ASG-Cypress Document Archival and Retrieval
At the core of ASG-Cypress is the proprietary Docuvault database technology. The Docuvault will hold the documents it receives, much like a filing cabinet holds paper pages. However, the Docuvault technology provides significant advantages over a paper-based document managment system, including the following:
- Indexing. With a paper-based document management system, filing by multiple criteria can become a headache. Do you put the paper in the customer's file or the project's file? Do you make a copy and put it in both? When you need the document later, which copy do you pull?
ASG-Cypress gives you the ability to apply multiple indexes to the same document--without making extra copies of it. Indexing can be done manually or, with help of the Report Distribution Manager, automatically. Additionally, Cypress can index documents with its built-in full-text index.
When you need the document, you can search by one or multiple index values to find the document you need. You'll save time and stress over hunting through filing cabinets.
- Security and access control. Securing paper ususally involves locking filing cabinets or filing rooms. Access is determined by who has keys. Additionally, physical access to the paper means full access, including copying or destroying the paper.
ASG-Cypress utilizes the Windows Active Directory infrastructure already present in many businesses to secure documents. Your Windows login is your ASG-Cypress login, and the login process happens automatically. At the time a document comes into ASG-Cypress, security and access control can be set automatically or manually. Security settings can be adjusted later if necessary. Additionally, you can give different users different levels of access, including no access, read-only access, and full access.
- Retention time. If your company has a policy to keep documents for a specific period of time, ASG-Cypress can be used to enforce that policy. Retention times can be specified manually or automatically, and ASG-Cypress will purge the document after its retention time has passed. For documents that should not be purged, the retention time of "forever" is also available.
- Backup capability. How do you backup a filing cabinet full of paper? ASG-Cypress comes with tools to do full nightly backups and log file backups through the day.
- Space. Most servers take up significantly less space than even one filing cabinet does. Depending on the server, ASG-Cypress can store the equivalent of many filing cabinets. This frees floor space in your office for other important things.
