Service category: Campus & Business

The commercial software Regisafe provides the University’s Student Services Office (ZUV) with the functionality of a document management system (DMS). Using a Windows-based client, the standardised filing system and integrated search mechanisms ensure that even large volumes of data remain transparent and can be searched according to a wide variety of criteria. The system enables the implementation of efficient workflows and ensures that archived documents are compliant with audit requirements. All documents can be accessed via the document viewer.
Regisafe will be replaced by the d.velop documents DMS in future, in a series of individual sub-projects.

service features

Filing Plan/Organisational Management

• Existing filing plans are integrated
• Hierarchical mapping and navigation
• Budget centres, product identifiers, notes and storage locations are automatically recorded

Sub-files/Case Management

• An unlimited number of sub-files/transactions for each file reference, which in turn can be subdivided indefinitely
• Perfect alignment with paper files
• Facts of the incident are presented clearly
• Sub-files/transactions spanning multiple file references
• The responsible case officers and the relevant department are automatically recorded

Document management

• Management of all types of files: text documents, spreadsheets, graphics, emails, faxes, scanned documents, image files, multimedia files and much more
• Applications such as Microsoft Office are seamlessly integrated
• Automated document creation with a link to address management
• Integration of templates with transfer of case handler data
• Drag-and-drop function for easy file storage in REGISAFE
• Mail merge function
• Archiving function for the results lists of every REGISAFE search
• Notes on the document, regardless of file type, with their own access permissions and printable

Document viewer

• Virus-safe, application-independent file preview
• File preview with page-turning function directly within a results list
• Thumbnail view of all pages for multi-page scanned documents and for multiple documents (such as from a results list)
• Rotate and move individual or multiple pages
• Note-taking function for adding comments to individual documents
• Display of multiple files simultaneously

Full-text search

• Indexed full-text search within file contents and metadata by word parts and word beginnings
• Search using phonetics and synonyms
• Search scope can be limited, for example, to file references, sub-file/case identifiers, addresses, documents, meetings or creation periods
• Indexing of a wide variety of file formats, such as Office documents, PDF files, scanned documents via text recognition, etc. – depending on the integrated file converters

Document scanners

• Support for virtually all TWAIN-compatible scanners
• Support for network scanners
• Automatic removal of blank pages and white and black margins, straightening
• Predefined scan settings (resolution, paper size, feed type, colour mode and much more)
• Scanning a batch in one or more steps, including staggered steps; subsequent assignment and rescan of pages possible
• Cropping of areas, e.g. for newspaper clippings
• Batch assignment of multiple documents
• Electronic mail distribution

Version control

• Automatic retention of previous versions of documents when changes are saved
• Display of previous versions
• Reactivation of previous document versions

Cross-module search function

• With phonetic search
• With synonyms
• By word parts and word beginnings
• All search criteria can be saved and quickly retrieved

User access

• Creation of user groups and individual users
• Assignment of different access rights to individual users and groups
• Assignment of rights for individual programme functions
• Hierarchical structure and display
• Control of access authorisation for individual objects (e.g. file reference, sub-file/case, document, address)
• Creation of any additional user data such as direct dial numbers, dictation codes, etc.

Print function

• Cross-module print function (e.g. filing plan, hit lists, index cards, tables)
• Direct printing of emails, including attached files
• Editing and saving print output

Check-out/Check-in

• Individual or multiple documents can be saved as files locally on the hard drive or, for example, onto a USB stick
• Once edited, these files can be returned to REGISAFE

Advanced user management

• Decentralised user administration: Administrative tasks (creating new users, assigning them to groups, entering additional data, etc.) can be distributed amongst several departmental administrators
• Multiple defaults can be defined for user settings

Session management

• Integrated meeting management with links to all application modules
• Organisation of meeting templates, minutes and documents relating to the meeting
• Display of all meeting information

Address management

• Central address database
• Automatic transfer of addresses into letters and emails
• Transfer of address data to the Pocket PC
• Faster address entry thanks to a pre-loaded postcode database
• Convenient mail merge function
• Creation of bulk emails
• Setting up mailing lists for mail merges
• Setting up your own address-based databases
• Assign access rights down to individual addresses
• Viewing all documents created for a particular address

Records management

• Centralised records management and decentralised search functions
• File requests are processed more quickly: files are issued with an automatically generated barcode, which is scanned both on issue and on return
• REGISAFE generates labelling stickers for folders and files
• File receipt slips can be produced easily and conveniently at the click of a mouse
• REGISAFE ensures that electronic and paper files are kept in sync

Workflow

• Definition of work flows: key details such as sequence, staff involved and deadlines according to which the process is to be handled
• All work steps are documented
• The current processing status can be viewed at any time
• Checkpoints ensure that important requirements, such as deadlines or special conditions, are met
• Different user permissions control access

Proxy arrangements

• For each user, it is possible to specify who may act as their substitute. A distinction can be made between full substitution and group-based substitution. In the case of group-based substitution, different substitutes can be designated for each authorisation group, as well as for the display of new emails and follow-ups. In the case of full substitute, the substitute gains access to all the groups of the person they are substituting for and is shown their new emails and follow-ups
• These settings can be configured centrally by an administrator or independently by each user
• Substitute status can be transferred to a substitute or taken over by a substitute at any time

Activity log

• Display of all activities relating to individual objects such as sub-files, file references or documents
• The log records, for example, changes to the data record, sending via email or read access
• Restricted use by, for example, administrators is possible

Electronic signature

• Documents can be signed electronically
• Option to view signatures that have been applied
• Proxy arrangements are taken into account
• The time of signing and the order of multiple signatures are logged
• Signature types can be customised to suit your needs
• Complies with Level 2 of the German Signature Act (advanced electronic signature)

Synchronous backup

• All newly entered or amended data is automatically backed up in a so-called transaction file at the same time as it is saved to the database
• If it is necessary to restore from a backup, any entries, changes, etc. made since that backup are automatically tracked using the transaction file
• Document files (e.g. Word files, scanned documents) can be backed up onto optical media – audit compliance is ensured through long-term backup on WORM media
• The metadata, including all hierarchically superior objects, is also backed up in an XML file
• Convenient recovery functions enable the rapid and secure reconstruction of potentially corrupted data in the event of an emergency

Security

• User access control permits only authorised access
• Activity log: All changes, accesses or other activities such as copying, sending by email, etc. are documented.
• Version control: Older versions of a document and the associated metadata are retained and can be reproduced at any time.
• File storage protection: No workstation has direct access to the file storage via the network.
• Encrypted storage: Files can be stored in encrypted form.
• File integrity check: Two interlocking 160-bit hash values (electronic fingerprints) reliably detect any unauthorised changes to a document.
• File storage synchronous backup: All files are synchronously and automatically backed up to a WORM medium for hard-disk storage. The metadata is backed up as an XML file, including all hierarchically superior objects.

User groups

Staff of the Central University Administration

Service hours

24 x 7 x 365

System maintenance required at irregular intervals is carried out during off-peak hours. This is usually after 17:00 or during the standard lunch break from 12:00 to 12:30.

application modalities

Authorised users should submit an informal request for access to Regisafe to Division (Dezernat) III – Human Resources; for new staff members with relevant responsibilities, access is automatically requested. Once Division (Dezernat) III has verified eligibility, it will request the kiz (Communication and Information Centre) to set up the account.

From a technical perspective, access to Regisafe also requires a Windows-based client programme and access to the administrative network (via VPN if necessary).

Fees / Charges

No fees or charges are invoiced for the service. Should any extensions or modifications to the functionality need to be commissioned externally from the manufacturer, the user must bear the associated costs.