OceanX Technology: Efficient Cloud-based Document Management

"Learn from the water, friends! Water is invisible and colorless. When you put water into a cup, it becomes a cup. When you pour water into the teapot, it becomes teapot”—these famous words of Bruce Lee can be undoubtedly related to OceanX Technology, one of Asia's leading enterprise information management and delivery solution provider—bestowing enterprise-class OceanX ECM. The firm’s solutions exhibit the flexibility to change its interface and functionality according to the client’s requirements. “The concept of OceanX ECM is from water, with its flexibility to adapt to enterprises and ability to improve operational efficiency with minimum cost,” says Tse Chiu-Hing, Director, OceanX Technology Limited.

OceanX ECM provides comprehensive file management capabilities, including document capture, business processes, task management, and document management. The firm’s flagship product OceanX ECM supports cloud-based, on-premise and multi-tenant platforms. Through OceanX ECM, organizations can securely discuss, share, and collaborate critical business content. “It not only provides a user-friendly interface which integrates with Outlook but also makes email management much easier,” adds Tse. The solution provides a web-based interface for users to create, manage, and effectively edit their Microsoft Office documents without changing their current way of doing it. The tool integrates with Microsoft Office to allow users to open Office documents such as Excel, PowerPoint, and Word through the system directly in Office interface. Apart from “Outlook Add-in” and “Office Add-in,” OceanX ECM also includes the firm’s patented technologies: BuildingBlocks, ImagePlus, and CapturePlus. BuildingBlocks customizes customer interface, while ImagePlus, and CapturePlus ensures the accuracy of Optical Character Recognition (OCR) and graphics.

Using old versions of files may cause companies financial losses, and this can even blemish their reputation.

With OceanX ECM’s Office Add-in feature, users can save files as major or minor versions in the system. The feature allows users to protect the final version of the document. Once released, the system ensures that it cannot be further edited. Apart from the final versions, users can also find all of the previous versions in OceanX ECM’s interface. OceanX ECM also enables users to create a new file name based on metadata, which is created automatically when users save documents in Office interface. This enforces standardization on file naming and avoids staff from using wrong documents due to inconsistent file names.

In addition to providing the multi-language systems, it also integrates with MS Office and Outlook user interface, supporting Universal Viewer and integrates with OceanX Document Processing Center (DPC), OceanX Capture, and OceanFax fax servers. OceanX Document Processing Center (DPC) is another feature which captures and classifies information from hard copy documents. Documents can be integrated and distributed to appropriate people, departments, or backend systems such as ERP, CRM, ECM, SAP, and workflow. OceanX DPC allows companies to distribute tasks across physical sites regardless of their geographic locations. Once document image is captured from a scanner, OceanX DPC recognizes the form and selects the relevant information. Thus, allowing remote users to capture information from documents. Further, the firm’s OceanX Capture is a powerful business application that can automatically convert a paper document into critical business data for document filing or business applications.

In order to customize the client’s functionality, the firm provides a unique technology—BuildingBlocks. The major functions are designed and developed as a block, stored in the BuildingBlocks library for managing, modifying, adding, deleting, and upgrading. Customers can use the pre-defined BuildingBlocks or create their own to define and control the client interfaces. Different client interfaces and functions are available for different users or groups. It supports multi-language and gives excellent user experience. With BuildingBlocks technology, the future upgrade is hassle-free and is compatible with OceanX ECM’s existing and future version without affecting the core of the system.

At present, OceanX Technology caters its products to major Enterprises, government institutions and public utilities in Asia, but the firm plans to expand globally in the future. “Our ultimate goal is to become a global company. In the coming years we will aim to expand in Europe, and U.S.,” concludes Tse.