Word, Excel, Publisher and PowerPoint. Internally generated documents evolve from draft to final copy through versions, revisions and edit changes. Users who have the document referred to them via the Documents in Progress In-Tray may require it for information purposes, authorisation of content review and editing of document content.
Route Profiles manage the distribution and monitors a document’s progress as it undergoes the Review Process. Route Profiles are useful for projects that require a work group to have access to specific documents. New documents generated by individuals can be registered to a Route Profile for immediate distribution to work group members.
The Route Profile associates a Document Group and Document Type with a Work Group. The workflow time frame, priority and access defaults can be applied to the Route Profile of a document.
Priority – The Priority function determines the immediacy of the document and the Processing
Type as Serial or Parallel
Time Allowed – For each Document Group and Document Type you can allocate a number of
days for completion with the option to send a email reminder to the recipient of the document.
Access rights – Nominate the Access Rights for the work group or individual users for a
Version History, Revisions and Status
Documents in Progress provides comprehensive management of electronic documents during their production phase. Document Version History and Access History allows users to trace the context history of a document by showing;
- The Current and Previous Revisions of a document
- Who has accessed and worked on the document
- The Documents Status
Users are presented with the latest revision of a document, with the option given to view previous revisions.
InfoVision Document Viewer
The InfoVision Documents Viewer allows most electronic documents (e.g. Scanned, MS Word, WordPerfect, Excel, etc.) to be viewed directly using a single viewer screen whilst stored within InfoVision in their native format. This means that most (if not all) documents can be displayed within the InfoVision without having the originating Office Automation program installed on the PC viewing the document.
Some of the other features provided within the Document Viewer include:
Image Annotation/Redlining – create separate image file of annotation which “overlays” the original image, without altering the original image. For example: this could enable a user to make visual notes on a document by circling specific sections and then adding notes in the margin.
Scrolling, zooming and rotating
Image Panning – quickly navigate through large images using the mouse without having the use the scroll bar
The InfoVision Document Viewer supports over 200 different file formats, including older DOS formats such as WordStar, MultiMate dBase and SuperCalc, which highlights the importance of viewing older electronic records, for example 10 to 15 years ago that can no longer be displayed in standard Windows applications today.
Document Scanning The InfoVision Scanner module reduces the time taken to scan and save documents for registering within InfoVision. Scanning software normally provided with scanners are not designed for high throughput document scanning – usually requiring the operator to provide a unique file name for each document page. However, InfoVision Scanning Software automatically
numbers each page, as well as identifying each document for later registration within the InfoVision Registry module. Other features include:
- Automatic batch scanning with user defined document separators. Simply place a stack of documents (with a special separators page between each document) within your scanner’s document feeder, and start the Automatic InfoVision Scanning process to scan all documents in a single process (each document saved as a separate file).
- OCR Rendition. Search the contents of scanned document with all scanned documents created with a text rendition, which is then fully searchable using the new InfoVision Full Text Search Index. OCR renditions can be automatically created as Text, MS Word or Adobe Acrobat formats.
- Scanning Preferences for each Document Type. Create separate scanning preferences for each document type (e.g. location to save scanned documents, scanned file numbering, scanning resolution, etc.)
- Support advanced scanning options. Now supports duplex (double page) scanning, automatic page deskewing, one button selection for Black & White or Colour options, multi-page tiff files, and view OCR rendition
- Unlimited scanned pages licence. Unlike other scanning & OCR software packages that are charged based on the number of pages scanned, the InfoVision Scanning & OCR module is supplied as a scanning workstation licence with unlimited pages
- Supports thousands of different types of scanners using the TWAIN scanner interface
- Colour, black & white and greyscale formats
- Supports a wide range of image compression types including GIF, TIFF and JPEG
- Image manipulation including rotation, inversion, zoom and brightness/contrast
- Selection for preview scanned images, save directly to file or preview on screen while saving to file
- System generated operating system file names to prevent duplication and overwritten files
- System generated operating system file path, to enhance the association between the scanning of images and the indexing of the electronic documents/plans.
- Facility provided to save images as single page documents or as multi-page documents, as required for the indexing of electronic documents.
It is highly desirable that the scanner used with the InfoVision Scanner module is installed with an automatic document feeder to assist with processing efficiency.
File / Folder Management
InfoVision provides complete management of all files held within an organisation within a single repository, regardless of format, type or location. Paper based and electronic documents can be combined within the same file, or separated into distinct “paper based” files and electronic folders.
