Mavericks – Document Management System
Yoke IT Mavericks is unique because it is a completely serviced, affordable Document Management System (DMS) solution. By minimising the need for internal IT support,Mavericks can be deployed quickly and cost effectively.
Our research has shown that other DMSs aren’t always embraced widely across an organisation because users find them too daunting to use. Acceptance of the DMS across the organisation, however, is essential for maximising the return on your investment. To address this problem, the Yoke ITMavericks intuitive user interface is designed to encourage 100% take-up.
Benefits of using Mavericks
Information value Organisations placing a high value on corporate information, managing a document library, working cooperatively or with a project-based focus will all benefit from Mavericks combination of flexibility, control and security.
Effortless transition The transition from your current system to Mavericks is made smoother because Mavericks is layered over your existing file structures. This means that existing documents are instantly accessible, as they do not need to be uploaded into the new corporate DMS.
Metadata inherent in the organisation’s file structures is captured by Mavericks and existing workflows and document management procedures remain valid. This supports rapid uptake by the user community.
Additionally, your Mavericks implementation can be configured to perform federated searches, allowing you to trawl data stored in other repositories across the organisation, including databases.
Inbuilt security Allows for controlled and secure access to documents. Supports stand alone, as well as federated security with Microsoft Active Directory for single sign on. Index physical resources. Mavericks can integrate indexes to hardcopy resources to support a comprehensive search experience. This is a unique feature of Mavericks, as it treats hard copy as seamlessly as soft copy.
Minimal internal IT support Mavericks offers a fully managed solution including back up, consistent monitoring and disaster recovery, which means that dependence on internal IT resources, is minimised.
Yoke IT can provide our clients with the following options:
Hosted Mavericks on our Class 1 Data Centre in Sydney, Australia
Deliver a full server solution as virtual machine ready for VMware or Hyper-V
Shared hosting solution for small business
Mavericks users manage all their retrieval and administrative tasks via a web browser. The familiar Explorer style interface displays the tree of the user’s authorised folders and files. Administrative options include:
Metadata. You can create up to thirty of your own metadata elements to associate with your files. Element data types include text and date fields, dropdown menus, checkboxes and radio buttons.
Security. Establishes user and group level security on files and folder assigning permission accordingly.
Monitoring. The System Administrator has a complete log of all activities to support information auditing and statistics. This helps the system administrator to maintain control and management of the information as well as a clear audit trail.
Contribute. A user may contribute a document they have authored to Mavericks. The Mavericks browser interface will lead the user through the creation of the appropriate metadata for their contribution (Name, Title, Subject, Creation Date, etc.).
Fast & Flexible search. This option includes advanced search technology such as synonyms and fuzzy logic. Documents may be searched on their metadata properties such as date and document content, or by full text. Multiple searches in one search session are facilitated by Mavericks Information Basket.
Content search provides indexing, search and retrieval incorporating:
Synonyms (standard and user defined)
User defined meta data fields
File name search
Fast filename search.
|Browse||Familiar explorer style interface shows file tree for the user’s authorised folders and files. Display preferences include showing assigned metadata columns.|
Displays file/asset information including:
Allows users (subject to access rights) to:
Check-out a file to gain exclusive access
Clear check-out status on a file
Download a file or project
Email a file or project
Delete a file or project
Edit file properties
Roll back to previous version(s)
Update version narrative
Create/update/edit/delete workflow on a document
Loan out and track hard assets
Upload a new file to the Mavericks:
Save new with file properties
Overwrite an existing document creating a new version
Check-in a file previously checked out
Shows download history including:
Recent downloads with version details and download date and check-in/check-out dates.
Files currently checked out to the logged on user.
Provides administrator access for:
Create/update/delete user accounts and group membership
Create/update/delete folders and group membership
Assign read/write permissions folders
Define version control numbering format
Define workflow numbering format
Review and manage audit settings and logs
|Search||Stemming, fuzzy, phonic, synonym, date range search
Select by user defined meta data
Sort results by any search (or meta data) field
Search includes user defined synonyms
Browse files by file tree
Folder and file display based on user security settings
|File / Asset Properties||
Show file specification details, email file
Read update meta data
File check-out / check-in status and by who
Version control – maintain multiple versions of same document
Workflow – process document workflow for review and approval processing
|Upload / Download||
Drag and drop file loading
User defined meta data
Meta data profiles
File check-out / check-in
Upload/download history for log for each user
|File Properties Manager||Mavericks built in File Properties Manager|
Create/update user accounts
Assign users to groups
Assign folder and file groups
User security based on group membership
Version control numbering format
Version control management
Track upload/download history
Admin defined tracking of all Mavericks transactions
Microsoft Office (Word, Excel, Power Point, Access) for Windows
|Security and Disaster Recovery||
Hosted: Redundant RAID 5/6 Server
Off-site backup and recovery service
Fully managed on-site virtual machine (optional)