Sybrin | Document Management System

how it works

Automate. Index. Store.

A comprehensive DMS offering covering everything from automated data entry and document generation to indexing and secure storage. Our solution will cover all your DMS-related business requirements.

Why it works

File Stores/Libraries

The file stores allow administrators to set up various methods for the physical storage and management of documents. It also manages the movement of files from different types of storage depending on business rules. The library provider where documents are stored, includes SANS, a File System, Azure, Amazon S3, and a Database. We are able to set the following:

Library integrity checks.

Library warning levels.

Auditing.

Cache servers or a central server depending on user location or IP range multi-experience apps.

Search order and priority for document search and retrieval.

Document Capture

The solution supports the following methods for document capture:

Scan.

Drag-and-Drop

Email.

Bulk Import.

Mobile Capture.

Document Generation

Capture, generate, preview, and send documents using digital forms.

Document Repositories/Types

The Documents Repositories allow administrators to define document types and taxonomies:

Define different document types.

Create taxonymy.

Schema comparison and auto syncing to DB.

Index health warning.

Specify security permissions for each document type.

Configurable retention and archiving rules.

Set duplication rules.

Add scripting.

Link to physical storage location.

Supports version control.

Built-in audit history.

Document Indexing and Classification

Our indexing capabilities include manual indexing, advanced indexing, and full text indexing - while document classification is simplified with intelligent document recognition.

Manual Indexing

Our solution also allows 'drop-down' fields to speed-up index and field entry as well as field validation to ensure data is captured correctly.

Full Text Indexing

Eliminates the time needed for qualified people to read and manually index documents using keywords, instead Sybrin performs Optical Character Recognition (OCR). This process “reads” a scanned page and then indexes every word to track its location. This dramatically reduces indexing costs while providing improved searching capabilities. With full-text indexing, documents can be found using any word or phrase in the document, even if those words are not part of the keyword index.

Intelligent Document Recognition

Documents exist in many different types and layouts and it is a common task to identify and categorise them based on their diverse contents. The Document Classifier module enables users to separate different documents and sort them based on layout and/or textual similarities. This intelligent and trainable tool can be used in a wide range of business processes, such as email forwarding, mail-room automation, spam filtering, form processing and data extraction.

Import Tools

Our solution enables automatic data sanitation and validation after the import has been completed.

Advanced Document Indexing

Designed to increase user productivity and system efficiency where practical. It supports the following indexing methods:

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Bar code recognition: Recognises 13 different bar code types, including up to 64 different bar codes in any orientation on a single document.

Page separators.

Patch code recognition: Detects and recognises up to six unique patch code types. Patch codes can be used to recognise changes in batches, stop the scanner for manual adjustment, update scanner settings on the fly, or to signify any unique attributes in a set of documents.

OCR, OMR, ICR, MICR, Native Extraction - Provides scalable voting interface and significant throughput management capabilities. Combined with highly accurate machine-print OCR (OCR, OCR-A, OCR-B and MICR), handprint (ICR), checkmark (OMR) and barcode (1D and 2D) recognition engines, it delivers unmatched flexibility and accuracy.

Automatic Document Classification - Documents exist in many different types and layouts, and it is a common task to identify and categorise them based on their diverse contents. The new Document Classifier module enables users to separate different documents and sort them based on layout and/or textual similarities. This intelligent and trainable tool can be used in a wide range of business processes, such as email forwarding, mail-room automation, spam filtering, form processing and data extraction.

Endorsing (scanners equipped with an endorser are used where indexing sequential numbers (for example, claim numbers or sequential invoice numbers, etc.)).

Export Data and Images

Allows Document Index information and the associated images to be exported to a specified format and location using a pre-defined Export Tool. Supports batch exporting and the format and layout of the information is completely configurable through the Export Tool.

Business System Integration and Lookup

Automatically performs lookups on external systems (e.g. ERPs, host banking systems, and data lakes) to augment and validate data.

Document Search and Retrieval

The system supports the following search methodologies and functions:

Basic search.

Advanced search.

Full text search via elastic search or SQL full text search.

Set search fields on document repository.

Permission based search.

Document Viewer

The web-based document viewer supports:

Various file formats:

MS Office documents.

Google documents.

PDFs Raster image formats.

Vector image formats.

Various functions:

Annotations.

Redaction.

OCR/full text indexing.

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High-speed viewing.

Version control.

Thumbnail display.

Imaging and web scanning.

What you see is what you sign.

Other features:

High-speed viewing.

Annotations.

Rotation.

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eSignatures/digital signatures.

Redact.

Web scanning.

Move pages.

Comments.

Records Management

The system capabilities include:

Document Lifecycle

Allows for different document types to have specific phases and policies, or actions triggered at appropriate times based on pre-defined business rules.

Security and access control

Expose content to only authorised workers. Set up security access to give authorised workers View, Delete, Edit rights.

Retention policies

Automate records requirements with event-based retention for workflows and business processes.

Automatic disposal

Ensure the systematic disposal of non-records content when the retention period is complete.

Reconciliation

Reconciliation between paper and images via RMU Maker and Authoriser positions.

Image Pre-Processing/IQA

The solution supports International Qualifications Assessment (IQA); checking 21 standards which include specifications for the below:

Undersized images.

Folded or torn document corners.

Folded or torn document edges.

Document framing error.

