1. Here’s a typical implementation process for iChannel Document Management by IRIS Software Group:

    

2. Initial Consultation and Assessment:

    

   1. Discuss business needs, document management requirements, and goals with the client.

       

   2. Assess current infrastructure, document workflows, and compliance needs.

       

3. Solution Configuration and Customization:

    

   1. Configure the system to meet the specific needs of the business (e.g., document storage structure, user roles, security settings).

       

   2. Customize features like workflow automation and integrations with other tools.

       

4. Integration with Existing Systems:

    

   1. Integrate iChannel with existing systems (e.g., accounting, CRM, or ERP).

       

   2. Test data transfer and synchronization to ensure seamless functionality.

       

5. User Training:

    

   1. Provide training sessions for key users and administrators on using the system.

       

   2. Offer training materials, webinars, and support documentation.

       

6. Testing and Quality Assurance:

    

   1. Conduct end-to-end testing to ensure all features and integrations work as expected.

       

   2. Address any issues or adjustments based on feedback from users.

       

7. Go-Live:

    

   1. Final implementation and system launch.

       

   2. Transition to live environment and begin using the system for daily document management tasks.

       

8. Post-Implementation Support:

    

   1. Provide ongoing support for troubleshooting, updates, and additional training as needed.

iChannel Document Management by IRIS Software Group can be customized to fit specific business needs. Here are several key data points regarding its customization capabilities:

1. Document Structure Customization:

• Flexible Document Storage: The system allows customization of document storage structures, such as folders, categories, and metadata fields. Businesses can organize documents according to their specific workflows and industry standards.

   

• Tagging and Metadata: Custom tags and metadata fields can be defined to ensure documents are categorized in a way that aligns with the business’s operational needs (e.g., client names, document types, project identifiers).

   

2. Workflow Automation:

• Customizable Workflows: iChannel allows the creation of custom workflows for document approval, routing, and task assignments. This enables organizations to automate document review and approval processes to suit their internal procedures.

   

• Approval Hierarchies: Businesses can set up multi-level approval processes, ensuring that documents are routed to the right people for review and approval based on the company’s hierarchical structure.

   

3. User Permissions and Roles:

• Granular Access Control: The system provides customizable user roles and permissions, allowing administrators to define who can view, edit, or approve documents based on role, department, or seniority level.

   

• User-specific Dashboards: Customizable dashboards can be set up for different user types, displaying the most relevant documents and actions for each user.

   

4. Security and Compliance Customization:

• Custom Security Policies: Businesses can implement specific security protocols, such as password policies, data encryption settings, and access control rules, based on their security and compliance requirements (e.g., GDPR, ISO 27001).

   

• Audit Trails: Customizable audit trails allow tracking of document access, edits, and approvals, ensuring full traceability for compliance with industry regulations.

   

5. Integration with Other Business Systems:

• Third-party Integrations: iChannel can be integrated with other business systems such as accounting, CRM, and ERP software (e.g., IRIS Accountancy Suite, Xero, Sage). These integrations can be tailored to specific business processes, streamlining workflows.

   

• Custom API Integrations: For businesses with unique needs, custom API integrations are available, allowing iChannel to work seamlessly with other software systems used by the organization.

   

6. Custom Reporting:

• Tailored Reporting and Dashboards: iChannel offers customizable reporting features, allowing businesses to generate reports based on specific document management metrics such as document activity, workflow performance, and user performance.

   

• Scheduled Reports: Businesses can schedule automatic reports to be generated and emailed to specific team members at defined intervals.

   

7. Scalability and Flexibility:

• Scalable Storage: iChannel’s cloud-based infrastructure allows businesses to scale document storage according to growth, adding more users and storage capacity as needed without significant changes to the system’s structure.

   

• Multi-location Support: For organizations with multiple offices or branches, iChannel can be customized to manage documents across different locations, ensuring access and control remain centralized.

   

8. Mobile Access Customization:

• Mobile App Configuration: iChannel offers mobile access, and the interface can be customized for mobile users, ensuring an optimized experience for on-the-go document management.

   

• Remote Access Permissions: Mobile user access can be restricted or extended depending on organizational policies, offering flexible control over remote document handling.

   

9. Client-facing Customizations:

• Client Portals: For businesses that need to share documents with clients, iChannel can be configured to allow secure client-facing portals, where clients can upload or download documents, enhancing collaboration and customer service.

   

• Branded Interface: The client-facing portal can be customized with the organization’s branding, including logos, colors, and custom URLs.

   

10. Data Migration and Custom Importing:

• Custom Data Migration: iChannel offers the ability to migrate existing document management systems to the platform, including custom data migration solutions for businesses with unique formats or legacy systems.

   

• Importing Custom Formats: Businesses can import documents from external systems and define custom formats, metadata, and tagging during the import process.

