• fully electronic distribution of documentsand transition to a paperless office

• rapid processing of issues and documents- optimal response to the externalenvironment

• significant reduction in the administrativeand management costs that may exceed50%

• minimization or even complete relief fromthe significant burden of trivial everydaytasks and processes that are obsolete andgenerate no added value

• A modern, user-friendly information system for managing anddistributing information and knowledge

• Suitable and useful for every business or organization (public or privatesector) which bases its activities on management and dissemination of largevolumes of information stored in electronic or printed documents

• A complete and integrated platform for the electronic management, digitalsignature and distribution of documents and handling of businessprocesses and cases, all within a unified philosophy and user workspace

• A modern information system designed using an open architecture, built usingstate of the art technologies and compliant with various standards, with lowrequirements in hardware and software

• Easily adaptable to the organizational structure and operational procedureswithin any organization. It has already been implemented and operatedsuccessfully in major public institutions. It is fully adopted by thousands ofusers - employees who use it 100% for all work regarding management,distribution and composite approval & signing of documents at all levels of theorganizational structure

• 100% Compatible with the European legal and regulatory frameworkwith regards to document management and advanced qualified signature,Docutracks interoperates with all types of Secure Signing Devices (SCSDs)

Immediate benefits and results:

Docutracks is an innovative technological platform that implements a modern, open architecture focused on usability. This allows Docutracks to:

- Easily and quickly adapt to and integratewith existing infrastructures- Require minimal time for user trainingand familiarization- Can be quickly become fully operationalwithin the organization

Immediate reduction of printing and copying costs

Quick return on investment

Document, Case and Digital SignaturesManagement Systemfor organizations, institutions and companies

DocuTracks

DocuTracks is:

Functional characteristics and capabilities

Docutracks follows an end-user oriented design and implementation philosophy with regard to the way that different pieces of functionality are offered to users of different roles and positions within the organization:

o Forwarding documents for approval/ signing to supervisors or returningdocuments pending approval tosubordinates in the organizationalhierarchy

o Automatic resolution of the correctapproval / signing path within theorganization, taking into considerationnot just the strict organizationalhierarchy but also horizontal groups,administrative authorities and complexgroup supervision rules

o Implementation of a typical “assemblyof the agenda for a collective body”workflow, addressed to groups such asa board of directors or amultidisciplinary committee whichaccepts proposals and contributionsfrom specific users in the organizationalhierarchy

o Monitoring of operations carried out bycollective bodies and committees

o Reports, statistics and KPIs ondocument and case management anddistribution data

Potential Market

i. All public organizations,institutions, companies andauthorities of the central government

ii. All local governmentauthorities at local or regionallevel, with a corresponding customized version

iii. Hospitals and institutions inthe Healthcare andPharmaceutical Industries

iv. Service companies &consultants, technical officesand law firms

v. Banking and insurance sectororganizations

vi. Any company or organizationthat bases its operations on themanagement and distribution of conventional or electronic documents.

End users responsible for creating andresponding to documents are facilitatedwitho Effective search and retrieval mechanisms

that combine multiple criteria in metadataand full text searches

o Logical grouping and sorting of documentsby type (e.g. incoming /outgoing / draft / internal documents), subject, class, etc

o Immediate access to documentdistribution activities such as:dissemination to other organizationalgroups, return to sender, approval /signature, reply, archival, forwarding toexternal recipients (via fax, email or B2Bor G2G services) and publication toexternal systems

o Easy and direct integration andmanagement of timestamped advancedqualified digital signatures documents anddocument encryption

o Quick acquisition of documents (via upload– fax – san – print – template baseddocument generation), registration ofmetadata (via intuitive adaptive dynamicforms) and long term preservation(conversion to PDF/A format)

o Immediate access to documentdistribution history within the organizationand information on the status of thedocument within each different group thatthe document has reached

o Intuitive management of cases whichorganize related documents in logicalstructures aligned with the various stagesinvolved in processing each type of case

o Task management and registration of“case events” and structured caseinformation within cases

o Distribution and sharing of cases amonggroups

o Archival and removal policies

End-users holding administrative positionsof responsibility are facilitated with

o Assignment of documents and cases andthorough monitoring of activities carried out by the assignees

o Tracking of user actions on a perdocument or per case basis

o Request for a specific action fromassignees within the context of adocument or a case

Users outside the organization areprovided with

o Means to input documents in the systemvia email or specific online hubs (such as“submit your complaint or suggestion” or“submit an online form with yourapplication” web forms – such electronicsubmissions are automaticallytransformed into documents and routedto the appropriate organizational points)

o Ability to monitor the status of an issueraised by an external user through theonline submission facilities mentionedabove, by publicizing the status of thecorresponding document created andcirculated within Docutracks

System administrators are providedwith means to:

o Manage users, permissions, roles andauthorizations

o Manage and configure the organizationstructure and the distribution ofresponsibilities and rights of supervisionon the organizational structure

o Manage document and case metadatao Design and export specialized reports,

analytics data and performanceindicators through an advancedembedded reporting mechanism

