[your name] [your job title]

Transcription

1 by: [your name] [your job title] +65 9XXX XXXX 1

2 Mission Statement 3

3 The SQL View s Journey Founded SQL View Developed expertise in imaging & document managing 1 st development project with Ministry of Finance: The E-Registry project. Received commercial rights from Ministry of Finance (MOF) Alliance with NAS and KODAK: Developed a long term integrated electronic archiving system Present Co-developed KRIS with NAS, and commercialization of KRIS Trialed KIF in Urban Redevelopment Authority with TEC (PMO) support. Acquired Facilities Management Solution: Buildfolio Official launch of KRIS v3.5 Collaborated with CPF on KRIS erm Solution. KRIS v4.0 Launch 4

4 Our Customers (KRIS e-rm Solution) Hong Kong Economic and Trade Office Kenya Archives Ministry of Trade and Industry Botswana and many more. List is not exhaustive. 9

5 Our Customers (BUILDFOLIO FM Solution) Central Building Ministry of Defence Brunei and many more. List is not exhaustive. 10

6 Our Partners (Represented in Australia) (Represented in Kenya) Document Automation Services (HK & Macau) Limited - (DAS) (Represented in both Botswana and Zambia) RedFort Enterprise (Represented in Kenya ) OPUS IT Services Pte Ltd S & I Systems Pte Ltd (Represented in both Singapore and Botswana) and many more. List is not exhaustive. 11

7 Our Solutions (FM Solution) (erm Solution) 12

8 Understanding Records Management 13

9 Everyone files For Ourselves Academic certificates Income tax form Insurance claim Bank statement, etc For the Corporation Business contracts Financial statements Agreements Legal documents Invoices etc 14

10 Records Management Lifecycle CAPTURE MANAGE PRESERVE Capture the information at source Internal (created) External (received) Managing information and group records according to a predefined & consistent filing system and structure to meet business needs: Distribution Storage Retrieval Automate disposition actions upon content expiry at the end of its lifecycle: Archival Destruction Non-records Transient Short-term Long-term 19

11 Record Life-cycle File Search and Retrieve Distribute Manage Preserve 20

12 EXPERIENCE THE BRAND NEW KRIS 4 26

13 A Comprehensive erm Solution that CAPTURES MANAGES PRESERVES the record, throughout its lifecycle, from creation to destruction. 27

14 KRIS Suite: An integrated suite of erm applications, which user-intuitively grouped KRIS: The Records Manager Managing all your paper and electronic records including s and attachments, PDFs or any MS Office files, in a central repository. KRIS: The File Tracker Managing all your physical records (such as microfilms, books and tapes and so on) electronically. This includes tracking process for records, including transfers, check in / check out, and storage locations. KRIS: The Archive Manager Administering all archived records for future retrieval and ensure business continuity. 35

15 Appraisal & transfer of records Preservation & reference Converting to National Archives compliant format How KRIS works National Archives Processed records are then sent to National Archives for long term preservation Alerts & Notifications s Storage/ Archiving Output Capturing all incoming information, documents and records at source Identifying, classifying and storing of both electronic and physical records Process physical file reservations Monitor movement of files Enhance sharing of files by scheduling users based on reservation 36

16 KRIS The Records Manager is responsible for managing your electronic records including s and attachments, PDFs or any MS Office files, in a central repository. 37

17 How KRM works Reports Retrieval of Information Alerts & Notifications Distribution Output Capturing all incoming information, documents and records at source Identifying, classifying and storing of both electronic and physical records 38

18 Some KRM Features Highlights 39

19 Favourite Files & Records Instant access to the records you used frequently Favorite Records & Files 40

20 Recently Accessed Records Save time: hassle free to search through entire system. Recently Accessed Records 41

21 Draft Records Full flexibility given to user to continue to work on the document to form the complete records before publishing as official record. Not an official record yet 42

22 Search Term Highlight in Content Search New Content Search Result view with search terms highlighted. 43

23 Smart Mail Organizer is a premium feature available in MS Outlook only to help you to complete your records with ease. 62