   

11. Customizable Notifications:

• Custom Alerts and Notifications: Businesses can set up custom notifications to alert users about document changes, approvals, or specific actions that need attention. Notifications can be tailored based on user preferences and document statuses.

   

12. Multi-Language and Multi-Currency Support:

• Global Customization: For businesses with international operations, iChannel supports multi-language and multi-currency functionality, allowing it to cater to diverse geographic locations and market needs.

iChannel Document Management offers the following training and support for new users:

1. Onboarding Support: Initial setup assistance and a dedicated account manager to guide businesses through configuration.

    

2. Training Resources: Online tutorials, video guides, webinars, and in-app help for self-paced learning.

    

3. Live Training: Customizable, instructor-led sessions for administrators and end-users, available on-site or remotely.

    

4. Customer Support:

    

   • Help desk support via phone, email, or chat, with 24/7 availability for premium plans.

   • Access to an online support portal for troubleshooting and FAQs.

      

5. Ongoing Assistance: Regular product updates, post-implementation support, and follow-up sessions.

    

6. Community Engagement: Access to online forums, customer success webinars, and peer networking.

iChannel Document Management by IRIS Software Group employs several security measures to protect data:

1. Data Encryption:

    

   • Encryption at Rest and in Transit: All data is encrypted both at rest (stored data) and in transit (data being transferred), ensuring protection from unauthorized access.

      

2. Access Control:

    

   • Role-based Permissions: The system uses granular user roles and permissions, restricting access to documents based on user responsibilities.

      

   • Multi-factor Authentication (MFA): Multi-factor authentication is implemented for additional security when accessing the platform.

      

3. Audit Trails:

    

   • Document Tracking: iChannel maintains comprehensive audit trails, tracking document access, edits, and approvals for accountability and compliance.

      

4. Backup and Disaster Recovery:

    

   • Automated Backups: Regular backups ensure that data is recoverable in the event of hardware failure or data loss.

      

   • Disaster Recovery Plans: iChannel has robust disaster recovery measures in place to ensure minimal downtime and data integrity.

      

5. Compliance with Industry Standards:

    

   • iChannel adheres to relevant data protection regulations such as GDPR, ISO 27001, and other industry-specific compliance standards to safeguard sensitive information.

      

6. Secure Cloud Storage:

    

   • Data is stored in secure, certified data centers with high levels of physical security and environmental controls.

      

7. Activity Monitoring:

    

   • Real-time Monitoring: Continuous monitoring of user activities to detect any unusual behavior or unauthorized access attempts.

      

8. Data Retention Policies:

    

   • Customizable Retention Policies: Businesses can configure document retention and deletion policies, ensuring compliance with internal and external regulations.

      

These security features ensure that iChannel provides a secure and compliant environment for document management.

iChannel Document Management releases updates periodically to improve features, security, and performance. Here’s how updates are managed:

1. Update Frequency:

    

   • Regular Releases: Updates are typically released on a quarterly or bi-annual basis, though critical security patches may be issued as needed.

      

   • Feature Enhancements: New features and functionality are added in major updates, with minor updates focusing on performance improvements and bug fixes.

      

2. Update Management:

    

   • Automatic Updates: For cloud-based deployments, updates are rolled out automatically to ensure users always have access to the latest version without requiring manual intervention.

      

   • User Notifications: Users are notified in advance about upcoming updates, including details on new features, enhancements, and potential downtime during deployment.

      

   • Customization Impact: If any customizations are impacted by an update, users are alerted in advance, and support is available to assist with adjustments.

      

3. Testing and Quality Assurance:

    

   • Updates undergo rigorous testing and quality assurance to ensure they meet performance standards and do not disrupt existing workflows.

      

4. Post-Update Support:

    

   • After an update is deployed, support teams are available to assist users with any issues or questions that arise from the new version.

iChannel Document Management by IRIS Software Group adheres to clear policies on data ownership and portability to ensure users maintain control over their documents and data. Here are the key aspects of these policies:

1. Data Ownership:

    

   • Client Ownership: Users retain full ownership of their documents and data stored within the iChannel system. IRIS does not claim any rights over the data and respects the client’s ownership and privacy.

      

   • Confidentiality and Privacy: IRIS commits to maintaining the confidentiality of client data and only using it for the purposes outlined in the contract.

      

2. Data Portability:

    

   • Exporting Data: iChannel provides users with the ability to export their data at any time. This includes exporting documents, metadata, and any related information in various file formats (e.g., PDF, Excel) for ease of transfer.

      

   • Seamless Transition: If a client decides to migrate to another system or provider, iChannel ensures that the data can be easily exported and transferred without significant barriers.

