GENERAL DESCRIPTION

cyDOCS™ is a document management and control

system designed to store, retrieve, view and manipulate a
wide range of documents created in various formats.
Documents in cyDOCS™ refer to the digital files
captured by the computer either through scanning, OCR
or by using desktop computer applications such as word
processors, speadsheets, CAD/CAM, graphics, image
editors, report generators and so on.

cyDOCS™ allows users to track, control, and distribute

documents in a network environment and over the
Internet. The system contains modules for image
scanning, OCR, image manipulation, document
management, drawing management, workflow, redlining,
hyperlinking and text retrieval.

The system is a combination of a structured and unstructured databases. While structured databases are
used to capture structured information such as the document attributes
(e.g. control number, title, author, type date ..etc.), the unstructured free text
databases are used to index on the content of the documents. Free text
indexing in cyDOCS™ is optional. Users can choose to index on
selected documents or setup the system to automatically index each
document as and when it is captured and registered into the system.

cyDOCS™ is designed as a generic system that can be tailored to wide

range of applications covering different industrial segments. Some of the
applications that cyDOCS™ is currently used for include:

l Document Imaging and Text Retrieval

l Drawing Management
l Product Query System
l Patient Information System
l Document Management & Control (office automation environment)
l CD-ROM publishing for Technical Manuals & Standards.
l Special Library Collection such as Rare Materials, Research Papers, Maps, etc.
l Photo Archival & Slide Management.
l Course Reserve & Copyright Management

TYPES OF DOCUMENTS HANDLED BY cyDOCS™

cyDOCS™ is designed to handle a wide range of documents including multimedia documents,
compound document, raster and vector images. For documents which cannot be viewed by cyDOCS™
internal viewers, cyDOCS™ provides facilities for configuring and integrating external viewers that can
be used to view and manipulate these documents.

Input of document in cyDOCS™ is supported through a variety of mechanisms:

Hardcopy, (print) Documents — Image scanning and OCR conversion facilities are provided to convert
the original paper documents into digital form. cyDOCS™ support over 150 digital file formats. In
addition to conversion and storage within the digital database, the system provides for pointers to the
original hard-copy document’s archival storage location.
Electronic Documents — Files generated by almost any computer application can be captured and
managed by cyDOCS™. For example, documents generated by word processors, spreadsheets, CAD/
CAM image editing applications can be captured and managed by the system.

cyDOCS™ also support document exchange formats such as RTF, SGML, HTML, PDF, and DXF. For
formats that are not supported directly by cyDOCS™ conversion utilities, cyDOCS™ allows for the
integration of external conversion and viewers applications.

DOCUMENT REGISTRATION & GROUPING

The folder is the highest level of organization within the cyDOCS™ system. Within each folder, the user
may define sub-folders depending on the application and requirements. Inside each folder or sub-folder,
the document records are deposited. The creation of folders is optional, the user can create document
records without folders. cyDOCS™ has the ability, depending on the file format, to bring up the
appropriate viewer or application for viewing and manipulating the digital files.

DOCUMENT CONTROL
cyDOCS™ provides the user with a number of powerful options to create and manage the document
collection. Options under document control enable users to create, update, and delete folders and
document records, index and modify document content using free-text
or controlled indexing, and then link and delete digital files attached to
the document records.

cyDOCS™ provides a simple and easy method for organizing and

grouping documents. Document records can be created with or without
folders. The document record consists of the document’s attributes such
as the document number, title, authors, dates of creation ..etc. Attached
to the document record are all the digital files or the electronic
documents. These documents can be in any formats.

VERSION CONTROL
cyDOCS™ provides a secure, enterprise-wide environment for editing
and updating the organization’s documents. The system ensures that
appropriate version control procedures are followed. This capability
meets functional systems requirements necessary for ISO processes
and certification.

Version control also ensures that mistakes such as overwriting, deleting or changing content, or
elimination of the document without authorization will never happen. Each document record ID in
cyDOCS™ is unique; this means that only one
document record can be created under any document ID.
The ID number format in cyDOCS™ consists of:

l The Document Control Number

l The Version Number

l The Revision Number

l The Number of Pages

When creating new versions and revisions the user will

not be able to change the document control number. The
user may, however, link multiple digital files to one
document record. Upon modifying any one of these digital
files cyDOCS™ creates a new document record
allowing the user to change the version or revision without
changing the document control number. The modified digital files are then automatically attached to the
newly modified records.