24 Saving Conversation Complete the records by filing the entire conversation with a single click and turn on auto filing for future new s Auto-group all related conversations in the same thread by selecting 1 . Plus, it also allows you to easily retrieve the entire thread in Outlook and save as records. Auto-saving of future incoming and outgoing s of the previously filed conversation function is available to user. 63

25 Knowledge Community is a premium feature available together with Smart Mail Organizer to provide insights on the records filed in KRIS 65

26 Knowledge Community Gain insights from the records that are filed in KRIS. A powerful easy-to-use tool that allows you to understand the frequency of exchanges, degree of participation and number of correspondence. Provides instant statistical information in a graphical format to gain insights into record in measuring the usage and identifying main contributors in the conversation. 66

27 Knowledge Community Familiar Thread View in KRIS to provide user the ease of tracing the s based on conversation in chronological order With Knowledge Community, records filed into KRIS are presented in a threaded and chronological manner. It also allows you to preview the content without opening the itself and hence finding the desired record is faster now. 67

28 Knowledge Community Preview Attachment aside from Content in KRIS Coupled with E- Booklet feature that convert records into image files. Converted Attachments can be previewed directly in the Knowledge Community via a hyperlink in Preview. Synchronize with KRIS allows the system tagged and populate the KRIS Info Panel for those s that are already filed by other users in the same mailing list. 68

29 KRIS The File Tracker is responsible for the movement tracking of high volumes of physical folders and paper files around the office and between staff. 70

30 How KFT works User checks out file from system Users/Borrowers return file after use and returned files are being processed in KRIS Borrowers User searches and check for file availability, and then place reservation request Output User receives file and can also transfer to another authorized users/borrowers Process physical file reservations Monitor movement of files Enhance sharing of files by scheduling users based on reservation 71

31 Some KFT Features Highlights 72

32 Integrated Barcode and RFID Technology Power of two an all-in-one capability to read multiple data formats Simplifies business by integrating barcode and RFID technologies With its all-in-one ability to read multiple data formats, The best way to enhance fast data processing. 73

33 Comprehensive Audit Trail/ Movement Reports Detailed history of all data activity at your fingertips. Detailed history of all data activity is maintained and includes user id and date/time stamp for each action. Previous and current values along with reason for change are supported. History may also be searched and exported. Additionally, system configuration changes as well as user session and login history are maintained. 74

34 Robust Search Quick retrieve using simple and advanced search. All data fields, business and system are fully searchable. Range searching, variable wildcard, comparison operators, partial strings, Boolean logic, and saved query capability are included. Search results are returned in grid format allowing easy navigation to the desired record. 75

35 KRIS An Electronic Archive is responsible for the preservation of business critical data and records for future retrieval. 77

36 Appraisal & transfer of records Preservation & reference Converting to National Archives compliant format How KAM works National Archives Submitting files for appraisal Processed records are then sent to National Archives for long term preservation Archival retain records offline Disposal destroy records when it reaches retention period Output User defines retention & disposal actions according to archival policy and regulation 78

37 Records Appraisal Module Extract File Reference Retention Period information for submission for authority s appraisal. Involves the evaluation of File Reference whose records are to be kept for specified periods, which will be destroyed, and which are to be retained as archives. Compatible with NAS ARMS system. Approved NAS Retention Schedule policy file can be imported back into KRIS and retention schedule will be updated automatically for the appraised file reference. 79

38 Records Disposal Module Compress the document s metadata, native format and PDF Format into an XML file for transfer to the authority. Activates the process of retaining, transferring, or destroying records. Provides the organization the option to transfer to Authority like National Archives of Singapore, retaining records offline or disposal of records according to the approved records disposal and retention schedule. 80

39 Records Retrieval Module Easy retrieval of records and documents with minimum efforts with this lightweight client application Easy retrieving and extracting archived records from transferred or offline media storage Staff simply selects file reference and documents to be retrieved from storage media using this application, and it will automatically extract the documents in its native format. 81

40 EXPERIENCE NOW 91

41 Thank You [your name] [your job title] +65 9XXX XXXX 92

42