Legal Firm Document Management System

Professionals in Legal and Professional Service Firm need to handle a lot of client matter documents everyday. If there is no ECM solution implemented in the firm:

  • Hard copy matter folders may scatters on desktop.
  • Hard to search for the hard copy document in need.
  • Missing or losing important documents.
  • Accidentally delete documents.
  • Difficult and time-consuming to manage emails. Emails and soft copy documents have to be printed and filed manually.
  • Difficult to collaborate with your team. Only one person can access to a Matter Folder at a time.
  • Difficult to manage document versions.
  • No audit trails on document being access.
  • Consume a lot of valuable storage space in the office for storage of Matter Folders.

OceanX ECM Solutions for Legal and Professional Service Firms

  • Matter-Centric Collaboration & Electronic Matter Folder 
    • Matter Folders in OceanX ECM contains all the matter documents (including scanned images, soft copy documents and emails). Multiple users could work on it for internal and external parties at the same time.
  • Matter Document Indexing
    • Matter document index automatically inherited into folder index, not required any manual input.
    • You can find you matter more easily.
  • Capture Matter Document Information
    • Easily input, index and save your matter documents to OceanX ECM through scanner, email or other devices, by using full text OCR, IMR, Barcode recognition, searchable PDF and form recognition.
  • Convert Documents to PDF or Matter Bibles by using OceanX PDFX
    • Easily convert any documents into PDF with Watermark, Page Numbers, Bate Numbers and Security Control by using the tool of OceanX PDFX.
    • It can also be used to bind documents in a matter folder in OceanX ECM into Matter Bibles with TOC and cover page.
  • Email Management
    • OceanX ECM provides a platform for professionals to manage emails together with documents and combines them into a single Matter Folder for matter-centric collaboration.
  • Outlook Add-in
    • Outlook Add-in integrates Microsoft Outlook with OceanX ECM system, enables users to store and manage emails directly in Microsoft Outlook interface.
  • Office Add-in
    • Office Add-in integrates Microsoft Office with OceanX ECM system. It enables users to Open, Edit, Save or Create Versions of documents in OceanX ECM directly from Microsoft Office Interface.
  • Version Control
    • Help professionals create or search document for the latest document version in need without worries of choosing the old document to waste time on the wrong files or folders.
  • Audit Trail
    • Provides the detailed record that lists every edit and access record of every matter folder and file.

Benefits of OceanX ECM for Legal and Professional Service Firms

  • Retain knowledge asset
  • Achieve geographic transparency to access document anywhere
  • Email management
  • Document management
  • Everything for a matter in one place
  • Going paperless
  • High security
  • Efficient organization
  • Save time for searching, save space and avoid costly mistakes

Government

Responding to the “Smart City Blueprint” from Hong Kong Government, OceanX ECM makes use of innovation and technology to help Hong Kong Government achieve paperless office, save cost, improve effectiveness, efficiency and productivity.

OceanX ECM for Government is a completed DMS solution support Government in shifting paper-based to electronic record file and builds a platform to support Smart City and improve Government efficiency.

(OceanX ECM is supported by Innovation and Technology Fund – ITF SERAP, Project reference: E/P047/14)

 

OceanX ECM Solutions for Government

  • Smart Government
    • Enterprise content management not only helps protect documents & records but also enhances HK Departments’ operational efficiency
  • Good document management practices
    • Strengthening corporate governance and promoting good document management practices
  • Protect Knowledge Asset
  • High Information Security
    • With AES 256 encryption, access control and activity log
  • Comply with Legal and Regulatory Requirements
  • Outlook Add-in
    • Outlook Add-in integrates Microsoft Outlook with OceanX ECM system, enables users to store and manage emails directly in Microsoft Outlook interface.
  • Office Add-in
    • Office Add-in integrates Microsoft Office with OceanX ECM system. It enables users to Open, Edit, Save or Create Versions of documents in OceanX ECM directly from Microsoft Office Interface.
  • OceanX Capture
    • Capture paper documents.

 

Benefits of OceanX ECM for Government

  • Environmental protection and achieve green office.
  • Reduce cost of printing hard copy documents and storage space.
  • Increase productivity and efficiency by eliminating manual handling and free up resources for more value-added activities.
  • High security control

ISO Document Management System

OceanX ECM is a new generation of cloud-based document management system based on cloud computing. It covers the whole life-cycle of ISO document management, including document creation, document approval, document publishing, old version recalls, document applications, document revisions and document archiving. It can apply to all types of manufacturing enterprises.

How to control ISO files by using OceanX ECM?

  • System catalog and document rehersal number
    • Generate document reference number.
    • Import customer’s existing ISO documents.
  • Create document
    • Directly save documents directly to ECM with Office add-in function.
  • Revise / Edit document
    • Automatically check out when editing, and then save.
    • Support to lock specified version, set promises for modification.
  • Approve document
    • Built-in workflow / rule for approval process.
    • During the approval process, users can edit the documents directly, add comments and approval comments.
  • Release document
    • Automatically publish documents to specified directories after document approval.
    • Automatic generation of permissions, document encoding, metadata, document status when publishing.
    • Optional: generate receipt when publishing
    • Optional: publish to the intellgent for application unit.
    • You can also choose to publish through emails, output to third-party systems, etc.
  • Recall old document
    • Generate a document recall work order.
  • Document application
    • Activity log for all operation of the documents (including external access).
    • Intelligent project folder can quickly arrange the latest version of document to application unit.
    • Can set different version of document for external partner.
  • Archive document
    • Archive files manually or by processing rule.
    • Set archiving process and how to handle expired documents.

