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netDocShare
by KLoBot
by KLoBot
Profile Information Last updated on: 1 July 2024
Profile Information Last updated on: 1 July 2024
We help make selecting a software for your business effortless, economical and efficient.
by KLoBot
by KLoBot
Profile Information Last updated on: 1 July 2024
Profile Information Last updated on: 1 July 2024
The implementation process for netDocShare software typically begins with a comprehensive assessment of the client's existing document management system (DMS) and their specific needs. This initial phase involves consultations with key stakeholders to understand their workflows, document types, and collaboration requirements. Following this, a detailed implementation plan is developed, outlining the steps and timeline for deployment.
The next phase involves the actual setup and configuration of the netDocShare software. This includes integrating the software with Microsoft Teams, SharePoint, and other relevant platforms. The integration process is designed to be seamless, ensuring that users can access and manage their NetDocuments content directly within these platforms. This phase also includes setting up the various views (Normal view, Tree view, Recent Docs view, Favorites view, and Go-to client/Matter view) and configuring synchronization jobs.
Once the software is configured, a testing phase is conducted to ensure that all functionalities are working as expected. This includes testing the advanced search capabilities, secure sharing features, and bi-directional synchronization. Any issues identified during this phase are addressed promptly to ensure a smooth user experience.
The final phase involves user training and go-live support. This includes providing training sessions for end-users to familiarize them with the new system and its features. The entire implementation process typically takes a few weeks to a couple of months, depending on the complexity of the client's requirements and the size of the organization.
netDocShare software is highly customizable to fit specific business needs. The software allows for the creation of custom views and synchronization jobs, which can be tailored to match the unique workflows of different departments within an organization. For instance, legal professionals can set up custom views to quickly access client or matter-specific documents, while real estate teams can synchronize lease agreements and property deeds for easy access and collaboration.
Additionally, netDocShare supports the integration of multiple content sources, allowing businesses to consolidate their document management into a single interface. This flexibility ensures that users can access all relevant documents without switching between different platforms. Customization options also extend to the user interface, where businesses can configure the software to match their branding and user preferences.
The software also offers advanced search capabilities that can be customized to prioritize specific document types or metadata fields. This ensures that users can quickly find the documents they need, saving valuable time and improving productivity. Furthermore, netDocShare can be integrated with other business applications, providing a seamless workflow across different tools and platforms.
For businesses with unique requirements, netDocShare offers customization services at an additional cost. These services include custom development to add new features or modify existing ones to better align with the business's needs. This level of customization ensures that netDocShare can adapt to the evolving requirements of any organization.
The pricing for netDocShare software includes several components. The subscription pricing is available in both monthly and yearly plans, with the yearly plan typically offering a cost advantage. However, the subscription fees do not cover one-time setup fees or any applicable customization fees. These additional costs are determined based on the complexity of the implementation and the extent of customization required.
Setup fees generally cover the initial configuration and integration of the software with the client's existing systems. This includes setting up synchronization jobs, configuring custom views, and integrating with Microsoft Teams and SharePoint. Customization fees are applicable if the client requires specific modifications or additional features that are not part of the standard offering.
Maintenance and support charges are also part of the overall cost structure. These charges cover ongoing support, software updates, and access to new features as they are released. The maintenance fees ensure that the software remains up-to-date and continues to meet the client's needs over time.
Additionally, there may be costs associated with training and onboarding new users. While initial training is typically included in the setup fees, ongoing training sessions or additional support for new employees may incur extra charges. Businesses should budget for these additional costs to ensure a smooth and successful implementation of netDocShare.
netDocShare offers comprehensive training and support to ensure that new users can effectively utilize the software. The training program includes both initial training sessions during the implementation phase and ongoing training opportunities as needed. These sessions are designed to familiarize users with the software's features, including advanced search capabilities, secure sharing, and synchronization.
Initial training typically involves hands-on sessions where users can practice using the software in a controlled environment. This helps them understand how to navigate the interface, access documents, and perform common tasks. The training also covers best practices for document management and collaboration, ensuring that users can maximize the benefits of netDocShare.
