Work with your documents from anywhere, anytime

Whether it’s Business to Employee, or Business to Business, or Business To Customer, the Document Library encompasses features found only in top of the line and expensive Enterprise Content Management systems and Enterprise Document Management systems.With its web based interface that is secure and provides for any categorization the Document Centre is a fully featured solution.

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How much of your time is wasted looking for or re-creating information or documents that you KNOW you have SOMEWHERE?

It’s a good question isn’t it. Well we have some answers. Of course it varies from business to business, but our research indicates that can be as much as half of your time is wasted in activities related to document management and retrieval.

Let’s take a look at some facts with respect to corporate documentation and knowledge management in support of a well-structured document management system:

  • 90% of corporate memory exists on paper.
  • Of all the pages that get handled each day in the average office, 90% are merely shuffled.
  • The average document gets copied 19 times.
  • Companies spend $20 in labour to file a document, $120 in labour to find a misfiled document, and $220 in labour to reproduce a lost document.
  • 5% of all documents get lost, 3% of the remainder get misfiled.
  • Professionals spend 5-15% of their time reading information, but up to 50% looking for it.
  • There are over 4 trillion paper documents in the U.S. alone – growing at a rate of22% per year.

Coopers & Lybrand (Source: Immersion Technologies, Inc.)

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Link into the Free Workflow Designer

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Directly link your controlled and managed documents such as specifications, policies, sales orders, forms direct to the step in your on-line procedure or process.With the Workflow showing the correct sequence, the correct information is always available at the right time in the right sequence directly from the secure Document Management system.

This one feature alone has the potential to save so much time, effort and frustration!

Share and Collaborate and be Informed

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Always know what documents have been changed through the easy to use document change list as well as receiving change notices and acknowledgement requests.  With additional features such as built in messaging for sharing and collaborating information, comments or remarks about a document are one easy to use tool. For more compliance focused activities, use the acknowledgment system that ensures that people who receive document updates, acknowledge they have read and understood what they have received or provide feedback to an author.  If you are part of a document review or approval workflow then your tasks are always shown in a clear easy to follow list.

Full Details Regarding the Document

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Like all screens within Workflow Connect, the Document Details screen is comprehensive and ensures that the right information is available to make an informed decision regarding the document. As well as avoiding confusion while editing documents, if authorised, when a file is checked out to you, you are the only one allowed making changes to it.

The file will remain locked (checked-out) until you release it. A copy of the previous version is available for people to access until you decide to check back in. Automatic archiving and a full history is written for audit purposes as well as full approval that ensures all stakeholders are engaged in the approval process.

Utilise Standards and Policy Linking

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Specifically developed to ensure that compliance requirements are more easily managed. By linking a reference to a requirement such as an ISO 9000 clause to say a document, or a procedure/process, should that ISO 9000 requirement change it is easy to find what is affected within the organisation and to report to Auditors what refers to which clause in a standard.

Always Know who is editing a document
With Check in switched on users will always see who has the document checked out.
Offline Availability
When document or file is checked-out a local copy is stored. You can edit this document while offline and when next on line check it back into the system.
Upload, Search & Access Documents Online
Upload an unlimited amount of documents to a central online repository where they are easily searched and accessed by any authorised person.
Track Document Activities
Track who is doing what, when, where and how. Track the number of individuals reading documents, utilizing the unified feature of acknowledgements.
Track Document Revisions
Track all review and revision histories, approval histories, and change requests associated with documents.
Archive Historical Files
Automatically archive old versions of documents and maintain a secure historical record of all document related data for legal and knowledge preservation purposes as well as internal and external audits.
Approvals Make Control Easy
The built in approval system makes this critical and often time consuming activity part of the day to day business. Moving a draft document across the organisation is easy and simple to follow. Complete with rollback and auto archiving, this system makes sure people get the approved document on time with full auditable control.
Document Security Control
User access to documents can be controlled through security settings to ensure individuals, groups, departments and locations have appropriate access to proprietary documentation.
Collaborate In a Recognised Format
Utilizing the messaging system users can use an email style interface that also keep a historical trail automatically of any messages about any tagged file such as a procedure or document.
Confirmation Means Peace of Mind
Using the acknowledgment module, you can be confident that people have received information and also if necessary provide feedback to document controllers, compliance managers, or other concerned personnel.
Track that users respond to acknowledgements
With built in reporting that tracks when a user has acknowledge receiving or reading a document.
Reports that are meaningful

A suite of reports that provide intelligence about any document or file in the system. Included as standard are:

  • Check in Summaries
  • Subscription reports
  • Advanced Search
  • Full range of standard or policy reports
  • Acknowledgement reports.

Additionally the information side bar includes much more information such as created date, status, properties and links to other management features.

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