      

   • Cloud and On-Premise Options: Whether deployed in the cloud or on-premise, iChannel supports data portability to ensure that clients have flexibility in managing their information.

      

3. Compliance:

    

   • iChannel complies with GDPR and other relevant data protection regulations, which emphasize user rights to access, modify, and transfer their data. Clients can request copies of their data and ask for it to be deleted or transferred when necessary.

The terms and conditions for contract renewal and cancellation for iChannel Document Management by IRIS Software Group generally depend on the specific agreement between the customer and IRIS. However, the key aspects are typically as follows:

1. Contract Renewal:

• Automatic Renewal: Many contracts for iChannel are set to automatically renew at the end of the initial term (typically annually or based on the agreed subscription period). Customers are usually notified in advance (e.g., 30-60 days) before the renewal occurs.

   

• Renewal Terms: The renewal terms may include updated pricing or adjustments based on changes in the product or services offered, as well as potential inflation adjustments.

   

• Notice Period:

  • Clients may be required to provide notice (typically 30-90 days) prior to the renewal date if they do not wish to renew the contract or wish to change terms.

     

2. Contract Cancellation:

• Cancellation Notice: Customers wishing to cancel their contract must generally provide a written notice within the specified cancellation period, which may range from 30 to 90 days before the contract's end date.

   

• Cancellation Fees: If the cancellation happens before the end of the agreed term, a cancellation fee may apply, depending on the terms in the initial agreement. This fee could be a prorated amount or a fixed fee based on the remaining contract duration.

   

• Cancellation for Breach: If either party breaches the contract (e.g., non-payment or failure to deliver the agreed services), the affected party may have the right to terminate the contract early with immediate effect.

   

• Termination Rights: Clients have the right to terminate the agreement if the software does not meet performance standards or if there are critical failures in service delivery, as specified in the terms.

   

3. Refund and Transition:

• Pro-rated Refunds: If the client cancels the contract before the renewal date and has already made payments for the upcoming period, they may be eligible for a pro-rated refund for unused time.

   

• Data Retention & Transfer: Upon cancellation, iChannel typically offers a grace period for clients to retrieve their documents and data, ensuring that data portability options are available for a smooth transition.

   

4. Service Continuity Post-Cancellation:

• Support During Transition: After cancellation, IRIS may continue to offer support services during the transition phase to assist in data migration or switching to another provider.

   

• End of Service: Once the contract is canceled and the notice period has expired, access to the iChannel software and support services will be terminated.

   

5. Renewal and Cancellation for Cloud-Based vs. On-Premise Versions:

• Cloud-Based Subscription: Cloud deployments generally have subscription-based models that are easier to manage in terms of renewal and cancellation, often with monthly or annual cycles.

   

• On-Premise Deployment: On-premise versions may have longer-term contracts and could involve different cancellation terms based on hardware or licensing agreements.

iChannel Document Management by IRIS Software Group adheres to several key compliance standards to ensure data security, privacy, and regulatory adherence. These standards help businesses meet industry requirements and safeguard sensitive information. Here are the main compliance standards that iChannel meets:

1. General Data Protection Regulation (GDPR): iChannel complies with GDPR, the European Union regulation that governs data protection and privacy for all individuals within the EU. It ensures that personal data is handled securely and provides individuals with rights to access, correct, and delete their data.

    

2. ISO 27001: iChannel follows the ISO 27001 standard for Information Security Management Systems (ISMS), which helps manage the security of data through rigorous security controls, risk management, and continuous monitoring of information systems.

    

3. SOC 2 Type II (Service Organization Control 2): iChannel adheres to SOC 2 Type II, an auditing standard that evaluates the controls in place related to security, availability, processing integrity, confidentiality, and privacy of data.

    

4. HIPAA (Health Insurance Portability and Accountability Act): For customers in the healthcare industry, iChannel ensures compliance with HIPAA to protect sensitive patient data. This standard is crucial for managing healthcare records and ensuring privacy and security in digital environments.

    

5. PCI-DSS (Payment Card Industry Data Security Standard): iChannel follows PCI-DSS guidelines to ensure that any payment card data processed through the system is secure and complies with standards for protecting cardholder information.

    

6. Freedom of Information Act (FOIA): iChannel adheres to the FOIA requirements where applicable, ensuring that government-related documents and data can be managed, stored, and retrieved in compliance with public access requirements.

    

7. Other Industry-Specific Standards: Depending on the customer’s industry (e.g., financial services, legal), iChannel may also comply with other relevant standards, such as FISMA (Federal Information Security Modernization Act), NIST (National Institute of Standards and Technology), and FINRA (Financial Industry Regulatory Authority) regulations.

    

8. Data Localization and Sovereignty: iChannel ensures that it complies with data localization requirements for customers who are subject to national regulations about where data is stored and processed.