Document Management

Easy optical character reading (OCR) and smart indexing of documents from a variety of sources such as emails, PDFs and office documents, scanners and printers, network drives and more. Then, storing these documents in an indexed, usable form in a secure, central repository.

Define group, user or document type rules in order to control access rights to certain information. This is an essential feature for confidential or proprietary documents such as contracts, employee records, and more. Digital document files must prioritize security and access control.

Smart indexing for automated organization and simplified finding. Users will be able to immediately access documents from any device, inside or outside the office environment, in supporting the process at stake.

Secure document sharing between users with full access rights, version control, and other precautionary measures to ensure information integrity. Provide editing, annotation and task management, helping users get the most out of any given information when it’s in their hands.

Apply retention rules, security profiles, and layout models ensuring that information is correctly stored and destroyed in accordance with defined regulatory compliance.

Implementing a DMS is the most important step towards creating a paperless office, while removing the costs, insecurity and inefficiency of paper.

Employees will spend less time looking for files — a cumbersome and time-consuming task — and more time on high value-added work, as information/documentation is well organized, and the desired content can be easily found.

It becomes unnecessary to create multiple versions of the same document for distribution. Instead, one can just store a master copy in a central location for easy access.

In addition to the actual cost of paper — distributing, filing, and storing paper is expensive —, digitizing paper-based internal processes will reduce printing costs and other operating costs.

As paper moves quite slowly, a DMS system simplifies your internal and external processes.

Ensuring business-critical information is crucial for business continuity, and ensures that you keep your relationships with your customers without losing any sensitive data.
A DMS secures and protects your organization’s critical information, with complete data privacy and effective measures for its recovery in the event of any disasters.

Control who can see, modify, and share information, by defining user and administration rights. If, for instance, you want to establish that only a specific employee (or group of) can access certain information, you can make that setting in access controls.

Data centres can fail, and natural disasters like fires, floods, earthquakes and tornadoes do happen. If your documents are stored in file cabinets or on local hard drives, the likelihood of loss is very high.
Instead of taking this risk, you can create multiple, secure, redundant backups using a DMS, so that when disasters strike, you can recover quickly.

Stay calm knowing that your data complies with mandatory regulations like the Health Insurance Portability and Accountability Act of 1996 (HIPAA), and the General Data Protection Regulation (GDPR). Failure to comply with such norms can lead to severe sanctions.

Easy, swift integration between systems
Integration between applications and platforms ensures a smooth and secure flow of information between employees. Document management software can also be integrated with current systems to create consistent document infrastructure, good and secure filing and process automation measures, while also eliminating the need for and working on multiple systems.

According to an IDC (International Data Corporation) White Paper, “…information workers waste a significant amount of time each week dealing with a variety of challenges related to working with documents. This wasted time costs the organization $19,732 per information worker per year.”
In other words, for an organization with 1000 employees, productivity losses are equivalent to hiring 213 new employees.