Technical specifications

The driving forces behind the technical design of Docutracks are:

a)The state of the art in Internet and Web technologies and the emphasis placedtoday on modern and usable user interface (UI) and user experience (UX) designpatterns

b) The use of “the document” as the basic means for encapsulating anddistributing information within organizations, information that models and followsbusiness processes established in each organization

The features and functions of the system are provided within a friendly and familiar environment, very similar to online email applications. The basic user interface is organized in five distinct areas, as demonstrated in the figure below:

• Αριστερά (Α) : This area hostsgrouping, searching and filteringoptions for the documents cataloguedin (B)

• Middle Top (B): The list of documentsaccessible by the current user, basedon their role position in theorganization and grouping / filteringoptions set from the choices on theleft

• Middle Bottom (C): Detailed orconcise presentation of the selecteddocument and its metadata, includingdetailed information on the status ofvarious “virtual document copies”that have been circulated to variousunits within the organization

• Bottom Right (D): the context menuthat provides a dynamic interface toactions that the current user canexecute on a selected document

• Top (Ε) : The main menu with optionsfor registering a new document,selecting a catalogue view, managingthe current user’s profile or gainingaccess to various administrativefunctions that are available to thecurrent user

Docutracks is designed and built as a compact, concise web application, which can be directly integrated with existing infrastructure within an organization, requiring minimal additional investment in hardware or software.A specialized software utility can route any document from any third party software, directly to any user's incomings box for digital signing in Docutracks

The particular technical characteristics of the architecture and individual subsystemsof Docutracks include:

o Open, modular and scalablearchitecture

o Support of all modern browsers

o Implemented using cutting edgetechnologies both on the server(ASP. NET MVC 4) and at thebrowser (jQuery Ajax)

o Ability to add new functionality bybuilding and integrating extramodules

o Rich APIs for integration by thirdparty systems

o Use of specialized web browser addons for easy and direct integrationof advanced qualified digitalsignatures in documents

o Native applications for mobiledevices (smartphones and tablets)

Α

C

Β

D

Ε

The 10 main advantages of Docutracks

…compared to other products that cover all or part of its functionality

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01. Modern and friendly userinterface. Docutracks is accessiblethrough any web-browser any deviceand its email-like functional andinteractive features enable immediateuse by the majority of users withoutrequiring significant training. Thus, theapplication can be easily spread withinorganizations with tens or hundreds ofusers in a very short time and can befully productive immediately.

02. Integrated approach: Docutracksfollows the principle of “many systemsin one”: e-Protocol, management anddistribution of documents, casemanagement, digital signatures. Thisway, it automates trivial tasks that canbe executed with or without humanintervention. Common proceduresusing conventional and/or electronicmeans, the completion of whichtypically requires significant effort andoffers little or no added value, cannow be substituted with practical andautomated procedures, within whichapplication of digital signatures isoptimally integrated

03. Location and time independence:Users can have direct and efficientaccess to the system wherever theyare without worrying about where thedocuments are stored and where theapplication is installed. This makesDocutracks ideal for organizations thathave facilities in several buildings indifferent geographic areas, and forthose whose nature of work requiresthem to be away from their desk for along period of time.

04. Easy search and localization ofevery document of immediateconcern: Docutracks features multipleand adaptive ways for indexing andretrieving information tailored to thespecific needs of each organization.

05. Direct and easy registration ofdocuments and their metadata:Docutracks provides dynamicallycustomized forms that facilitate theuser by limiting the number of fieldsthat need to be filled in or selected.Users are automatically and quicklyredirected to the next process withoutbeing “lost» into a plurality of fieldsand information that ultimately is notrelated to their specific work.

06. Low infrastructure requirementsand easy and direct integration intoexisting hardware and softwareinfrastructure. The above, combinedwith the virtually unlimitedinteroperability possibilities withexisting IT systems (ERP, CRM, CMS,internet and intranet sites, Directory- e-mail Servers, etc.) gives anadvantage to Docutracks compared toother competing systems, which mayhave been years on the market, but lagin interoperability support, architecture,user friendliness and performance.

7. Limited administrative overhead forthe continuous operation of the systemwithin the organization, comparable tothat of a medium-sized web site orapplication.

8. Low acquisition cost per usercoupled with the fact that Docutracks delivers immediate improvement of performance throughout the organization and leads to direct and indirect cost savings when compared to the conventional procedures that it substitutes

09. Multiple and user friendly ways fora system administrator to customizedata and operations within Docutrackssuch as the organizational structure,responsibilities and roles of the staff,structure and metadata of documentsthat are used in the decision-makingprocesses by individual and collectivebodies. Docutracks also offersflexibility and easy adaptation to anyfuture changes in the organization’sstructure and processes, especially tothose related to the integration of thedigital signature

10. Easy access to critical informationand opportunities in every level ofmanagement - roles of responsibility,escalating in scope from lower tohigher levels, for resolving issues andmatters, work allocation, routing andacceleration of decision making andapproval and measurement of theeffort that is required to run individualprocesses based on the managementand distribution of documents.

GREECE

Guaranteed Total Transition to Paperless and Inkless Office