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Content Central

Document Management - Workflow Automation
Content Central is a complete, browser-based DMS solution, which provides everything necessary to create, capture, find, and manage business information. Its robust workflow engine allows routine business processes to be automated and simplified. Content Central
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About Content Central

  • Browser Based – Enables connections from any workstation on the network (Internet capable). Users access all functions using a standard Web browser.
  • Capture – Scan paper documents using multifunction devices or directly in the Web browser with DirectScan™. Capture electronic files of any type via folder, upload, or drag-and-drop in browser. Solution integrates with Microsoft Office.
  • Retrieval – Locates the document(s) requested in seconds, using an easy-to-use search engine. Browse through organized folder structures auto-generated in the system.
  • Management – Check-out, edit, append, replace, approve, reject, collaborate, and more, based on administrator-defined permissions. Receive instant internal or e-mail notifications based on any number of system events or scheduled lookups.
  • Workflow Automation – Simplify business processes using triggers and actions combined to create powerful workflow rules. Configure approval processes to move documents along any pre-defined or ad-hoc path based on system events or schedules.

Major Applications

  • Accounts Payable: Generates purchase orders and other forms. Combines all document types related to a single vendor order using packets. Automatically notifies of complete or incomplete packets.
  • Human Resources: Stores employee applications, performance reviews, tax forms, and more. Can notify employer and employee when documents reach expiration.
  • Education: Manages student documents, such as applications, requests, and waivers. Store institutional documents separate from student documents.
  • Mortgage: Streamlines the mortgage-packet capture process. Notifies when the required components of the mortgage packet have been captured. Allows single-click distribution of any archived mortgage packet.

Benefits

  • Elimination of the physical inbox and filing cabinet
  • Paper-based and digital documents organized together in one location
  • Multiple workstations can view the same document at once
  • Faster retrieval times – No re-filing necessary
  • Quick deployment – No client-workstation installations required
  • Integration with Microsoft Office applications

Using Content Central

  • Users connect to Content Central locally or remote using administrator-defined accounts or existing Active Directory accounts.
  • Paper documents can be classified and captured using the Content Central Connector on the Ricoh MFP panel, scanned in batches to a monitored folder, e-mailed to the Content Central server, or scanned directly to the Web browser using a Ricoh desktop scanner.
  • Each user's Approval Queue contains documents that have been automatically routed to them for approval or rejection. Deadlines and arrival notifications keep productivity at high levels.
  • Distinct retention policies can be defined for every document type. Expired documents are removed from the system automatically.
  • Actions performed on documents are maintained in a full revision history, including edits, approvals, and property updates. Older versions of a document can be viewed or downloaded at any time.
  • Administrators define security permissions for users or groups at the document-type level. Configurable permissions include View, Edit, Add, Search, Delete, Meta Edit, and more.
  • Users have access to contextual help documentation from any area in the product. 24-hour live-chat support can be accessed directly from the user interface.
  • Workflow rules can be generated to address specific process needs, including e-mail notifications, document distribution, and document manipulation. Workflow triggers, based on system events or schedules, combine with workflow actions, such as Assign to Approval Process or Copy to Folder, to create powerful workflow rules.

Implementing this Solution

  • Content Central requires a single Microsoft Windows Server implementation. Solution components can be deployed across multiple servers.
  • User workstations require only a URL shortcut.
  • The capture engine accepts TIFF, PDF, and other popular image formats.
  • Administration can occur on site or off site.
  • All captured content is stored on the file server in native formats. Installation package includes a Microsoft SQL-Server database engine.
  • 24-hour, 7-day-a-week technical support provided for quick assistance.

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