WORKFLOW AND ROUTING

Workflow processes within cyDOCS™ allow users to route documents over the network in a close
group, controlled and safe environment. Only authorized users with workflow routing rights are allowed to
set up routing tables. In the workflow environment users can send, view, process, and track documents
moving through the system according to these tables.

ANNOTATIONS AND REDLINING

Redlining allows users to create annotations on a “layer” displayed above the image of the document.
The original image remains unchanged, the effect being that of pasting a “sticky-note” over the screen
display. The annotation or the entire layer with several annotations can be printed with or without the
original image. Annotations enable several people to comment on the same document without changing
its content, and are normally used to show errors corrections, or comments.

Combing cyDOCS™’ routing and

annotation functions, several people can
add their comments to a document at
different times without affecting the
original information in the document. For
example, the author of a document can
route it to a selected list of users for
comment, and then incorporate the
comments as desired after reviewing the
annotations.

Redlining allows similar comments with

manipulation of the original text. In
cyDOCS™, modifying documents is
controlled according to the access rights
assigned to individuals; only authorized
users can modify the original documents
routed for review and comments.

Those who are not authorized to modify or

change the content of the document can
use the appropriate tools to reflect their
comments and route the documents
electronically back to the author or editor.

DOCUMENT SEARCHING
AND RETRIEVAL
cyDOCS™ provides users with a
number of options for searching and
retrieving documents. An attribute option
is available to enable the user to search
on primary attributes associated with the
document records and folders. Searching
on the textual content of the document is
provided through the use of either
Boolean or fuzzy-logic searching.
Searching on full-text content of
documents is often best-supported by employing fuzzy-logic searching with relevance ranking. Users
more familiar with the traditional Boolean search logic can use these tools effectively to locate indexed
documents.
Very few systems support the variety of searches available in cyDOCS™:
Known-item Searches - Document Number, Folder Number, Folder Title, Document Title, Author,
Subjects, Publisher, Call Number, Notes etc.
Term/Phrase Searches - Folder Keywords, Document Keywords, Full-text Search (Boolean or Fuzzy)

SECURITY
cyDOCS™ provides two types of security levels, users level and document level security. Users level
security include:

l Read-Only (Viewers)
l Read-Write (Update)
l Read-Write (Workflow Managers)
 SYSTEM ADMINISTRATOR
Read-Only viewers can carry out functions such as
searching, printing, viewing, redlining, hyperlinking, and
some routing of documents. They cannot create, modify,
or delete documents. Read-Write users on the other hand
can create folders, create documents, modify documents’
contents, and attach digital files to existing document
records.
Workflow Managers can create workflow processes,
document routing, and other system tasks. System
administration users have access and management rights
to all facilities within cyDOCS™ including management
of other user rights. Document level security is provided
through access denied and access allowed privileges at
the document level. This can be applied to one user or a
group of users depending on the requirement of the
application.

WEB INTERFACE
cyDOCS™ allows user to access cyDOCS™ databases using the popular Web Browser such as
Netscape, Microsoft or any other web browser available in the market. The integration of cyDOCS™
with the Web Server provides an open system document management solution over the Internet and the
Intranet. Accessing documents remotely enables organizations to deliver timely, consistent and accurate
information to their employees worldwide.

SYSTEM ADMINISTRATION
cyDOCS™ provides a wide range of internal housekeeping, operational audit, and archiving facilities.
Reports can be generated in a variety of formats employing an ODBC compliant Report Generators such
as Crystal Report.

Archiving documents and database can be done using normal search criteria employed by cyDOCS™.
In this case, all digital files attached to the document will be removed from the database(s) and archived
off-line. cyDOCS™ also provide facilities for creating smaller databases which can include the
archived material. These databases are searchable by the cyDOCS™ software similar to the original
database. This facility enables the user to extract and publish CD-ROM titles.

SYSTEM ENVIRONMENT
cyDOCS™ supports multi-
user operation in a client-
server environment. The
clients run on PCs running
Microsoft Windows 95/98, or
Windows NT/2000 for high-
performance environments.
The server operates on
multiple platforms including
Netware, Windows NT, Unix,
R6000 and HP9000.
PRODUCT GENEALOGY
cyDOCS™ is an enhanced version of its predecessor — DACS from ITC Information Technology
Consultants Pte. Ltd., Singapore. With an evolution cycle of more than a decade, cyDOCS™
represents the state-of-the-art Document Management Technology. It is in use in a number of
organisations in Singapore and Far East and has been appreciated for its ease of use and advanced
features.

