Tel: +27(011) 234 1315 Fax: +27(011) 234 1337

Address: Pavilion Office Park, 12 Wessel Road, Rivonia 2128

FEATURES
ITEM FEATURE COMPLIANCE
1 EASE OF USE
Easy to use (Looks and Feels like Microsoft Outlook)
Easy to configure
Easy to customise
2 SCANNING
Document Quality Auto Correct
ID Document Scanning
Scan (Network Connect Scanner)
Scan (PC Connect Scanner)
Scanner Interface
Scan directly into Doc-IT
Scan to Folder
Scan to FTP
Scan to Email
Scan to URL
No limit to scanner makes and models
3 ADDING OF DOCUMENTS
Drag and Drop
Flexible adding
Add from Folder
PDF Splitting
4 DOCUMENT IMPORTS
Add Batches of Documents
Bulk Imports (From servers, CD's, Flash Disks, External Hard Drives, FTP, Databases, Email, URL,
etc)
Document Imports
Import from Folder Structure
Import from File Name
Import from Document ID
Import from CSV File
Field Linking Import
Import from Folder Structure into Folder Tree
Scheduled Imports
Fetch Network Scans
5 INDEXING
Auto Indexing
Custom Fields
Layout Cards
Re-Indexing
Zonal OCR Indexing

Structured Project Software (PTY) LTD, trading as Doc-IT

Registration Nr 2001/000789/07 | Directors B Klass, D Isabelle & F Werner
www.doc-it.co.za
 Tel: +27(011) 234 1315 Fax: +27(011) 234 1337
Address: Pavilion Office Park, 12 Wessel Road, Rivonia 2128

Manual Indexing
Barcode Indexing
CSV Indexing
Database Indexing
.xls Indexing
Scheduled Trigger Indexing
Manual Trigger Indexing
6 META DATA IMPORTS
Direct Metadata Import from Excel
Import from CSV File
Import from Document ID
Import from Folder Structure
Import by File Name
Import Emails from Server
Import SQL Index Data
Legacy Data Import
Metadata Indexing
7 SEARCH
Advanced Searches
Content Search
Duplicate Search
Keywords
Recent Document Folder
Saved Searches
Search using Views
Search through Folders
Search by Date Range
Quick Search
Search by ranking Columns
8 FILE FORMATS
All file formats (e.g. PDF, TIFF, Word, Excel, PowerPoint, AutoCAD, Video, Audio, etc)
9 VIEWING OF DOCUMENTS
Book View
Native formats
Doc-IT Document Viewer
10 ARCHIVING
Archive
Restore Archived Documents
11 AUDIT TRAILS
Full Audit Trails on every Document
12 VERSION CONTROL
Restore Old Revisions
Revision Control
Every version of document is kept to ensure document tracking and compliance
Automatic Version No creation
13 CHECK-IN / CHECK-OUT

Structured Project Software (PTY) LTD, trading as Doc-IT

Registration Nr 2001/000789/07 | Directors B Klass, D Isabelle & F Werner
www.doc-it.co.za
 Tel: +27(011) 234 1315 Fax: +27(011) 234 1337
Address: Pavilion Office Park, 12 Wessel Road, Rivonia 2128

Check In
Check Out
New version creation on Check-In
14 DATABASES
Create Databases on the Fly
Database Templates
Multiple Databases (No limit to the number of databases)
15 FILING STRUCTURE
Auto Generating Filing Structure
Folders
Personal Folders
16 BARCODES
Barcode Page Separator
Barcode Recognition
Blank Page Separator
Index using Barcodes
17 COLLABORATION
Easy document dissemination and collaboration. One document is available to all users at the
same time, which reduces the number of copies of paper documents in all departments.
Allows for multiple users to contribute to a single document.
18 CALENDAR
Manage vehicles, employee time, boardrooms, etc
19 DISTRIBUTION LISTS
Send notifications on Add
Send notifications on Check-In
20 DOCUMENT EXPORTS
Export Document with the required naming simultaneously creating a CSV file. New
21 ANNOTATIONS
Annotations
Stamps
Highlights
Text Boxes
Sticky Notes
Redaction
Watermarks
22 IMPROVED EFFICIENCY
Append to Documents
Automatic Document numbering
Approvals
Release Documents
Consolidate into 1 PDF
Email selected pages from a PDF Document
Checked Out Folder
Copy Out
Delete (from view only)
Automatic Document Number Generator

Structured Project Software (PTY) LTD, trading as Doc-IT

Registration Nr 2001/000789/07 | Directors B Klass, D Isabelle & F Werner
www.doc-it.co.za
 Tel: +27(011) 234 1315 Fax: +27(011) 234 1337
Address: Pavilion Office Park, 12 Wessel Road, Rivonia 2128

