Features

Document and File Management

In 1898 the Winton Motor Carriage Company placed the first car advertisement in a magazine. It was also the year that Edwin Grenville Seibels revolutionized the storage of information with the invention of the vertical filing cabinet – a methodology that has been carried forward into the PC age. If you are using network drives and Windows file folders to manage your corporate knowledge, dispense with a horse – there are better ways!

Your Document and File Management Challenges

AwareBase intimately understands the document and file management challenges that you face: before we invented Tina, we lived in the chaotic world that you are currently living in. In the pre-Tina days these were our challenges:

Prolonged search time to find information
High reliance on organizational heroes who know where specific information is – but may not available because they left early, are on vacation, or worse, are no longer with the company
Data everywhere – including local drives that are not backed up
High rates of unsuccessful searches resulting in inability to leverage/re-use past work and the need to recreate from ground zero
Even when desired information is found, it is not trusted: Is this the latest version? Is this the version we sent to the customer?
Inadvertent file overwriting when two people are working on the same file stored on a network drive
No visibility as to where a document is in its lifecycle: Is it in work, under review, has it been approved or is it in the release stage? Who had it and when?
Weak change impact assessments because the inter-relationships between documents such as drawings, engineering reports and other project, product and asset data and information are not well understood
Cumbersome access control to folders and files
Other than e-mail, no means to share information with external parties

Your Objective

AwareBase solutions have the objective of ensuring that everyone from the CEO to the receptionist has instant access to information that they need and trust. This is a lofty but achievable objective – why not adopt it and make it your own?

Your Solution

AwareBase Tina has all the essential document and file management features and functions that you need to manage and control your data and information:

Find trusted information in seconds using Tina`s simple and advanced search capabilities – including full content search
Maintain version control throughout the document lifecycle using Tina’s check in/out feature set
Control access to groups, roles or individuals with ease
Establish relationships with other documents, files and data in the system and gain clarity on the impact of a potential change before you make it
Through Tina’s global workflow feature set, including e-mail notifications, maintain absolute visibility and insight into where documents are at any point in their lifecycle
Painlessly publish and render to PDF to capture a required instance of a document or electronic file
Simplify data backups by maintaining all documents and electronic files in one place

One of our most difficult to please customers provides the following testimonial:

“When we moved on from using network drives and windows file folders to manage our information, Tina brought order to chaos, dramatically improved workforce productivity and made internal and external audits a cakewalk. Tina is never on vacation and will be with us for as long as we are in business.”

- (Steven Gentles, P.Eng, AwareBase President & CEO)

If you’d like to know how Tina can join your work force, Contact Us.