PaperTrail Features

Storage and Retrieval

Expedite data retrieval and significantly reduce administrative cost with PaperTrail’s central and secure document storage repository. Now you can easily file, search and retrieve documents from any Web-enabled computer in seconds by means of customizable taxonomy (folder structure), metatdata or Google-style content keyword search.

View, annotate, print, e-mail or fax search results without ever moving the physical file or removing that document from access by other parties. PaperTrail will automatically maintain a detailed historical log of all document activity and each user’s file access as an audit trail. Simple automation of repetitive tasks can save considerable revenue over the long run, while electronic document warehousing minimizes the cost of paper archive storage space.

PaperTrail’s flexible and powerful permissions structure means you protect business critical information and confidential client records within a highly secure, access-controlled environment. Conduct research more efficiently by pinpointing all file attachments and linked or cross-referenced documents in just a few simple clicks. PaperTrail can automate file storage by importing via fax, email or watched folders behind-the-scenes. So no information is erroneously overlooked.

Employing the PDF/A standard, PaperTrail also backs your business with the ISO-approved electronic file format for long-term electronic document archiving.

Document Routing and Workflow

PaperTrail gives authorized users the ability to forward or route documents easily to one another or to groups of users, making collaboration more efficient and effective. Account administrators may also establish sequential routes or rule-based workflows to facilitate document processing speed and escalation procedures, automatically route documents to the correct user for processing, or seamlessly export data to external systems. Rules and workflows are easily established using the frontend, and more complex workflows may be implemented using the SDK.

Automated PDF Creation and Manipulation

When you need to maintain the visual integrity of a source file, PaperTrail delivers. Easily configure PaperTrail to maintain both the source file and its equivalent PDF version automatically or on an ad-hoc basis. When required, PaperTrail can automatically convert your source files into PDF documents, an open standard for document exchange. Those files are then made available to all users in your organization with view access rights for that particular file.

Simplify work processes with built-in advanced PDF manipulation functionality. Users are able to perform common tasks efficiently such as splitting, merging, rotating, watermarking or signing PDF documents within PaperTrail without the need for separate desktop software.

Email Archiving

PaperTrail integrates seamlessly with MS Exchange Server and other leading mail servers to automate the storage of email correspondence and email file attachments, with optional PDF/A conversion available. Ensure all records are safe and secure, all business processes are in compliance, and all staff members are able to quickly search and locate information when they need it the most.

Email Processing

Establish intelligent rules within PaperTrail to automate electronic filing and storage of emails based on a range of criteria. For example, PaperTrail will allow administrators to import all emails sent to a specified email address for automated or semi-automated processing.

File Processing

Process files faster than ever before without draining your administrative resources. Using PaperTrail, administrators may establish intelligent rules to automatically import all files dropped into a specific folder.

Office Plugin

Seamlessly integrate PaperTrail with Microsoft Office with our Office Plugin. Integration ensures you never have to leave Office to access documents or to email attachments stored in PaperTrail. Significantly boost productivity and compliance, allowing users to check-in and check-out directly from their Office application.

eForms

Collect infinite data while improving processing times, accelerating approval cycles and minimizing paperwork. Expedite claims processing with faster, automated calculations and validations to ensure personnel remain focused on more important business. Electronic forms can offer a more secure alternative to paper filing systems, which are vulnerable to loss from natural disaster. PaperTrail supports password-based electronic form signing, automated look-up, custom form design and PDF output for printing or email routing.

Mobile Client

Mobilize your workforce while ensuring peak productivity in the field or on the road. The Mobile Client provides access to all PaperTrail data via your iPhone’s IOS or Android operating system. Keep back-office and field service personnel in sync with immediate mobile access to information. Search for and retrieve business-critical information on-the-spot using any compatible mobile device. PaperTrail even provides viewing access for actual documentation – with images and signatures – right from your mobile screen.

Desktop Agent

Enjoy seamless and automated synchronization between select local folders on your hard drive and PaperTrail. The Desktop Agent runs in the background whenever your computer is turned on, uploading scanned images, My Documents folders and database or server backups.

Security

Give administrators absolute control over who may access documentation and information stored in PaperTrail, with permissions that can be applied on folder, document and index levels. Ensure each authorized user’s true identity is authenticated at the time of log-in using the latest technology and processes. Gain the peace-of-mind in knowing access may be easily granted, modified or withdrawn at any time – instantaneously.

Reporting

Generate print-ready reports on historical data whenever needed. Design and save reports using standard or custom templates based on your unique business model for comparison or auditing purposes. Provide decision-makers with the facts and figures they need to instantly track and analyze trends, assess results and determine needs. Reporting features notably reduce the time involved in manually gathering data points and organizing information.

Records Management

Maintain electronic records in accordance with ICA and NARS standards. PaperTrail provides an easy-to-use system to help any organization capture, organize, retrieve and store digital records while maintaining the integrity of each record’s physical format and appearance. Virtually eliminate the cost involved in paper storage, expedite records retrieval via simple keyword search, improve sharing and routing capabilities, provide anywhere/anytime access, and safeguard paper documents from age, browning, fading, wear and tear.

Digital Signatures

Promote good governance, mitigate risk and protect your bottom line with PaperTrail. Using Class 4 SAPO digital certificates, PaperTrail delivers one of the highest levels of electronic document storage security available in South Africa. Trust your business critical documents to authentication that is fully guaranteed by SAPO, one of the foremost technology providers and the South African government’s preferred PKI source platform.

Biometric Signatures

Expedite approvals while giving approving parties greater security than they would have if sending a written signature scan. Biometric, or handwritten, signatures are growing increasingly more common for electronic form submissions and deliver the same legal protections as do traditional signatures. Use biometric signatures to reduce delivery, printing and faxing costs. Electronic signatures move information more quickly while eliminating data corruption caused by unreadable fax transmissions.

Bulk Capture and OCR

Using our broad range of capture solutions, organizations can automate and expedite processes for bulk and online capture, image enhancement, and full-page or zonal optical character recognition (OCR). Flexible PaperTrail Capture solutions provide for accurate form and barcode recognition along with automated or manual page separation.

Using PaperTrail, users can also create scanned PDF images that are fully text searchable without ever compromising the integrity of the image itself. With PDF image files fully searchable by keyword, employees spend less time searching for data and more time analyzing the data retrieved.

Deployment

Select from any one of three tiered PaperTrail editions using the hosted, on-premise or bundles hardware models. PaperTrail adapts to your content management needs.

Replication and Clustering

PaperTrail users gain flexible deployment options that allow for high availability and distributed modes of operation. Scale up or down immediately – whenever needed – to suit your unique business model and growth trends.

Integration and SDK

The robust PaperTrail platform integrates seamlessly with SharePoint, Office, Explorer and Exchange. Develop content centric applications or integrate Line of Business Applications via the Workflow Engine or native Java, .NET and HTTP RESTful APIs.

Active Directory

Enjoy simplified user management, without the need to maintain multiple passwords. With PaperTrail, users are automatically and securely logged in behind-the-scenes.