Image by John Nino
Are you interested in a cloud service but can’t understand the technicalities behind? Are you one of the people who prefer books like “insert something here for dummies?” Then here’s a good news – this article is for you. Welcome to the easy to understand discussion of Enadoc.
From here on, we’ll try to cover the important aspects of Enadoc in layman – its definition, its uses and features, its security, and its purpose. Let’s start then.
So what is Enadoc? From the website enadoc.com, “Enadoc is an innovative, cloud-based enterprise document imaging system.” Now let’s try to explain this bit by bit:
- Cloud is just a fancy term used to describe that something is online. Yeap, that’s just it.
- Enterprise is another term for a group of professionals, a business, or a company.
- Document Imaging System is a process in which you scan and archive a document. A document is the finalized form of a contract, invoice, CV, etc. So it is like taking a photograph of a finalized document; but in this case, we scan it.
To sum up its definition, Enadoc is “an online service that helps you scan and archive any document, which can be used by a business or a company.”
What’s the difference between Document Imaging and Document Management?
The difference between Document Imaging and Document Management is the stage where the document process is. A document, as we all know, undergoes a process of revisions. Let’s take a group thesis as an example:
In a group thesis, a group starts the work by assigning people to draft the paper – one for the Background of the study, one for the Review of related literature, and so on. During the drafting process, the writers exchange their updated versions and corrections from time to time. This process is the Document Management part – because it simply undergoes a “systemic management.” Let’s say finally, they have finished their thesis – after the countless of exchanging revisions, the document is finalized. The finalized version has the latest versions compiled in a single document and produced as one document file – this is the Document Imaging part.
In our case, Enadoc, the document imaging system, has taken care of the document management system as well – Enadoc is already integrated with Microsoft SharePoint. Enadoc covers the Document Imaging part; while Microsoft SharePoint does the Document Management part. Microsoft SharePoint does provide the organized collaboration service online. Aside from imaging and collaboration, of course, Enadoc offers a lot of features.
The thing that makes Enadoc innovative is because of its unique features
One of its prominent features is its Tag cloud. A Tag is just like a real-world tag you put on a document to easily locate it in the future. A Tag cloud is a collection of those tags. In this tag cloud feature, users can freely indicate whatever they want to “label” or “tag” the document (e.g., passport, James Harden, 2010, valid ID, etc.) – this is the User Tag. Whereas the Reference Tags, these are the broader pre-defined tags that cater for much better tagging (e.g., Receipt, Invoice, CV, etc.) Think of them as user-preferred and system-defined keywords respectively.
This Tag cloud feature completely delineates away from the regular “Folders and Subfolders” system. With Tag cloud, a document can be located even without hurdling to the rigorous folders and subfolders search process. Enadoc also features a special Search Bar in which you can find a specified tag or metadata (metadata means a data in a data i.e., HR – Staff – employee number – 0001). A regular, traditional Search bar you find on a computer, on the other hand, can only limit its search for the file names, document types, and other limited data.
Enadoc Cloud uses Windows Azure for the secure storage
At some point you think, “how secure is this Enadoc Cloud? How vulnerable is it from hackers? Or from disasters?” In terms of assurance of how secure the storage is, Enadoc uses Microsoft Azure for the storage of the uploaded documents. You can learn more of Microsoft Azure here. On the other hand, in terms of how secure the documents are, Enadoc has some unique security features.
Enadoc has its Hexagonal Security (which surpasses the traditional Triangular Security). In the ordinary IT system security, there are three-tier techniques to protect the documents, files, content, etc., thus the term triangle:
- Encryption – it is like putting a padlock, the key is the decryption code;
- Usernames and Passwords – users are given with usernames and passwords to create electronic identity to be used as a permit to access certain contents; and
- Role-based security – this security gives permission with varying access levels to handful users (through usernames and passwords).
Enadoc, to ensure the documents full security, introduced three more additional methods, thus Hexagonal Security:
- Dynamic Watermarking – the document previewed on screen displays current user and logs login info on the screen to discourage unauthorized users to screen/mobile capture.
- Document Class – Admins impose variety of controls over the document (i.e., a document can be classified as “print only but not email” or “view only but not email and print”)
- Security Levels – Documents can be classified from Level 1 to Level 7. This security feature clearly defines which documents can be viewed or accessed by whom.
For more information about Enadoc security download Enadoc Whitepaper here.
Is Enadoc for me?
The short answer is “yes;” the longer answer is “why not?” If you have a business, own a corporation, or a staff in a department that uses a lot of paper and in need of a cost-efficient and easy-to-use Document Management System, you’re looking for Enadoc.
To enjoy Enadoc, it can be in a monthly or yearly subscription. There are two ways to access Enadoc service, one is through online (which is called On-cloud) or access it even offline (which is called On-Premise). What’s great about enjoying Enadoc is its scalability – meaning a company can easily add a user, and/or a library depending on the need. It means there are no pointless mandatory fixed users to enjoy Enadoc! In the end, basically, Enadoc is for every staff, department head, business owners, and company owners alike regardless of the size of the enterprise.
So here it is, Enadoc in an easy to understand discussion. The question remains is whether the people want to start looking ahead to manage their documents or do nothing and waste money and productivity. Interested? Inquiries? Contact us here: enadoc.com/contact-us