In addition to initial training, netDocShare provides ongoing support through various channels. This includes access to a dedicated support team that can assist with any issues or questions that arise. Support is available via phone, email, and an online helpdesk, ensuring that users can get help whenever they need it.
netDocShare also offers a range of online resources, including user guides, video tutorials, and FAQs. These resources provide users with self-help options to resolve common issues and learn more about the software's features. For businesses with specific training needs, netDocShare can arrange customized training sessions to address unique requirements or advanced use cases.
netDocShare places a strong emphasis on security to protect sensitive data. The software includes several security measures to ensure that documents are accessed and shared securely. One of the key features is secure sharing, which allows users to control access to documents within Microsoft Teams conversations. This ensures that only authorized users can view or edit the documents.
The software also supports advanced authentication methods, including multi-factor authentication (MFA), to verify user identities. This adds an extra layer of security, making it more difficult for unauthorized users to gain access to the system. Additionally, netDocShare uses encryption to protect data both in transit and at rest, ensuring that documents are secure from interception or unauthorized access.
Access controls are another important aspect of netDocShare's security measures. The software allows administrators to set granular permissions for different users and groups, ensuring that users can only access the documents they are authorized to view. This helps prevent unauthorized access and ensures that sensitive information is only available to those who need it.
Regular security audits and updates are conducted to ensure that the software remains secure against emerging threats. netDocShare's development team continuously monitors for vulnerabilities and releases updates to address any security issues. This proactive approach helps maintain a high level of security and protects client data from potential breaches.
netDocShare releases updates regularly to ensure the platform remains secure, functional, and aligned with user needs. The updates are typically categorized into major releases, minor releases, and maintenance updates. Major releases introduce significant new features and enhancements, while minor releases and maintenance updates focus on fixing bugs, improving performance, and adding minor features. For instance, the release notes for version 3.2.0.2503 highlight the introduction of the netDocShare Administration App, session timeout features, and several bug fixes and performance improvements.
The management of these updates is systematic and user-centric. netDocShare employs a structured release management process that includes thorough testing phases to ensure stability and reliability. Before any update is rolled out, it undergoes rigorous internal testing followed by beta testing with a select group of users. This phased approach helps identify and resolve potential issues before the update is made available to all users. Additionally, netDocShare provides detailed release notes that document the changes, new features, and bug fixes included in each update, ensuring users are well-informed about what to expect.
User feedback plays a crucial role in the update process. netDocShare actively solicits input from its user community to identify areas for improvement and to prioritize new features. This feedback loop ensures that the updates are aligned with the actual needs and preferences of the users. Moreover, netDocShare's support team is available to assist users with any issues that may arise during or after an update, providing a seamless transition and minimizing disruptions to their workflows.
To facilitate the update process, netDocShare offers automated update mechanisms that can be configured to suit organizational preferences. Users can choose to receive updates automatically or manually, depending on their operational requirements and IT policies. This flexibility ensures that organizations can manage updates in a way that minimizes downtime and aligns with their internal processes. Overall, netDocShare's approach to updates is designed to enhance the user experience, maintain high standards of security and performance, and continuously evolve the platform to meet the changing needs of its users.
netDocShare places a strong emphasis on data ownership and portability, ensuring that users have full control over their data. Data ownership means that users retain all rights to their data, including the ability to access, modify, and delete it as needed. This policy is crucial for organizations that need to maintain strict control over their sensitive information, particularly in industries such as legal and finance where data security and compliance are paramount.
Data portability is another key aspect of netDocShare's policy. The platform is designed to facilitate the easy transfer of data between different systems and environments. This includes the ability to export data from netDocShare to other platforms or storage solutions, ensuring that users can move their data as needed without any restrictions. This capability is particularly important for organizations that may need to switch service providers or integrate netDocShare with other tools and systems in their technology stack.
To support data portability, netDocShare provides various tools and features that simplify the process of exporting and importing data. These tools are designed to be user-friendly, allowing even non-technical users to manage their data effectively. Additionally, netDocShare ensures that data is transferred securely, using encryption and other security measures to protect it during transit. This commitment to data security helps build trust with users and ensures that their data remains protected at all times.
Overall, netDocShare's policies on data ownership and portability are designed to provide users with maximum flexibility and control over their data. By ensuring that users can easily access, manage, and transfer their data, netDocShare helps organizations maintain compliance with data protection regulations and meet their operational needs. This focus on data ownership and portability is a key differentiator for netDocShare, setting it apart from other document management solutions in the market.
netDocShare offers flexible terms for scaling up or down to accommodate the changing needs of organizations. This flexibility is crucial for businesses that experience fluctuations in their document management requirements due to factors such as growth, restructuring, or changes in operational focus. netDocShare's scalable architecture allows organizations to adjust their usage and subscription plans without significant disruptions or additional costs.
