File Storage & Security

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Specifications

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One of the key issues that all organizations face is the management and organization of current on-line files.

​To meet the challenge, one of AutoEDMS' key strengths is its ability to catalog and manage existing files in place, by existing filenames. This allows organizations to quickly and easily implement the AutoEDMS document management system, at any and all sites, without changing file storage locations, fileserver hardware, filenaming conventions, etc. Some files and storage locations can remain "as is", while others may need to be modified, based on a company's file management strategies. AutoEDMS gives users the tools and migration paths needed to manage existing files and establish good file storage methods for the future.

AutoEDMS will manage files on multiple servers, on local drives, on storage appliances and across Internet connections. It tracks files using its exclusive Dynamic Drive Mapping (DDM) technology. DDM keeps track of files by their physical "UNC" location (fileserver name/volume name/path and filename), instead of drive letters. This enables each AutoEDMS database to locate the managed files, without being confused by user's mismatched drive letters.


Import Routines Recognize Existing Storage Locations
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Users can utilize a customized import routine in AutoEDMS to automatically fill-in database field values, based upon codes used for directory names and filenames. This import process helps users initially start with an intelligent document database that uses existing directory and filenaming standards. The intelligent databases also help users get up-to-speed quickly with their new document management system.

AutoEDMS also includes a Database Transfer tool. You can use it to quickly import existing file data from spreadsheets, databases or other document management systems.


Intelligent Filenaming Provides Secure Backup & Restore

Once the AutoEDMS document management system is on-line, it can automatically name and store new files with intelligent filenames, based upon project names, part numbers, job IDs, etc. These intelligent filenames are very important for backup and restore procedures, in the event of hardware failure, etc. Since all AutoEDMS controlled files are stored in standard network volumes, all standard backup and restore devices and software can be used, either for full backup/restore or individual file backup/restore. AutoEDMS can also provide the appropriate backup/restore "script" to the backup software.

AutoEDMS Security

AutoEDMS ​ is built around a powerful security system that protects files, programs and database information, based on a system of security clearances. "View-only" users can be given limited access to important files and database information, without the ability to make changes. Security setup is very flexible, with an unlimited number of security clearance groups and levels which can be customized. Each user can be a member of multiple groups, and be assigned the appropriate access privileges. These access controls protect the AutoEDMS databases, Forms, icons (functions), and files. Based upon a users security clearance, individual database fields and functions can be hidden from view. User login can be automated through network login scripts.

The AutoEDMS security system allows multiple departments and sites to implement security specific to their needs, using existing terms (Drafter, Supervisor, Approver, Admin.). This flexibility is essential for easy security set-up and administration.