IMiS/Client is a client used to access the IMiS/ARChive Server. It captures and manages digital content, as well as the content, that has been digitized through the scanning process. The client is integrated into Windows Explorer, which makes it very easy to use. The IMiS/Client is integrated with the IMiS/Scan module in order to scan documents and to place them into the classification scheme accordingly.
Authentication is provided by the “user credential scheme” (user name/password), which uses the modern SRP-6A technology. It enables secure authentication that does not require any authentication data transfer. The technology is based on complicated mathematical algorithms. They transform the original authentication data into individual products, which prevent potential attackers from stealing the identity in case of “brute force” attacks.
Access rights and management of entities and metadata are essential for ensuring access, usefulness, integrity and authenticity of archived content.
The users and groups can only access the entities according to the security class of the records, the security class of the user or groups, and the access rights to the records and metadata for which they are authorized.
Access to records and performing actions via applications is also enabled for indirectly logged-on users (delegates).
Based on the archive server settings, the access permissions can apply only to a specific entity or are inherited across all hierarchically subordinate entities. The user with permission also has the option of setting access permissions for attributes of the directory entity type. The permissions apply to all entities to which the values of such attributes refer.
The user sorts the records into a classification scheme according to the content, authorizations, activities, and business and professional functions within the company.Each class, folder and document in the classification scheme has a unique classification code, which the user can also set manually. The amount of class and folder levels is practically unlimited and can vary in the individual parts of the archive. Different entity types can be saved on the same level. For greater transparency, the user can choose a categorized view of the entity collection.
In accordance with the access permissions, the user is enabled adding, opening, editing, deleting and moving the records, reviewing data on the records, changing the status and security class level of the records, retrieving authenticity evidence, importing/exporting records, adding references to other records and creating new document versions.The user archives emails by tagging them in the messaging system and transferring them to the classification scheme using the “Drag and Drop” feature. To enable faster searching for specific paper documents in the paper archive, the user can input metadata on the home and current location of the physical documents, the status and date of its modification, and the physical documents administrator.
Versioning is the process of preserving multiple versions of records. It enables differentiating between older and newer versions of records, easier control over changes, and the option of discarding the changes.
The user is enabled the versioning of documents that are based on templates with versionable attributes. The user can check out document drafts, review them, modify them, check them in or discard them.
In the classification scheme the user can add content files from the file system or through scanner. The user can open, review, copy and detach the content, update it, move it to another document, download it to a device, delete it, or tag it for later indexing or conversion. Further on, the user can archive emails by marking them in the email client and by transferring them to the appropriate location in the classification scheme using “Drag and Drop”.
The validity of electronic signatures is automatically verified for each electronically signed PDF/A, TIFF, XML or EML file.
By capturing data about the location of physical documents, the users can find documents in the physical archive more quickly. The user enters metadata about home and current location of records, change status and date and administrator of physical records.
The conversion of content can be done automatically with the appropriate settings on the IMiS/ARChive Server or manually for an individual content within the interval specified in the server settings.
The audit trail shows all accesses and events over the records and content. The audit log can be accessed only by users with the appropriate role specified on the IMiS/ARChive Server.For each class, folder and document, it logs when the user or delegated person executed an action and from which device.
One of the key features of the digital archive is the possibility to search the content by metadata or full text. It allows searching by prefix or an arbitrary substring of the search term and is case insensitive. Search is performed within the whole archive or under the selected entity.
Review process is a monitored and planned process for implementation of transfer, destruction or permanent retention of electronic documentation.
This includes the process of preparing the review process, reviewing and selecting entities during the decision-making process, reviewing process implementation, transferring selected entities, reviewing the content of documents, and reviewing the selected retention periods. Based on the entity’s retention period, which specifies how much time an entity must be archived in the archive system, the entity also contains a default action that will be implemented in the review process. The action can be changed by users with rights (members of the committee) that implement review.
The IMiS/Client can be connected to several IMiS/ARChive Servers, which facilitates the capture and management of digital content of several separate organizational units on a single location. The IMiS/Client and IMiS/Scan access the archive server through the IMiS/Storage Connector.