Benefits of OceanX ECM for managing ISO documents

  • High security control
  • Audit Trail provides detailed record that lists every edit and access record of every project folder and file
  • Built-in workflow / rules with one interface for document editing and approval process
  • Comprehensive ECM platform integrates with MS Office, Outlook, OceanX PDFX, OceanX Capture, OceanX DPC, OceanX Share and OceanFax Fax Server
  • Through OceanX Capture, hardcopy documents can be scanned, captured and filed easily
  • Patented BuildingBlocks interface creates personalized and easy-to-use user interfaces

Invoice Processing System

Finance Department has many paper documents such as invoices and supplementary documents from various suppliers. It is not easy to centralize and store all documents in different categories. Manual input of financial documents also incurs high labour cost.

How to OceanX ECM manage financial documents?

  • Manage Financial Documents
    • Use OceanX Capture financial documents such as invoice, delivery notes and more…turn paper information into electronic documents.
    • Use Barcode Separator to separate different documents in different categories.
    • Use OceanX DPC to scan, verify and index documents to accelerate document processing process.
    • Easily search and create document reports.
    • CSV search for outstanding invoice.
    • Reduce labour cost and increase accuracy greatly.
  • Financial Shared Service Center (FSSC)
    • Centralize filing and processing.
    • Minimize cost.
  • Integration with ERP to enhance payment process
  • Support Form OCR

Benefits of OceanX ECM for Invoice Processing

  • Better integration with finance system for financial data to be automatically input to the system.
  • Through OceanX Capture, hardcopy documents can be scanned, captured and filed easily.
  • Activity Log to Access of Financial Documents. All actions will be recorded in the activity log for monitoring and searching abnormal action.
  • Patented BuildingBlocks interface creates personalized and easy-to-use user interfaces.
  • Users can select different languages when using OceanX ECM.
  • Create a paperless and environmental friendly workplace.

For Human Resources Department

Human Resources staff handles a lot of confidential Personnel files everyday. A comprehensive Enterprise Content Management system will help them manage the Personnel files efficiently.

How can OceanX ECM helps Human Resources Department manage Personnel files?

  • Organize Personnel files, integration with Human Resources Management System (HRMS)
    • Create and update:
      • Personnel files are reviewed and confirmed before releasing to department head.
      • Human Resources documents (such as Salary Review Letter) must be confirmed before they are released and filed to the Personnel files of department users.
    • Release:
      • Department heads access (Read Only) the Personnel files of his or her staff
    • Transfer:
      • When the staff transfer to other departments, Personnel files will be updated and released to new department head.
    • Dispose:
      • Retention Policy of Personnel files after a staff leave the company.
      • Personnel files of the staff would be updated and the Personnel files would not be accessible by the department heads anymore.
  • Keeping Confidential Documents
    • Some highly confidential documents could not be seen by General Human Resources staff.
    • Confidential documents could only be access within office.
  • Security Control
    • All documents stored in ECM are encrypted with AES 256. IT users could not open those files directly from file system which is outside ECM.
    • Administrator of ECM could not access to documents stored in ECM. Permission to documents must be assigned to users or groups directly to level to the tree the user belongs to. This action is logged in the Activity log.

Benefits of OceanX ECM for managing personnel documents

  • Better integration with Human Resources Management System (HRMS), metadata of Personnel file could be updated automatically.
  • Through OceanX Capture, hardcopy documents can be scanned, captured and filed easily.
  • Different levels of staff can have different levels of access control for confidential Personnel files.
  • Activity Log to Personnel Files Access. All actions will be recorded in the activity log for monitoring and searching abnormal action.
  • Processing rule enables Human Resources staff setting automatic working process to accelerate overall working process.
  • Patented BuildingBlocks interface creates personalized and easy-to-use user interfaces
  • Users can select different languages when using OceanX ECM

Contract Management System

Contract management is the management of contract life-cycle processes which includes template preparation, amendment, version control, approval, sending and renew or termination.

OceanX ECM is a new generation of cloud-based Enterprise Content Management system for contract management. It can create, share, collaborate, compare and submit critical contracts securely and effectively.

How can OceanX ECM manages contracts?

  • Version Control
    • It helps users centralize all contracts in one place to achieve “single version of the truth”, avoiding multiple versions stored in different computers and do not know which versions is the latest.
  • Contract Comparison
    • Identify and quantify every change made between documents regardless of format.
    • Ensure all mark up and confidential metadata is removed prior to sharing new versions.
  • Share of Information
    • Exchanging large and confidential documents securely online with clients, reviewers and advisors with review and mark up functionality that goes beyond simple sharing.
    • Discuss and review the contract together in a collaborate platform.
  • Contract Approvals
    • Users can manage overall approval processes by automatically distributing approval task to person with authority.
  • Auto Contract Renewal, Termination and Archive
    • Through processing rule setting, OceanX ECM facilities users to renew and terminate contract easily. By setting the contract expiry day, users will be notified with the related contract that needs to renew or terminate. All contracts will be securely archived.
    • Reduce operating costs.
    • Minimize time spent on searching for information.
    • Send automatic notifications of expirations and auto-renewals to customers.
    • Reduce risks of missed expirations.

Benefits of OceanX ECM for contract management

  • High security control
  • OceanX PDFX helps users to easily convert contracts to PDF format, add table of contents, add watermark and password on the contract.
  • Audit Trail provides detailed record that lists every edit and access record of every project folder and file.
  • Through OceanX Capture, hardcopy documents can be scanned, captured and filed easily.
  • Patented BuildingBlocks interface creates personalized and easy-to-use user interfaces.
  • Users can select different languages when using OceanX ECM.