Coastal’s professional services are part of a complete menu of custom solutions we provide. We assist you in developing the best possible document management solution (ECM) for your organization’s goals and budget.
Workflow Analysis
Coastal’s staff will be on your site to conduct and document a review of your current processes and workflow - looking for choke points and areas that can benefit from improved process management. Our goal is to minimally impact your staff’s daily work during the analysis phase - but we will require assistance throughout the process. At the end of the review period, Coastal will compile the data, provide a review and identify areas of your organization where technology implementation would be most beneficial.
Finally, we make a presentation of our recommended solutions. The final choice is ultimately yours of course, but let the experts show you what you might be missing and what possibilities are out there for improvement.
Database Conversion
In the process of implementing a new document management system, we often encounter legacy systems. The question: “Can you bring my old data into this new system?” The simple answer is “Yes, we can.” But the more important question is: “Should we and how much will it cost?”
There is no simple answer to this question. It will depend on the complexity of the legacy system, whether or not the system is open source, other mitigating factors, and of course the total overall costs associated with conversion. Coastal provides a written estimate prior to any conversion work.
Development Services
If your organization wants to “do it yourself”, Coastal can assist in the acquisition, setup and training of your staff to ensure a positive outcome and successful project. Our steps include reviewing your desired outcome, conducting an assessment of current workflow and systems, customizing a solution configuration, equipment aquisition, workflow setup, and training. You know your documents, we know the processes. In a short time, your staff will be comfortable working with the system and able to accomplish tasks quickly.
Our services don’t stop there. We are your back-up for the long term. We periodically check in with you to monitor the status of your project and if any adjustments to the system are required. You can always call us for help or questions. We pride ourselves on a reputation of superior customer service.
Software
Coastal has positioned itself to provide a solution that is best for the customer. We represent a variety of software companies so that we can provide the best solution to your needs. The top software system that Coastal employs is Alchemy. It is a strong and flexible system with an easy to use interface. Please feel free to visit their website for much more detail about the software system after a quick review below.
Alchemy
The Alchemy Product Suite has several features and options available to build the solution that fits you best. This is very modular which means that you pay for only what you need and plan on using. You can always upgrade as you grow. One of the strengths of the Alchemy system is the user interface and the ease of moving documents into the repository whether from a Scan station or from your desktop. Also the files are kept in their original format and you have a quick launch button to jump the document right back into the native application.
Alchemy Content Management Server
Alchemy Advanced Server is the basis for applications requiring integrated document management, records management, compliance and workflow, along with fixed content management. The license includes one Advanced Server license with Library Services, Audit Logging, and Role-Based assess control, The Standard Server functionality, and one Alchemy Administrator Client License. Additional Administrator, search, and input licenses are available.
Alchemy Standard Server is the basis for fixed content management applications such as imaging and COLD. The license includes one Standard Server License with Multi-user repository management and integrated Windows Security, and one Alchemy Administrator client license. Additional Administrator, search and input licenses are available.
Alchemy Server Options
Alchemy Records Manager: For records managers to create and manage record file plans and retention schedules that are applied to content stored in Alchemy repositories, as well as physical files and electronic files stored on the Windows file system. Requires the Alchemy Advances Server.
Database Encryption Module: Adds an additional layer of very high security to Alchemy repositories by using a 256 byte blowfish based security algorithm. Requires the Alchemy Standard or Advanced Server.
Alchemy Web: The middleware services layer that publishes Alchemy repositories to the Internet using an internet Explorer browser. Requires the Alchemy Standard or Advances Server, and Alchemy Search Client access licenses.
Alchemy Clients
Index Station: For Content Contributors. This station allows users to add, annotate, index and view documents, and is ideal for imaging and workflow applications. The Document Management Client is an add-in to Microsoft Office applications (Word, Excel, PowerPoint, and Outlook) that adds document and records management functionality and repository access. It requires the Alchemy Advanced Server.
Alchemy Search: For Content Consumers. The Alchemy Search Client is for content consumers, providing read-only access to Alchemy repositories on a LAN/WAN or on portable optical discs such as CD, DVD, UDO or PDD, and an Internet Explorer client for web access. Search client licenses allow for access using both types of clients on the same Alchemy Server. Web access also requires the Alchemy Web License.
Alchemy Input Modules
Alchemy Scan: Captures paper documents into an Alchemy repository using a wide range of scanners. Includes advanced OCR for Full-text or Zone OCR. Includes bar code recognition. Requires an Alchemy Administrator or Index Station License.
DataGrabber: Development license to write definition files to import large ASCII or EBCDIC computer output files into an Alchemy repository. Includes the Runtime License for same workstation. Requires an Alchemy Administrator license. DATAGRABBER RUNTIME license to run predefined definition files within Alchemy Administrator. Requires an Alchemy Administrator license.
Exchange Archive Link for Alchemy: A “Back office” archiving server that captures emails from one or more exchange serves and stores them into Alchemy repositories. The Exchange Archive Link for Alchemy Server License includes one Alchemy Standard server license and on Exchange Archive Link for Alchemy Administrator license.
MS Office document input is available with the Document management addin, Alchemy Administrator or Index Station.
CAD, PDF and window explorer drag and drop input are available with the Alchemy Administrator or index station.