DocTrak is a Document Tracking application that is primarily used for locating document, its processing time and gives an analytic overview of its route.  It is equipped with a desktop web interface and a mobile (smart) phone function.  Document Tracking is the ongoing process of tracking the location, current user, descriptive details and status of all your critical documents. Today, many organizations track this information manually or do not have any tracking process in place. The result is time-consuming searches for documents and lost productivity. The benefit of an automated document tracking solution is that it leads to up-to-date, accurate document information that improves document utilization and accountability.  This software is 100% developed in Liberia

DocTrak has three principal mode of operation:

Desktop Mode:  in desktop mode all documents are registered into the system with a unique barcode that serves as tracking number whenever the user for which the document is being processed wants to track that document. This Desktop mode function over a LAN or WAN.  

Mobile Mode:  Once the document is registered into the system, the mobile (smart) phone, is used to scan all documents  entering a given unit/office for processing and exiting after processing. In mobile mode document can also be action and moved from one location to another as need maybe. 

Web/Internet Mode:  The web mode functions primarily to view the status of documents but most importantly to download the scanned document loaded to the system.  This enable the user to login from any geographical location download document of importance and even action it by attaching a comment that will enable the local office to act one.  User could be alerted via email if an important document needs urgent attention.  The web/internet mode has two user type functions: 1) User can view, track and download document  2) With the barcode, user can only view and track document. This mode could be extended to the public. Institutions or individuals processing documents could check the internet for the status of their documents.

This mode is only available to institution buying more than 30 licenses.

Existing features of our EDMS at MFDP:

Document Management Files

• Add any file type to the system
• No FTP required. Upload directly from your browser.
• Meta data fields for each file/document
• Assign a department/category/type to each file or document
• Revision history (Document Audit Trail)
• Documents are stored and Archived physically on the server
• Create custom document properties to match our client’s needs
• Barcode generating and scanning features
• Report generating by Administrator

Document Management Workflow

• Automated document review process
• Reviewer/Administrators can approve or reject a new document or a changed document
• History of Document work floor enhanced

Document Search

• Quick-browse search by author, department, category, document type etc…
• Full search by meta-data, author, department, category, file name, comments, etc.
• No external indexing processes required
• Document Management Server Requirements

Security features:

• Password protection for secure transaction
• Users access and permission are configured by Administration
• Flags all users or department that has documents for more than 48 hours
• Trace and track transaction of every user

Mobile Features:

In the absence of the physical computer the Mobil ap on the phone can perform most of the above.

Mobile app for android phone-scan, comment, receive and forward document. .

New Features:

• Access control and usage on departmental  level
• Built-in scanner services using OCR, PDF conversation etc..
• Index and archive service for document storage
• If requested, can be hosted for public consumption to track document via the web