Unlimited File systems (also known as File Types) can be defined within InfoVision, each with its own business rules for managing files/folders stored within its area. Some examples of where different File systems may be created are for Subject files, Personnel files and Technical Drawing files. Creating separate File systems can assist with restricted user access, as well as assisting with searching for files. Some of the default business rules that can be applied to new files and folders created within a File system includes file number format, barcode number formats, security level, home location, retention period and loan period.
Other file management features provided within InfoVision:
- Unlimited volumes per file, each with its own status and location.
- Reservation of files and performing file audits using portable barcode readers
- Bulk transfer of documents from one file to another
- Part file management, where a separate part file can be temporarily created for a specific file.
On return the part file and its contents can be automatically amalgamated into the original file
File Titling & Thesaurus Control InfoVision provides a number of facilities for controlling the classification and hierarchy of
file/folder numbering and titles. These include:
File/Folder Classification – enables organisation to create one or more structure in a “Windows Explorer” folder style hierarchy, automatically inserting the description of the current and preceding levels in the file title. This interface provides a number of advantages for managing electronic files, especially as files are displayed as folders within a familiar Explorer interface and provides consistent file numbering and easier identification of files within an organisation’s records hierarchy.
Thesaurus Module – provides sites with the facility to build and maintain a Thesaurus for InfoVision file titling, including related keywords, narrower terms, descriptors and forbidden terms. The Thesaurus module can also incorporate and tailor a commercially available Thesaurus according to business requirements (e.g. GADM)
The Disposition module controls management of the files throughout the life cycle including retention and disposition. Retention & Disposal schedules may be applied to files individually or to a file series. If a file series option is selected then the R&D code is automatically applied at the file creation stage. InfoVision provides multiple levels of disposition status:
- Closed, Inactive, Secondary, Final Disposition
- File searches can be based on all storage areas
- Default system parameter to disallow file and/or document deletion
A facility for bulk transfer of files ready for movement to next disposition stage is available, as well as providing documentation to record the transfer of the files to secondary storage, to archives or to authorise destruction is automatically produced as files are transferred by the
Parameters and Business Rules
Organisations can customise the operation of InfoVision using InfoVision’s flexible system parameters and business rules, including creating an organisation structure covering Divisions, Departments and Business Units. InfoVision also provides full user security control facilities, which is available at the following levels:
- At module level (e.g. Registry module, DocManager module)
- At function level (e.g. create files, register documents)
- Access to individual files and documents
InfoVision provides a wide range of reports and statistical analysis across of modules, such as performance reports, organisation document statistics reports, overdue loan reports, overdue action reports, audit reports, movement reports and disposition reports. Many of these reports are selected via user defined data ranges. File labels (including barcodes) can also be printed within InfoVision either in ad-hoc or in batch mode.
The InfoVision Reports module is a flexible and comprehensive reporting module operating across all InfoVision modules. InfoVision reports allow SQL style functionality (such as AuthorName like ’TELSTRA’ and DocDateReceived > Start of Month) within an easy to use
environment (i.e. without operators having to know field names and join tables to create reports as required in third party reporting tools such as Crystal Reports). Some of the features within the module include:
- Reports across InfoVision modules
- User defined reports
- User defined selection criteria (e.g. overdue reports criteria may only include documents where the correspondence action due is more than 28 days but less than 45 days overdue)
- Select from a wide range of standard report templates with the option to create/customise using Quest (e.g. customise overdue report to suit layout of notices sent to customers)
- View reports on screen, print to printer, or saved as file (Rich Text Format)
- Scheduled reports (daily, weekly, monthly)
- Reports automatically print (when due) when scheduler starts
- Limit reports to operator’s or all reports when printing via scheduler
- Display report status in scheduler – waiting/printing/printed
Service Request and Advanced Workflow
Although the DocManager module provides standard action workflow management, the Customer Service Management module enables organisations to extend it into comprehensive workflow management, ideal for managing Service & Customer Requests. The Customer Service Management module enables setting up of individual workflow templates for each Request Type, which can be applied either to new documents registered within the Registry department or created directly within the Customer Service Management module (e.g. if customer is standing at service counter).
Flexible System Parameters
- Create multi-level Request Types, together with workflow tasks.
- Define instructions, user, completion timeframes and escalation processes for EACH workflow task
- Define “pop up” procedure help for Request Types, which can be displayed during Request creation
- Define automatic or manual request numbers
- Streets and Suburb tables for quick, standardised address entry when creating requests
- Create Geographic Areas, linked to Streets & Suburbs. Schedule Services from Providers based on Areas (for example: Garbage Routes, etc.)
