• Electronic Document Warehousing (the central storage component)
• Knowledge Management (the collaboration/workflow component)
• Electronic Form Control (an intelligent, dynamic way of managing forms)
• Content Management (how the original file is managed and/or revised)

We now take a detailed look at all aspects of PaperTrail.  We believe this helps our potential clients to make a healthy, informed decision when opting for a document management solution via Document Bank Botswana.

Electronic Archiving and Document Management

• With PaperTrail, you have secure access to all your documents, which are conveniently stored in a central repository.
• Documents are easily located thanks to clever indexing.
• All search results can be viewed, annotated, printed, e-mailed or faxed without a single file being moved physically.
• A comprehensive audit trail (history) of all document activity is kept up to date.
• Optimal security is ensured thanks to a flexible and powerful permissions structure.
• Documents may have any number of attachments, and can conveniently be linked to any other documents should cross-referencing be required.
• Automatic importing is available via fax, e-mail and watched folders.

Document Routing, Group-flow and Workflow

• PaperTrail ensures a seamless flow of information to individual users or groups of users.
• Sequential routes and rules-based workflows are simple to set up, and all actions and annotations are recorded.
• Automatic updates mean that workers are informed of newly-arrived documents.
• Documents that are forwarded between previously-determined user groups require no bandwidth or network movement.

Automated PDF Creation

• PaperTrail can be configured to preserve the source file as well as a PDF version of that file.
• Upon creation of the PDF, that file is then accessible by all users who have viewing access (as opposed to ‘author rights’) to the file.
• Scanned images in PDF format can also be available as ‘text searchable’ PDF documents.
• The PDF image’s integrity remains intact, and facilitates text searches within the document, thanks to PaperTrail’s built-in ‘text search’ functionality.

E-mail Archiving and Records Management

• PaperTrail integrates seamlessly with MS Exchange Server (and other mail servers) to automatically archive e-mails and attachments for efficient search and retrieval.
• Another option is to convert all e-mails to PDF/A for compliance with secure storage.
• The Records Management functionality allows any document to be declared a record within an organisation’s file plan.
• When a document is assigned a record profile, this profile determines its retention period, the file plan destination and the disposal authority of that specific ‘declared record’.

Optimal Security and Digital Signatures

Thin-Client Based: No Impact on Network Bandwidth

• All that is required for PaperTrail to work, is Adobe Acrobat Reader and a local web browser such as Internet Explorer, Firefox or Safari. 
• Again, there is no physical file movement across the client network.
• Bandwidth constraints are only applicable when documents are viewed.
• Furthermore all PDFs can be saved at a reduced file size, and prepared for page-at-a-time downloading.  This is also known as byte serving, or ‘Fast Web View’ in Adobe Acrobat.

All Electronic Assets Content Management

• All electronic information can be stored. This includes your organisation’s call centre voice-logged calls, multimedia files, website content, CAD files and other engineering files, to name but a few. The sky’s the limit with PaperTrail!

Intelligent PDF Forms with Authentication

• Intelligent, dynamic forms are distributed, authenticated and managed using the built-in Forms Module. Communication is streamlined and the cost associated with pre-printed forms is a thing of the distant past.
• Forms can be dynamically pre-populated from external databases and information typed into form fields is immediately available for retrieval.

Document Bank Cloud

• The Document Bank Cloud environment offers all the rich features and functionality of the PaperTrail Platform with the added advantage of an expertly-hosted service.
• The Cloud environment is fast becoming the most popular, strategically-sound alternative to the classic hardware infrastructure of bygone years.
• Facilitated by PaperTrail, Document Bank Botswana offers clients a comprehensive range of options, and encourages existing and potential clients to consider a shift in focus, to incorporate Cloud functionality in their Document Management strategy.
• Paper Trail can now be even more rapidly deployed, with the stringent secure access to data managed from within the Document Bank Cloud.
• Essentially, the Cloud replaces traditional IT services such as file serving, messaging, CRM, storage, workflow, BPM and much more.
• The Cloud makes perfect sense in an environment that is extremely conscious of saving energy, and minimising infrastructure costs.

How you benefit

• Document Management with PaperTrail eliminates costs associated with excessive printing of forms and data
• Our system saves you time... no waiting around for documents to be accessed. They are instantly delivered to your computer screen
• Digital signatures and other security measures are state-of-the-art, thereby ensuring the safety of your company’s data
• Every single digital activity within your company can be saved and stored
• The Cloud does away with the need for file serving, messaging, CRM and a whole lot of traditional IT services