ARM Functionality

Document Management

ARM also has the flexibility to allow the user to create “template” documents in MS Word. The templates may include marketing documents, letters of offer, contracts and legal documents all of which can be maintained and managed by the user organisation. The document management functions contained within the ARM system provides you with comprehensive control over your documents.

ARM allows you to create letters and documents, using a template or not, and the documents are AUTOMATICALLY saved and linked to the appropriate client, loan or investment record and can be viewed on line or printed as required.

If you view any client/contact record you have immediate access to all linked documents via the Documents Tab. Scan in any externally created documents, link them to the client, loan or investment and they are added to the document tab for automatic retrieval.

Store letters, correspondence or documents in the database and link them to the contact/client, loan and/or investment.

Key Features

1. Location
All documents, whether generated from within ARM or linked in from an external source, can be linked directly to the client or contact for online viewing by an end user.

2. Filing
When documents are linked to the client/contact they are stored with a set of metadata including subject, date document linked, file name (contains unique GUID), user defined document category and the ID of the user.

3. Retrieval
Retrieval is an easy process as each document is stored within the database and linked to the "Document" tab against each client/contact, loan or other financial product. Documents can then be viewed in a grid and selected for on line viewing by a user.

4. Security
Document security is controlled by the enduser organisation. Documents can be stored in different file formats that are not easily altered without specific knowledge or tools. Also user ability to view, delete or modify is controlled by an individual users security profile within the ARM system.

5. Disaster Recovery
As the documents are stored within the ARM database, provided that database is backed up under an approriate "back up" regime, a simple restoration of the database will recover all of the documents.

6. Retention Period.
This is entirely under the control of the end user organisation.

7. Archiving.
The standard ARM implimentation has no archiving process, however, if required, it can be provided.

8. Workflow.
ARM utilises MS Word and can automate document production using trigger events contained throughout the ARM systems workflow engine.

9. Creation
Documents can be created on an adhoc basis by users or generated by the system workflow engine.

10. Traceability.
The document metadata, containing user ID, date of creation, subject, type of document etc, are stored automatically with each document.