Creation of Requests
- Search database for existing Customer Details
- View outstanding or historical requests for Customer or Service Location
- System automatically applies standard workflow tasks (including completion timeframes and action officers) based Request Type selected, which can be modified for a specific request
- Online Procedure Help defined for the Request Type selected
- Services and next available dates for the Service Location (for example next Garbage Pickup) can be displayed online
- Create quick, basic Service Request for statistical count purposes, and immediately mark as complete (does not require name and address details)
- Create quick Service Requests received via letter, using data previously captured (Name, Address) in the Records Management module
- Facility for automatic escalation of overdue requests
- Print acknowledgement letters automatically which can be customised using Microsoft Word
- Integrated with other InfoVision modules – i.e. Service Requests can be passed on to other Officers defined within InfoVision, and will appear in their “In-Tray”, together with Correspondence referred to them via Records.
- Maintain request details, instructions, actions (multiple) and completion comments of each action
- Request types established by Division, Department and response by number of days
- Progress checks available on service requests
IDAS (Integrated Development Assessment System)
The InfoVision IDAS module is a comprehensive management system for online receipt and processing of applications and electronic assessment processes for Town Planning, Sub-divisions and Building Licences.
IDAS can assist an organisation to achieve:
• Improved customer service.
• The ability to overcome many systemic problems associated with Local Government Town Planning and Building Departments.
• The opportunity to provide efficient and effective Town Planning and Building Services within the “on-line” environment.
Some of the benefits the IDAS module can provide:
Benchmark Performance Indicators – The system provides a transport process that is readily monitored. Accurate reports of actual performance, in relation to benchmarks, are generated. Reports can be generated on turn around times for each stage of the assessment process. Congestion points in the process are identified as they occur and addressed accordingly.
Workload Indicators – IDAS allows for Department Managers to monitor work distribution. Workloads for each staff member can be identified at any point in time, and the system will exclude those applications that are in suspension (i.e. not requiring assessment), pending receipt of further information or comments from an external organisation. Managers can also generate a list of applications due for completion on any particular day.
Corporate Information – All information pertaining to applications is available corporately, and Customer Service enquiries can be answered by any staff member who has access to the system. Applications can be found on the system by selecting from extensive search parameter options.
Reduced Site Inspections – Site photographs are available to all departments on the system, immediately following registration of an application. Information on the photographs is sufficient to eliminate many site inspections that are typically carried out by multiple departments.
Concurrent Assessments – All applicable internal departments receive advice that comments and recommendations are required in respect to applications within an electronic in-tray. The departments are to complete a form that the system has customised for the application at hand. The system will allow for delays in responses to be brought to the attention of a supervisor.
Online Application Submission – InfoVision is web enabled, and provides the facility for approved applicants to submit and validate their applications across the web, as well as integrated with web based payment systems for collection of fees.
Integration to Other Software
InfoVision’s Open Technology platforms the ideal platform for integrating with other systems used within an organisation to ensure total information management. Interfaces to other systems are either available as standard or provided using an optional customised interface. Some examples of integration with other systems include:
Microsoft Office – whilst InfoVision supports storage and viewing of Microsoft Office documents directly within InfoVision without even having to have Microsoft Office installed on a user’s desktop, InfoVision’s Intelligent Document Creation automatically creates acknowledgement letters in Microsoft Word based on system meta-data.
Mapping / Geographic Information Systems – InfoVision provides a bi-directional link to the Latitude and MapInfo geographic information systems, with other interfaces available on request. This enables operators to view a property file or document within InfoVision, click on the “Map” button and automatically be shown the corresponding property parcel within the GIS system. Alternatively, users within the GIS system can display a property parcel and automatically view the correspondence received for the property with the click of the mouse.
Electronic Mail – When referring documents to other users for action or information, InfoVision provides the facility to notify of new documents pending in a user’s In-Tray via a MAPI compliant e-mail system used within the organisation, without requiring the user to be logged into InfoVision. Currently InfoVision supports the Microsoft Mail, Microsoft Exchange, GroupWise and Lotus email systems using the MAPI interface.
Property & Finance Systems – Interfaces to various property and financial management systems can be provided (either as standard or as an option) – e.g. to enable document details to be stored on a property file, or to provide a bi-directional link with the property system, where a user can view all correspondence for a property via the property system.
The InfoVision Records Management System is no longer available for purchase by new customers.
For existing customers InfoXpert continues to offer the InfoVision Support Agreement for ongoing support services for the InfoVision product.