Electronic Document Management System

Dashboard

Who does not know the daily search for important records, documents and information? Filing and then searching for documents is time-consuming for humans, but not at all a problem for computers.

Thanks to high-performance servers and exact, automatic text recognition ( OCR ), even large quantities of documents can be recorded without effort with the help of an Electronic Document Management System ( EDMS ) and stored in such a way that a later search quickly leads to the desired document.

Wherever a large amount of documents and information needs to be processed and stored ( and should also be available quickly when needed ) it is therefore worth investing in a document management system.

The main objective of an EDMS is to increase work productivity by shortening processing times and by providing the required information quickly.

On the basis of an existing Open Source project we have developed a system that is extremely flexible, cost-effective and powerful.

The Problem

A large part of the work in a company consists of reading, writing and editing documents.

You also receive documents by e-mail or by post. Some documents are shared with colleagues or customers.

In the course of time a lot of documents accumulate. Some are printed out, most are probably stored on various computers. Maybe they are backed up, maybe not. Some documents exist in different versions in different places. But which one is the right one?

After some time the company lose control.

Some important information gets lost, some fall unintentionally into the wrong hands.

You spend more and more time searching for documents or you are forced to recreate an untraceable document.
Due to unforeseen events, someone have to work from home. But much of the information taht is needed is only available at the company.

Gain back control!

The Solution

An EDMS is a system that helps you store, edit and manage your documents in a way that increases the productivity of your work based on these documents. There are three main aspects

1. Central server

All data in one place

An EDMS essentially consists of a central server on which all data is stored. As a local server. Access within the company then takes place within the local network. A cloud based server: There is then no local server. Access is always Internet based.

Access from everywhere

Since all data is stored centrally, it can be accessed in different ways: In a cloud based system, access relies completely on the Internet. If a local server is used access from outside the company is also possible. In this case an additional software (web server) needs to be set up.

2. Optimization of document and work processes in the entire company

Metadata

Documents are stored on the server with attached metadata. This approach is different from the usual organization of data on a normal computer: Here, files are structured using folders. The user usually knows where a file is stored. There is also the possibility to search by file name. An EDMS works a bit differently For each document as much information as possible is collected. This can be done automatically (reading the email header, scanning the document) or manually by the user. This so-called metadata helps to structure the documents and to create relations between them. The system can also automatically create indexes.

Fast access to information through appropriate search functions

One of the most important functions of an EDMS is the search function. After all, a document management system should accelerate the provision of required information in the company. For this purpose it is essential that documents can be found quickly in the system. Depending on the settings, the system finds the documents that match the search. Metadata and other information generated by the system are used to optimize the result.

Efficient distribution of documents.

Since documents are stored centrally, they can be easily shared with colleagues or customers. It is no longer necessary to forward documents via email, USB stick or printouts. The system can give ( external customers as well ) access to a document in the EDMS. In this case, the recipient is only given a link.

Workflows

With a modern EDMS, document transport and processing in the individual departments can be carried out completely electronically. As part of a workflow, a document management system automatically sends documents to the responsible agents or groups within or outside the company based on defined parameters (category, project, customer number, etc.). Depending on how and when these persons finish document processing, further workflow steps are carried out.

Integration in Windows

There are plugins available with which it is very easy to send documents to the system. A simple click on a button saves the active document or email (together with all attachments) in the system.

3. Information security

Documents contain information that is important for your business. They may also contain sensitive data about business processes, employees or customers. It is important to protect this information.

Access control

Access to a document can be controlled in many ways. Access rules can be created for individual users of the system or for groups / departments. In addition, every action performed on the document (such as reading, modifying, sending, sharing) is documented in the background.

Data backup

The server on which the documents are stored is also backed up regularly. In the cloud version this is done within the cloud. If a local server is used, it is backed up either locally or cloud based. If desired, the data in the cloud can be additionally encrypted.

Find more information and technical specifications here: https://sapitwa-edms.com