Easy Updates
Edit Data
Flexibility to work in any current environment
Help
Insert Document Numbers
Mass Updates
Notes
Notifications New
Personalise Columns
Print/Export metadata from search criteria
Restore Deleted Documents
Supersede
Status
Thumbnail Preview
23 WORKFLOWS
Approvals
Business Process Management
Process Flows
Tasks
24 REPORTING
Customised Reports
Exception Reports
Standard Reports
Audit Trail Reports
7 Day Checked Out Report
Checked Out Report
Transmittal Reports
Process Flow Reports
Group by Field Count Reports
Document Pack Exception Reports
User Role History Reports
25 EMAIL
Email Document Links
Email Documents as Attachments
Email from Template
26 SECURITY
File Encryption
Index Value Security
Individual Based Security
Role Based Security
Security per Document
Security Per Person
Doc-IT Security (without AD integration) allows for higher levels of security.
27 RELATIONSHIPS
Links Between Documents
Relationships

Structured Project Software (PTY) LTD, trading as Doc-IT

Registration Nr 2001/000789/07 | Directors B Klass, D Isabelle & F Werner
www.doc-it.co.za
 Tel: +27(011) 234 1315 Fax: +27(011) 234 1337
Address: Pavilion Office Park, 12 Wessel Road, Rivonia 2128

28 DOCUMENT CREATION
Manifest creation
Secure Certificate Generation
Use Templates to ensure that users create document in Doc-IT for control from date of creation
to maturity
29 OCR
OCR entire documents and search for words or phrases within documents
30 RECORDS
Records Module
Import Records for faster indexing
31 ALERTS
Reminders
Tasks Alerts + Email Alert
Workflow Alerts + Email Alert
Process Flow Alerts + Email Alert
32 TRANSMITTALS
Transmittal covering pages are automatically created. Once the recipient has signed for the
documents, the signed documents will be filed with the transmittal proving that the documents
have been received.
33 INTEGRATION
3rd Party Software Integration (e.g. SAP, Sage, SharePoint, Epicor, Microsoft Dynamics, etc)
Active Directory Integration
AutoCAD Integration
Email Integration
Excel Integration
Integration with signature pads and biometric devices
Integration with hand held devices
Integration with MS Office
Web Content Integration
34 COMPLIANCE
Complies with:
DOD 5015.02 (US Department of Defence)
ISO 9001
Electronic Communications and Transactions Act 25 of 2002
HIPPA (Health Insurance Portability and Accountability Act of 1996)
HPCSA (Medical Records Retention and Disposal Policies)
SANS 15801
SARS Ruling for Electronic Storage of Scanned Documents
Archives Acts
35 RETENTION POLICIES
Retention policies are maintained as per legal requirements per country
36 BACKUPS
Scheduled Backups
Replication Server
37 STORAGE
Central Repository

Structured Project Software (PTY) LTD, trading as Doc-IT

Registration Nr 2001/000789/07 | Directors B Klass, D Isabelle & F Werner
www.doc-it.co.za
 Tel: +27(011) 234 1315 Fax: +27(011) 234 1337
Address: Pavilion Office Park, 12 Wessel Road, Rivonia 2128

Documents may be stored in a Shared folder

Documents may be stored directly in SQL
Store documents in separate database
38 CUSTOMISATION
Customisation is available to all customers
39 INTERNET SPEED
Works at any internet speed
40 SCALEABLE
Implementation can start off small and grow as needed within the organisation
41 IMPLEMENTATION
Fast Implementation
Fast Training - Superusers 2 days
Fast Training - Users 1½ hours
42 ACCESS TO DOCUMENTS FROM SMART DEVICES (LIBRARY MANAGEMENT SERVICES)
HTML
Mobile Access (Smart Phones, Tablets)
Automatic capture from PDA's and handheld devices
43 OPTIONS
Hosted Solution / Cloud
On Premise
44 WEB
Web enabled
Web Synchronisation
45 VERSIONS
Thick Client
Windows Presentation Foundation (WPF)
HTML
46 THICK CLIENT VERSION
Full Enterprise Version
Caching capacity is greater
Upload 100MB at a time
Not Web enabled
Optimised for LAN environment
Feature Rich
Robust
Fast
Quick Customisation
Not graphics orientated
It is recommended that Doc-IT also be installed on the Branch Servers. It’s faster because you’re
working locally, not over the internet and its more secure.
Connect branches through Remote Desktop Connection (RDC)
47 WPF (WINDOWS PRESENTATION FOUNDATION) - WEB VERSION
Web Enabled
Feature Rich
Robust limited to Web Browser
Slower over LAN than Thick Client

