Document management (DMS)
Document
Preparation
Documents are prepared using pre-defined templates, which make it easier and faster to fill out document forms. Additionally, the document being prepared can be linked to other relevant documents using references.
Document
Approval/Approval Process
When approving and authorizing documents, their status, deadlines, and the actions performed by participants in the approval and authorization sequence can be monitored. These processes are described through the organizational structure, hierarchy, duties, and roles, so personnel changes do not affect them. The document approval process also takes into account employee vacations, illnesses, or other reasons for absence — substitute functions are used for this purpose.
Creation and Signing of Electronic Documents
In the document approval process, electronic documents are created. Qualified or system-configured unqualified (advanced) signatures are used for their confirmation (signing).
Document Versioning
For more efficient work with documents, it is crucial to see who edited the document, what changes were made, and which version is the latest. With the help of the document management system, both new and old versions of the same document are saved, and the versioning history is tracked.
Document Registration
The document management system simplifies, especially the crucial step of document registration. Both approved and unapproved documents are registered or handed over to the registrar. Documents can also be registered automatically. Once registered, a document becomes accessible only to designated employees.
Document Transfer and Archiving
Approved or authorized documents (contracts, correspondence, regulatory documents, instructions) are transferred to a specialized module. Documents are archived and destroyed according to pre-defined organizational rules.
Document Search
Search is conducted based on document attributes or any content fragment. Quick search within the document database helps locate associated contracts or any related information more efficiently.
Access Rights Management
This feature allows granting or revoking rights to view, edit, or perform other actions on documents for specific users of the document management system. Access can be managed at the folder, individual document, or document attribute levels.
Employee Notification
Notifying organization employees about a document and distributing it. Using the system, a document can be forwarded with an attached message containing notes to one, several, all, or a specific group of system users.
Audit Information
The registration of action history provides the ability to review recorded audit information. The log automatically records actions performed by system users on a specific document. Information such as the date and time of the action, the associated DMS user, and the action performed is saved. This approach to document management ensures precise information about documents and access to them.
Sekasoft offers two DMS systems on different platforms. We invite you to register for a consultation, and we will help you find the solution that best fits your needs and IT infrastructure strategy.
Document and Process Management System in the Microsoft 365 Cloud:
Document and Process Management System AIS Online:
Benefits
- It saves employees' time spent on document preparation, approval, distribution, and search.
- Restoration of activity history, transparency, efficiency.
- Lower costs for paper, printing, copying, and transportation. Physical space dedicated to paper documents is saved.
- Thanks to document templates, report templates, and standardized processes, repetitive tasks are avoided.
- Information is accessible, and processes are managed from anywhere, including during business trips, from subsidiaries, branches, home, etc. The system is also available on mobile devices.
- The document preparation cycle time is shortened – from the initiation of creation to registration.
- Document management ensures compliance with the following requirements: document management regulations, data protection (GDPR), and others.
