Document Management

Includes all the document management features you'd expect

Globally accessible from any Internet-connected device including smart phones. Check in-out concurrency control, version control, customizable profiling, history, permissions, full-text and profile searching, navigational folders, recently opened/edit/added lists, etc.

• Create, edit and store any file type, including Microsoft Office apps, WordPerfect, OpenOffice, PDFs, images, web links, video files, etc.
• Also edit documents using online editors.
• View documents with HTML viewer.
• Dynamic uploading of changed documents. One click to upload and check-in.

Client/Project-Centric Workspaces & Folders

• Template-based and very scalable to thousands of clients or projects.
• Automatically organizes into folders based on keyword tagging.
• Drag and drop documents from one folder to another.
• Right click on documents to quickly access document options.
• Security rights may be set at the cabinet, folder, metadata, or document levels.
• Users can create their own security templates to apply to documents.
• Mashups to view other web sites supported.
• Custom branding of cabinets and workspaces.

Search and Discovery

Find what you are looking for

As documents, emails, images, records, etc., are created, edited and continued to be collected in a single, secured repository and across the global span of where your knowledge workers reside, the NetDocuments NDSearch engine is always working, indexing and available anywhere, anytime.

• Find what you need fast and get to real-time results.
• Locate the most relevant document.
• Displays the location of your query (snippets) in the context of the doc.
• Click on the HTML view link to scroll through each document.
• Highlight the documents you are interested in, select the "review" feature to view, add documents, group into folders and organize the documents for future access and decision-making.
• Select a document and request to see other similar documents or analyze the content by extracting key topics.
• Save your results as a category for quick and easy access in the future.

NDSearch Analysis increases awareness of content by guiding a user to additional content choices that match his/her interests. This automatic exposure to unknown content increases awareness to existing knowledge and discovery.

• Highlights the number of documents that reference specific organizations, people, locations, dates, email addresses, and the customer's own customized profile values (i.e., doc type, clients)
• Also suggests topics based on an underlying algorithm

Email Management

Easily import and save MS Outlook emails to NetDocuments

Each NetDocuments folder has a unique e-mail address, where emails and attachments can be sent directly to that specific folder, especially if a customer uses a web-based email service. Other applications such as Fax-to-Email services can be directed to a folder, or a scanned document being emailed from an MFP can be routed to a folder.

Additionally, a simple NetDocuments plug-in for Microsoft® Outlook® will install Save and Insert buttons directly on the Outlook menu for easy saving of emails in its native Outlook MSG format, or for inserting docs stored in NetDocuments as attachments to a new email being drafted.

• Have a single, global document management and collaboration repository to capture, store, organize, archive, and manage e-mails, documents and records.
• Capture relevant e-mails, documents and records.
• Synchronize existing project or client workspaces contained in NetDocuments to Outlook. Any items under these Outlook folders, e.g., sub-folders and messages, will be replicated or mirrored to NetDocuments automatically.
• Drag-and-drop e-mail messages from the Outlook Inbox to the desired Outlook folders and NetDocuments will automatically synchronize the Outlook folders, messages and attachments to the NetDocuments online repository.
• Requires no additional administrative work, saving tremendous resources for your organization.
• Administrative controls to stub email attachments, and to copy or move emails from Outlook to NetDocuments.
• View NetDocuments workspaces directly from within Outlook.
• Search emails stored in NetDocuments directly from within Outlook.

Collaboration and Portals

Increase Team Productivity with Collaboration

NetDocuments allows everyone on a team to stay in sync. Your team can organize, share and access your document work whether you are at the office, at home, on the road or at your favorite vacation spot.

• Create a virtual deal room with customers, clients or partners.
• Get automatic email alerts when others have made edit changes.
• Keeps history of user activity and set access rights such as view only, edit, etc.
• Share documents, create threaded discussions, add photos, web links, etc.
• Connect geographically dispersed team members to share common documents for sales teams, field agents, and remote offices.

Records Management

Ensure defensible disposition of your information

NetDocuments Digital Records Management Service (DRMS) is an add-on service to automate the enforcement of business rules to systematically capture, non-repudiate, maintain, and dispose of electronic evidence, including documents, emails, images, and computer files. A record is an evidence of a legal transaction or business intent.

• Locked Versions. During a document's work-in-process phase it can be subject to certain actions, making that version an official record, such as locking a document after it has been faxed or emailed, sent via courier or filed in court.
• Archived Records. When documents are archived, they cease to be active docs but remain as records. Archiving is the process of ensuring that confidential content of docs and profiles are permanently frozen, including each of its versions.
• Purging. NetDocuments provides multiple rules-based Record Retention Policies for determining when a record should be purged according to any combination of the following criterion:

• Based on Matter-type, client, engagement, area of law or project type.
• Based upon a matter/year/project closing date.
• Based upon Jurisdiction. This is a document level profile field, usually associated with "office."
• Based upon Document Type.
• Based upon any Profile information

Business Continuity and Security

Know that your information is protected

Business continuity has been one of the most critical issues in the minds of professionals who consider document services as a mission critical application. To ensure business continuity, NetDocuments stores documents redundantly in multiple places.

The NetDocuments global datacenters were designed to achieve a high level of scalability and high-availability, supporting millions of users on a 7x24x365 basis.

Documents are stored simultaneously in both datacenters through continuous data replication via high speed VPN. The D/R facility is always ready to take full operational control in the most extreme situations. There are over 650 full-time staff providing datacenter and telecommunications management and control of the entire complex. System management services are provided 365 days a year, 24 hours a day by a staff of skilled operations engineers. Additional specialists are available, on site or on call, to provide the very best system support.

The datacenter hardware, software and electrical/mechanical systems are engineered with multiple levels of redundancy to provide uninterrupted service in the event a single component fails. The systems are tested and maintained routinely to ensure they perform properly in case of an emergency. All critical data is copied and stored off-site, and emergency business-resumption plans are tested multiple times per year.

Customers can optionally install the NetDocuments Local Document Service software located physically at the customer’s premises, containing 100% of the entire organization’s documents, mirroring the contents of the global datacenters.

NetDocuments architecture and technology ensures an unprecedented massive scalability and high performance for users in a distributed Software-as-a-Service world.