Excessive document skew.

Oversized image.

Piggyback document.

Image too light.

Image too dark.

Horizontal streaks present in image.

Below min compressed image size.

Above min compressed image size.

Excessive “spot noise” in the image.

Image out of focus.

Auto rotate.

Data Import & Export

Import Tools - Import Data, Images, and Files

Allows images and data to be imported using a pre-defined Import Tool. Tasks like automatic validation can be initiated automatically after the import procedure has completed.

Export Data and Images

Allows document index information and the associated images to be exported to a specified format and location using a pre-defined Export Tool. Supports batch exporting and the format and layout of the information is completely configurable through the Export Tool.

Data Import & Export

Import Tools - Import Data, Images, and Files

Allows images and data to be imported using a pre-defined Import Tool. Tasks like automatic validation can be initiated automatically after the import procedure has completed.

Export Data and Images

Allows document index information and the associated images to be exported to a specified format and location using a pre-defined Export Tool. Supports batch exporting and the format and layout of the information is completely configurable through the Export Tool.

CMIS API

Sybrin provides an open standard Content Management Interoperability Services (CMIS) that creates an abstraction layer that allows for different systems to easily integrate into the Sybrin system. The service conforms to Oasis CMIS 1.1 standard and is exposed as a set of RESTful APIs. The Sybrin CMIS service supports the below Authentication providers:

OAuth 2.0 LDAP Sybrin Authentication SAML

To continually ensure that the service adheres to the CMIS 1.1 standard, our development lab makes use of the Apache Chemistry CMIS Workbench.

Data Context API

Sybrin The Sybrin Data Context API is based on Open Data Protocol (OData) which is an ISO/IEC approved OASIS standard. OData RESTful APIs are easy to consume. The OData metadata, a machine-readable description of the data model of the APIs, enables the creation of powerful generic client proxies and tools.

It is a powerful addition to the DMS solution as existing content file plans are represented as data models and allows for consuming applications to query the content using OData queries.

why it works

Easy Integration and Interoperability.

Our solution offers Content Management Interoperability Services for easy integration, while our Data Context API is based on an Open Data Protocol, which is easier to consume.

why choose us

Tried. Tested. Delivered.

Our DMS has been installed in various countries with outstanding results. Our tried and tested solution ensures that document management happens quickly, accurately, and efficiently in the background, letting you focus on more important tasks.

Familiar User Interface

Our solution is tightly integrated with the standard desktop environment, providing one familiar user interface, and one unified information repository for full-function imaging, advanced routing, Enterprise Report Management (ERM), and document management in client/server and web environments.

Integration

Our DMS can function as a stand-alone solution for document management but could also be integrated as a front-end or back-end to a third-party application, such as an Enterprise Resource Planning (ERP) or accounts receivable solutions. Security is paramount to us, and audit trail functionality; to keep track of each and every activity performed on business processes, is included.

Scalability

Customers have the ability to select the components that best fit their needs using a combination of our DMS modules and services, thus keeping system costs low while maintaining a high and tangible ROI. In essence, our DMS provides for the advent of paperless management. It also caters for the destruction of archived items as well as assigning retention periods, and the freezing of folders should they need to be retained for longer than their assigned retention period.

the difference

Fast, Efficient, and is Easily Accessible.

Our solution is unique in that it provides clients with a framework of modules to manage all sources of information in one easy to use repository.

WebAssist

Through the use of WebAssist, hardware and file services are easily accessible on local workstations, enabling the utilisation of scanners, biometric devices, and other hardware devices for capturing information, images, and documents needed for processing.
CDN

Our Content Delivery Network (CDN) introduces a new layer between the front-end client and the central content repository. Multiple file formats are supported in terms of input sources and the user is able to link multiple documents to a single case thereby obtaining an overview of all related information.
Compatibility

Sybrin's DMS is also able to interact with all legacy devices making the scanning of historical data fast and efficient. This ensures that no data is lost and that all archived data is easily accessible and can be retrieved to be viewed.

features

Easily Capture Unstructured Information.

Our DMS offering allows for the input of any form of data, thereby supporting all filetypes. Our advanced compression capability enables ease of handling and processing, and aids in the efficient storage of large files, while our innovative archiving feature eliminates the need for indexing and storing data.

Document Capture.

Document Generation, Electronic Signatures and Digital Signing.

Document Indexing and Classification.

Document Collaboration.

Sybrin Content Delivery Network | CDN.

CMIS Service.

Data Context API.

Secure File Transmission, Encryption, and Compression.

WebAssist.

benefits

More Secure, Fast, and Reliable Workflows.

Our solution allows you hassle-free compliance, while also improving your workflow and productivity. It is designed to integrate with proprietary information systems to facilitate the aggregation of information from a variety of sources in real-time, thereby eliminating the duplication of work.

Streamline document-centric processes.

Reduces paper usage in companies.

Document backup and recovery.

Improve productivity.

Regulatory compliance.

Reduces overhead costs.

Increases collaboration.

Improves workflows.

Promote better version control.

Improve document security.

use cases

Achieve More, with Less.

Our products are designed to improve business processes, increase efficiency, and provide better customer experiences. With our flexible and adaptable solutions, we are able to meet the unique needs of each industry and deliver effective solutions that drive growth and success.

KYC Documents

Onboarding Documents

Contract Management

HR Document Management