Structured Project Software (PTY) LTD, trading as Doc-IT

Registration Nr 2001/000789/07 | Directors B Klass, D Isabelle & F Werner
www.doc-it.co.za
 Tel: +27(011) 234 1315 Fax: +27(011) 234 1337
Address: Pavilion Office Park, 12 Wessel Road, Rivonia 2128

Faster over WAN / VPN / Web than Thick Client

Customisation slower than Thick Client
Graphic Rich
Upload 30MB at a time
Log in using user name and password through a URL
Not installed on Users’ PC’s. Connect through URL link
No user installations (only user training)
Same features and functionality as Thick Client, including workflows
Uses "Delayed Upload Feature" for documents to prevent hanging and increase upload
speed
PC’s within the HO Building Log On using an internal IP address
PC’s at branch level Log On using an external IP address
48 HTML VERSION (ALSO REFERRED TO AS LIBRARY MANAGEMENT SERVICES)
Mobile Access
View, Email, Save and Process Flow Authorisations Only
No other features or functionality
Log in using user name and password through a URL
Not installed on Users’ PC’s. Connect through URL link.
No uploads
PC’s / Mobile Phones / iPads / Tablets Log On using either an internal or external IP address
from anywhere
49 FAST UPLOADING OF DOCUMENTS FROM BRANCHES
This is achieved through Doc-IT's unique "Delayed Upload Feature"
Indexing metadata uploads immediately
As Uploads take longer than Downloads, and require more bandwidth, we upload
documents later or overnight to the Head Office Server using our “Delayed Upload” feature.
“Delayed Upload” – the indexing information (metadata) is available immediately on the HO
Server, and the documents are put into a queue for uploading. Depending on document size
and internet speed this could happen in the next few minutes or overnight.
Thick Client and WPF
Internet speed dependent
Over VPN and WAN
50 SYNCHRONISATION OPTIONS
Flexibility to synchronise databases and branches as required by the organisation
51 MINIMUM IT INFRASTRUCTURE REQUIREMENTS
Server Software Requirements
1 Microsoft SQL Server (Standard/Enterprise ) 2008 R2 or newer
2 DOT.NET Framework 4.0
3 Microsoft OS Windows Server 2008 or newer
4 MS Power Shell
5 Antivirus
6 Microsoft Exchange Server - 2010
Server Hardware Requirements
1 2 x Xeon 2.8GHz or faster (Minimum recommended)
2 Between 8GB and 16GB RAM or more
3 100MB network connectivity or better

Structured Project Software (PTY) LTD, trading as Doc-IT

Registration Nr 2001/000789/07 | Directors B Klass, D Isabelle & F Werner
www.doc-it.co.za
 Tel: +27(011) 234 1315 Fax: +27(011) 234 1337
Address: Pavilion Office Park, 12 Wessel Road, Rivonia 2128

4 Storage space: This depends on document volumes. It is recommended that an initial 720 GB of
hard drive space is available on each server. The database size will be 2.7GB with 1,000,000
documents added and will increase by about 50MB per 20,000 docs added regardless of the
document size. The share folder (where the actual files are stored) will grow by the file sizes
(likely approximately 16GB per annum assuming 7 pages of file growth per member per annum).
It is estimated that initial critical documentation scanned into 300dpi .PDF format will occupy
150GB.
5 All user computers are connected to the server
6 Back Up device
User Machine Software Requirements
1 DOT.NET Framework 3.5 or 4
2 Microsoft OS XP to Windows 7 or newer - Mostly XP
3 Adobe Acrobat Reader (to view scanned documents)
4 Antivirus is installed
5 All viruses are removed
6 Windows PC needs to be updated
User Machine Hardware Requirements
1 Pentium 1GHZ CPU or better
2 1GB RAM or more recommended
3 1024x768 VGA resolutions
4 100MB network connectivity or better recommended
5 Storage space: 100MB HDD space
Web Server Requirements
1 IIS
2 A fixed IP address for external access
3 Minimum connectivity of 512Kb (dependent on client's traffic). Performance will be reduced to
the slowest internet connection encountered
Web Client Requirements
1 DOT.NET Framework 4
2 Internet Explorer 7
3 The native applications for any files the client wishes to open for editing
4 Pentium 1GHZ CPU or better
5 1GB RAM or more recommended

Structured Project Software (PTY) LTD, trading as Doc-IT

Registration Nr 2001/000789/07 | Directors B Klass, D Isabelle & F Werner
www.doc-it.co.za