ExDoc prsentaiton

1
Contract Management

2
SignUp Software AB

• Specialists in handling electronic documents,
  e.g.gt Invoice attestation, ExFlowgt Electronic
  agreement management, ExDoc
• Large international clients, e.g.Fujitsu,
  Panasonic, Bosch-Siemens, Konica-Minolta
• Well-known Swedish clients, e.g.Apoteket, SvD,
  Ikano Banken, Öhman Fondkommission
• All system development is web based (ASP .Net)

gtgtgt 95 of all invoice attestation is manual
even if digital tools exist gtgtgt Signed
agreements are handled manually in almost all
corporations and subsequently stored in physical
folders and filing cabinets.
3
Why scan agreements into ExDoc?

• Most organizations are having problems with their
  agreement management
• Failures to extend or terminate agreements in due
  time
• Agreements are often related to several branches
  within the organization no overview
• Who are entitled to access this particular
  agreement?
• Large, complex, and expensive systems exist, but
  they are seldomly used.
• Scanners and supporting technology are
  commonplace and very cheap fast ROI
• Links to e.g. supplier contracts directly from
  your ERP or economy system

4
Suppliers/Competitors

• Banctec
• ContracSolutions
• Digidoc
• EBI-systems
• Hummingbird
• ManPower Solutions
• Notes
• Software Innovation
• TietoEnator
• WM-data
• Xerox

5
Specifications - 1

• Agreements and contracts on paper - all with
  signatures
• Also other documents with signatures, e.g.
  minutes, employment contracts ...
• Tagged according to purpose
• Customer
• Supplier
• Employee
• ..
• User-defined meta data
• Signed journal notes
• Independent of scanner technology
• Tiff format for scanned documents, requirements
  of the law for long-term storage
• Automatic numbering stamp directly into TIFF file

6
Specifications - 2

• Automatic monitoring of agreement termination
  dates and subsequent e-mail warnings before
  termination
• Very thin web client - no installation on user
  platform
• Complete searches within registrered meta data
• Detailed event log
• Security
• All data contained within database (incl. scanned
  files)
• File encryption (3DES)
• Prepared for digital signature
• Security and access levels according to the
  clients organizational structure.
• Installation on the clients intranet or used as
  an ASP-solution.

7
Key Functionality

• Relational
• Customers
• Suppliers
• Partners
• Employees
• ..
• Document types, e.g.
• Client- Leasing- or Supplier agreements
• Lease / rental agreements
• Employee contracts
• Surveillance data with automatic notify via
  e-mail
• Relationships according to company or section
  level
• User groups
• User
• Superuser
• Administrator
• Security level
• Open
• Limited access

8
Image Handling

• Only Tiff images in version 1.0, but ready for
  other file types
• 3rd-part Tiff-server, converting Tiff images into
  PNG format in order to display them directly into
  clients Internet Explorer
• Event logging, also for downloads
• Zoom, rotation, multiple sided Tiff files, and
  more

9
ExDoc in Brief

• ExDoc facilitates a rational and effective
  handling of your organizations biggets assets -
  Agreements
• Centralized and secure database containing all
  agreements of the organization
• E-mail notification on critical dates or events
• ExDoc provides management immediate access to
  agreements by searches on agreement type, parties
  of the agreement, responsible person(s), purpose
  etc.
• TIFF copies are available via Internet.
• Access to documents regulated by authorization
  and security level.
• No additional education necessary for using ExDoc
• Save time and management resources by swift
  access to agreements, terms etc.
• Systematic follow-up on legal agreements,
  diminishing risks and costs
• All agreements are stored in incrypted form
• Easy administration

10
System Platform

• MS ASP/C .Net
• MS SQL Server
• MS IIS
• MS Internet Explorer

11
Timeline

• August 2005 Installation Öhman Fondk.
• September 2005 Launch of ExDoc 1.0
• December 2005 Installation Öhman Fondk ExDoc 1.1