Some of the prestigious clients of DACS are

þ Petronas Technical Standadrs, PETRONAS (Petrolium Nasional Berhad Malaysia): DACS is

used to automate and publish the Technical and Safety Manuals, Engineering Documents,
Standard Drawings and Operational Forms. The database contains more than 50,000 pages of
text, 8,000 images and 400 forms and templated. The database is published on two CD-ROMs
as Volume 1 and Volume 2 and distributed to more than 150 sites. Some of these sites use the
software on the local network in a multi-user environment and the rest use it as a stand alone.
All documents are stored in HTML format. This allows them to publish these documents on the
Intranet. DACS-CD is a royalty free CD-ROM search engine published with the data. DACS-CD
allows user to search, view and print information directly from the CD-ROM.

þ Petronas Methanol (Labuan) Sdn Bhd is using DACS to archive and manage their engineering
drawings and documents according to ISO 9000 requirements. Engineering drawing is stored
in Microstation CAD formats. DACS launches Microstation to edit the engineering drawings.

þ Construction Industry & Development Board of Singapore (CIDB) is using DACS to maintain
and distribute CDiSC — an electronic library of building products and information in various
modules. The database and a friendly DACS search engine are published on CD-ROM and
distributed to more than 2,000 registered members every six months. CDiSC subscribers
include building professionals such as architects, engineers, government bodies and
developers.

þ Kuala Lumpur International Airport (KLIA), Sepang, Malaysia. KLIA used DACS to manage
100,000 built drawings for the entire airport. DACS as a drawing management system is used
as part of the Facility Management System (FMS). The software runs in a client server
environment with 75 clients accessing the server at the same time. The server is running on NT
DEC alpha platform and the client is Windows 95.

þ Marine and Port Authority of Singapore (MPA), it is a client server installation with Intranet Web
interface. The server is running on Windows NT and the client is running on Windows 95.
There are more than 200 users on the network. Most of these users access the software via
the Intranet using DACS Intranet interface. There are five clients using DACS interface to carry
our database and document registration operation. The rest of the users are using the Web
interface to retrieve and view documents.

þ Banque Internationale A Luxembourg S.A., Singapore Branch is using DACS to keep their bank
customers’ particulars, records and documents and their correspondence.

þ National Library Board (NLB), Singpore uses DACS to manage their imaging CDs Library.

þ Changi General Hospital, Singpore is using DACS software in their Health Education Centre to
manage their brochures. These brochures are printed out for the patients or public when they
approach the counter for information on a particular health topic.

cyDOCS™ — t h e d o c u m e n t t o k n o w l e d g e c o n v e r t o r ! !
 Cyberscape Multimedia Limited, established in 1996 is one of
the few Indian Software companies focussed on product
development. It has a range of branded products targeted
towards multilingual publishing, office automation system
and multimedia segments under the Akruti™ brand name. It
has also launched multilingual products in the financial
sector namely cyBANK™ and cyCRED™ for banking and
credit cooperative societies.
cyDOCS™ is the latest product targeted towards Document
Management segment and even this product will be available
with a multilingual interface.
With its over 75 man team and offices spread over Bangalore,
Mumbai, Kolkata and Bhubaneshwar and associates all over
major cities in India and overseas, Cyberscape Multimedia
Ltd. is uniquely geared to provide top notch technical support
to its products.
Cyberscape Multimedia Ltd. also is capable of providing
customised solutions around its products to meet specific
needs of customers.

CYBERSCAPE
MULTIMEDIA LIMITED
Regd. Office: 941, 21st Main, 22nd “A” Cross, Opp: BDA Complex, Banashankari 2nd Stage, Bangalore-560 070
Tel: 91-080-6710925 Telefax: 91-80-6714446
e-mail: info@cyberscapeindia.com website: www.cyberscapeindia.com

Mumbai Office:
Unit No. 108, Sector No. 3, Building No.3,
Millennium Business Park, Mahape, Navi Mumbai
Ph: +91-22-7782780, 81, 82 Implementation Partner:
e-mail: sridhar@akruti.com
Kolkata Office:
31, J.L.Nehru Road, (Gr. Floor), Kolkata-700 016
Ph: +91-33-2164932, Telefax: +91-332164936
e-mail: akeshan@akruti.com
Bhubaneshwar Office:
B-19. First Floor, Saheed Nagar, Bhubaneshwar-751 007
Ph: +91-674-502003
e-mail: supakar@akruti.com

cyDOCS™ is a registered trademark of Cyberscape Multimedia Limited. All other trademarks, copyrights and logos are properties
of their respective owners and are hereby acknowledged.
Designed by : INHOUSE TEAM