When scaling up, organizations can easily add more users, storage capacity, and additional features to their existing netDocShare subscription. This process is streamlined to ensure that businesses can quickly respond to increased demand without experiencing downtime or performance issues. netDocShare's support team is available to assist with the scaling process, providing guidance on the best options and configurations to meet the organization's needs. This support ensures that the transition is smooth and that the organization can continue to operate efficiently.
Conversely, when scaling down, organizations can reduce their subscription plan to better align with their current requirements. This might involve decreasing the number of users, reducing storage capacity, or removing certain features that are no longer needed. netDocShare's flexible subscription model allows for these adjustments to be made with minimal hassle, ensuring that organizations are not locked into paying for resources they do not use. This cost-effective approach helps businesses manage their budgets more effectively and ensures that they are only paying for what they need.
Overall, netDocShare's terms for scaling up or down are designed to provide maximum flexibility and support for organizations. By allowing businesses to adjust their usage and subscription plans as needed, netDocShare helps ensure that they can respond to changing demands and maintain optimal efficiency. This scalability is a key advantage for organizations that need a document management solution that can grow and adapt with them over time.
netDocShare's terms and conditions for contract renewal and cancellation are designed to provide clarity and flexibility for users. Approximately forty-five days before the end of the current support period, netDocShare will invoice users for the renewal of technical support. This advance notice ensures that users have ample time to review their needs and make informed decisions about renewing their subscription. The renewal process is straightforward, with clear instructions provided to facilitate a seamless transition into the new support period.
For contract cancellation, netDocShare allows users to terminate their subscription by providing notice in accordance with the terms specified in their agreement. Users are typically required to give advance notice of their intent to cancel, which helps netDocShare manage the termination process and ensure that all necessary steps are taken to secure and transfer any data as needed. The specific notice period and other cancellation terms are outlined in the user's contract, providing transparency and predictability for the process.
In the event of cancellation, netDocShare ensures that users have access to their data and can export it before the termination of the service. This commitment to data portability ensures that users can retain control over their information and transition to another service or storage solution without losing access to their critical documents. netDocShare's support team is available to assist with the data export process, providing guidance and technical support to ensure a smooth transition.
Overall, netDocShare's terms and conditions for contract renewal and cancellation are designed to provide users with flexibility and control over their subscription. By offering clear guidelines and support for both renewal and cancellation, netDocShare helps ensure that users can manage their document management needs effectively and make informed decisions about their service. This user-centric approach is a key aspect of netDocShare's commitment to providing a reliable and flexible document management solution.
netDocShare meets a comprehensive range of compliance standards to ensure the security and integrity of its users' data. One of the key certifications that netDocShare holds is ISO 27001, which is an internationally recognized standard for information security management. This certification demonstrates netDocShare's commitment to implementing robust security controls and maintaining a secure environment for its users' data. Additionally, netDocShare has extended its ISO 27001 certification to include ISO 27018, which focuses on the protection of personally identifiable information (PII) in cloud environments.
In addition to ISO certifications, netDocShare has also achieved SOC 2 Type 2 compliance. This certification involves a rigorous audit process that evaluates the effectiveness of netDocShare's security controls, particularly in areas such as data protection, privacy, and confidentiality. The SOC 2 Type 2 audit includes additional privacy controls to ensure that netDocShare meets the highest standards for data security and privacy. This certification is particularly important for organizations in regulated industries, such as legal and finance, where data protection is critical.
netDocShare also complies with the General Data Protection Regulation (GDPR), which is a comprehensive data protection regulation that applies to organizations operating within the European Union (EU) or handling the data of EU citizens. Compliance with GDPR involves implementing strict data protection measures, including obtaining user consent for data processing, ensuring data portability, and providing users with the right to access and delete their data. netDocShare's GDPR compliance is independently attested by Cordery Compliance Limited, further validating its commitment to data protection.
Beyond these certifications, netDocShare adheres to various other industry-specific compliance standards, such as HIPAA for healthcare data protection and FIPS 140-2 Level 3 for cryptographic security. These certifications and compliance achievements demonstrate netDocShare's dedication to maintaining a secure and compliant environment for its users. By meeting these stringent standards, netDocShare provides users with confidence that their data is protected and managed in accordance with the highest security and privacy standards.
By KLoBot