A Single Integrated Solution: The importance of the DigiData solution is that it has the breadth of capability to be deployed to meet all aspects of an organisation's needs with only one solution and one point of contact for support

The system can be deployed in organisations of all sizes with all levels of usage and demand. Smaller uses of the system with few users process from a few documents a month to large users that process in excess of 500,000 pages (120,000 documents) per month. This means that the solution can easily cater for all levels of need within the organisation.

Due to its Object Orientated approach, the DigiData System is very adaptable to all aspects of document and data management. Additional applications are easily developed using an extensive toolkit and these application modules are simply 'plugged' in to the DigiData core system, integrating with the document and workflow capabilities of the system. This adaptability could easily provide solutions for other databases of information within the organisation.

Integrated Workflow Management
The system is fully integrated with workflow. The management of documents and the work/responsibilities of each user are driven through an 'inbox' function that manages all processes that are outstanding for each user on a workflow basis. This ensures that all responsibilities are tracked and performance is measured. The workflow process is automatically monitored by the system and the status of the document is always automatically reported on inquiry. Users are therefore able to check status on a moment by moment basis.

The system also incorporates important facilities such as:
Escalation Structures – so that if a task is not performed within a specified time, the system will automatically escalate responsibility in an effort to optimise the task completion.
Impersonation Designation – whereby officials who are temporarily unavailable through leave or business, can simply designate their responsibilities to deputies for the period that they are not available. The system then automatically routes the work to the delegated person. This results in zero impact on the flow of the processes of the organisation.

Position Driven Responsibility
The systems' document and workflow management is based on functional 'positions' and 'groups' that are defined in the Corporate Profile. Individual Users are linked to these 'positions/groups'. If a user changes (leaves, moves, joins the organisation) the user profile of the new/changed user is simply linked to the position/group in the corporate profile and the new/changed user assumes the document management and workflow responsibilities for the position.

This means that organisational change is easily catered for in the system without any impact on the processes and documents.

Integration with Microsoft Office
The level of integration with Microsoft Office is very advanced - to the point that users can be working in an office application and interact directly with DigiData without having to invoke DigiData.

Documents can be added to, searched, checked in and out, changed, routed, all without a user having to directly invoke DigiData. All this while retaining full security control over documents as defined in the permission structures of DigiData.

DigiData is also pervasive in that it monitors desktop activity and will prompt users for loading of documents to DigiData if new documents are detected.

When documents are added to DigiData, the system will also remove the document physically from the desktop so that no copies are retained outside the system that are not under system control.

Advanced Security
The advanced security capabilities in DigiData are un-paralleled. With the level of integration to Microsoft Office products, the system is able to control not only access to documents in DigiData, but also to control physical operations within the Microsoft applications such as:

-The ability to view documents

-The ability to request document changes/updates

-The ability to change/update documents

-The ability to review and approve changes

-The ability to print copies of documents. The system also maintains print logs to track users that have printed documents

-The ability to copy and/or cut and paste information out of documents

-The security even goes so far as to prevent the use of the 'print screen' key on the keyboard

Auditability and Traceability
A comprehensive history and audit trail of each document is maintained. Versions of a document can be compared to other versions and the system displays the changes/differences between the versions. Every document is extensively tracked by userid, date and time stamps for every activity that is performed on a document.

Searching and Cross Referencing
DigiData provides extensive tagging and cross referencing of documents so that during searches, all linked and cross referenced documents can easily be located in the system by keywords, metadata, relationships and hyperlinks. The controlled management processes in the system that manage changes to documents will ensure that where changes are being made to a document that is linked to other documents, that the other documents are also noted for review to ensure that the changes are considered for these documents as well.

The Purchase price that will be quoted is a Software License Fee for the use of the product.
The Pricing is Rand based which means that currency fluctuations do not impact license fees.

The system provides a watermark printing facility. This prints a background watermark on all documents printed from the system. This Watermark, combined with date and time stamping, clearly identifies documents that are printed from the DigiData system.

The benefit of this is that users of the documents know that they are using the controlled version of a document. If a document for discussion is not watermarked, then it is not official. All personnel have only one document source that can be referenced. This prevents unauthorised copies of documents being circulated that can confuse decision making.

The system provides a powerful notification facility that allows key users within the organisation to be notified of document events such as the addition or change to a document. The notification rules are established in the system for the various classes of documents (or for individual documents on the fly). The notification groups are notified by e-mail so that they are always aware of the latest status of documents. This ensures that communication within the organisation is effective.

The system provides a powerful publication facility that allows documents to be published to 'external' parties based on specific document events such as the addition or change to a document. The publication rules are established in the system for the various classes of documents (or for individual documents on the fly). Individuals or organisations are then automatically notified by e-mail, fax or FTP of new documents or new versions of documents (contracts, orders, instructions, guidelines, policy, etc). Alternatively documents can also be automatically published to the web. This means that the dissemination of information is automated and the responsibility for distribution is no longer a manual task.

Image Format
For the processing of scanned document images, the DigiData system supports all the standard image formats (tif, gif,jpeg, pdf, etc). However, it is the only system currently available that offers a proprietary format that conforms to the ECT Act of 2002. This act requires that for images to qualify as legal documents, they must be stored in a non-tamperable format. DigiData has developed a highly compressed proprietary format that not only conforms to the Act but also stores a very much smaller image.

Document Review Mechanism
DigiData incorporates a powerful automated document review mechanism. Documents that have to be reviewed on a cyclical basis (such as contract renewals) are automatically released and workflowed for review by the system at a predefined time so that these processes/renewals/updates can be timeously completed.

Proudly South African
The DigiData system is developed in South Africa. System and Implementation support is provided locally. Ongoing Development of the product fully supports the requirements of South African customers. Modifications and adaptations that may be required to suit the specific needs of South African customers and conditions can be supported.

In addition DigiData product support personnel can participate in the provision of implementation assistance in the form of:

-Business and Process Analysis and Specification

-File and Document Classification design