Getting Started
Security and Protection
Other Questions
Docbase Direct® functionality
What kinds of documents can DocBase Direct® manage?
You can manage ANY type of document using DocBase Direct®.
This includes:
What kinds of software files can be handled by DocBase Direct?
DocBase Direct® supports all electronic file types.
Can I move my paper-based documents and records into DocBase Direct?
Yes. By scanning your paper documents and records into an electronic format, they can be loaded into DocBase Direct. This provides an excellent way to protect your files from disaster loss.
You can also use OCR (optical character recognition) software to make your files "readable" so they can be indexed and searched using DocBase Direct. Docbase Direct's auto-indexing and search feature dramatically reduces the time-consuming process of searching through your files (especially very old files) or losing them due to misfiling.
As an option, we can automate the scanning and indexing of your paper files using a bulk upload function. This will help quickly move your documents into a protected, searchable electronic format you can access using DocBase Direct. Ask us about this optional service.
Can forms be electronically completed, routed and signed?
Yes. Any form can be converted into an electronic format that can be completed online and routed for review, approval and automatic filing without ever having to print a paper copy of the form. This greatly speeds up the approval process of your forms and cuts down the amount of paper consumed by your organization.
We can assist you with converting your forms into an electronic format or we will show you how to do it yourself.
How can DocBase Direct® help keep my documents organized?
There are several ways to organize your documents with DocBase Direct.
These include:
How can confidential documents be protected in DocBase Direct?
Docbase Direct allows you to designate sensitive documents and confidential information as "private" to restrict access to only designated user groups. This is particularly helpful for personnel, financial, proprietary and other documents for which you want limited access.
How can DocBase Direct® help route documents BETWEEN ORGANIZATIONS such as with customers or suppliers?
One of the powerful advantages of using DocBase Direct® is that you can allow controlled access of specific document sets to anyone, even customers and suppliers. DocBase Direct® can be configured on-the-fly to allow customers, suppliers, subcontractors, etc. to view documents, sign documents and send documents from their own offices. Keep in mind that system access to your data is completely controlled by you! At any time you can add, change or remove the access and privileges of any user.
This inter-organization collaboration ability is excellent for applications such as:
How are electronic signatures handled in DocBase Direct?
You designate which individuals are authorized to sign each document. Automatic email notifications may be used to request signatures and notify document authors of signature receipt. Documents may be are approved electronically after authorized password entry by selected system users. The name and date of each approval is recorded with each document.
How can a team of people collaborate on a document?
During a document's development, the author (owner) electronically routes a document for one or more colleagues to review. Comments, suggestions and edits are then returned to the author for consideration. Once a document is released, anyone can submit a change request at any time.
Is DocBase Direct® compliant with industry standards?
DocBase Direct® is fully compliant with ISO9000:1994, ISO9001:2000, QS9000, AS9000, ISO14000 and other industry standards. DocBase Direct® simplifies and streamlines all of the administration tasks associated with maintaining compliance with these requirements.
DocBase Direct® runs as an Application Service Provider (ASP). This advanced technology allows you to run the application directly from our secure web-servers with no special hardware or software required. This is a growing trend in the use of Internet technology and can significantly reduce the cost of running software. You'll find DocBase Direct's economical pricing structure allows you to take advantage of this cost-savings.
Getting Started
How do I get started using DocBase Direct?
Simply contact us to activate your DocBase Direct® application and to schedule training. You can be up and running in as little as one day.
How can I get a large number of documents into DocBase Direct?
We offer an optional "bulk upload" service that can quickly move your current electronic or paper documents into DocBase Direct. This saves you the time of adding your documents one by one.
During the bulk upload process we preserve your current revision dates and signature records to provide a seamless record of your documents as they are transferred to DocBase Direct. This will maintain the continuity of your document change history.
What kind of in-house technical support is required to run DocBase Direct?
There is NO TECHNICAL SUPPORT REQUIRED by your in-house staff except to ensure you have access to the Internet. This greatly reduces the cost and resources needed to run a powerful document management application.
How much training is required for DocBase Direct?
User training generally takes 30 - 60 minutes and can be provided via phone/Internet conference or at your facility.
Can I try DocBase Direct® before I buy it?
Yes. We're happy to provide a free 30-day trial period for any interested organization.
How can I learn more about DocBase Direct?
You can learn more about DocBase Direct® by:
Security and Protection
What about security of my documents?
One of the most common questions we receive about DocBase Direct® is regarding security. Because the application is run directly from Core Business Solutions' own web-servers, giving you access via the Internet, it is logical to ask how we protect your documents and data from unauthorized access or loss.
To protect others from gaining access to your documents without your permission, we use industry-leading firewall and encryption technologies.
A firewall reduces the risk of someone forcing their way into our system through the Internet. We install, maintain and regularly upgrade our firewall technologies to protect our customers' data and documents.
Encryption technology protects your documents and data as they are transferred to and from your computer and our servers. We use state-of-the-art 128 bit SSL encryption certificates that are commonly in use on the Internet to protect financial and other sensitive information. Data encryption protects data from being "intercepted" and read as it is transferred through the Internet.
Another protection we offer against loss or corruption of your data is through rigorous data backups.
An optional service is to provide you a CD backup of your data on a regular basis that you can use if your organization's Internet connection goes down temporarily.
What are the advantages of keeping my documents on a remote server?
Your documents are kept securely on our state-of-the-art web servers. This allows you immediate access to your documents from any Internet connection using a standard web browser. Your documents are stored at a remote location protecting them from loss due to fire or flood. This configuration also eliminates the cost and resource requirements of supporting the application in-house.
Other Questions
Do you have additional questions?
Feel free to contact us with any additional questions you may have.
