Business Challenges

The current context and needs of companies
The structure of the business requires a rapid flow of documents that is currently attained by engaging a large number of human resources.

In the life cycle of a document, manual routing frequently occurs, generating errors, non-compliance with procedures, frequent losses. This process can be automated and controlled through effective document management solution, which includes flow, storage, organization, search and access of the documents in any format, both physical and electronic.
In the current context, companies face a number of needs related to:

• Effective management of electronic and physical documents;
• Linking scanned documents with paper documents;
• Optimal physical archiving;
• Information traceability;
• Automatic comparison of physical invoices with electronic invoices (the invoices from de database / web portal).

Description

The Document Management Solution provides answers to these needs, because it is the result of efficient interfacing and correlation of functionalities such as Document Management, Records Management and Archives Management made at the level of electronic and physical management and retention policies.

• Document management efficiency. Will be obtained through the following: a high level of functionality sharing, a Fileplan organization (organization of documents in a tree structure), information structuring, allocation of tasks and roles for each user.
• Efficient document route– traceability. Identifying data details in the document (at a time, location, information and user level), metadata (all the characteristics of a document: name, creation date, size, user name, etc.), as well as physical and electronic documents themselves. Obtaining automatic reports and notifications.
• Efficient relationship between the scanned and the electronic document. Attachment at storage and processing level of the electronic document (the document data stored in the database) with the scanned document (the photo scanning of the document in electronic format).
• Data acquisition through web interfaces. Creation of an environment for easy data acquisition via web interfaces built at the level of the Document Management platform.
• Quick search and effective filtration. Documents of any nature will be giving a series of Labels and Metadata with which searches can be performed accurately. Views can be made by various criteria, groups and assignments, oriented on work screenplays.
• Efficient management at the administrative level. It can thus effectively manage storage space, user groups, restrictions and permissions at user-level, user groups, document, file, category, class, etc.
• Physical archive management. Physical management and administration at location and metadata level of archived physical documents.
• Records Management. Archived physical documents will have an electronic equivalent within Document Management solution.  One can track the status of a document requested by a Department and obtain precise tracking coordinates.
• Retention management. Administration of policies that specify the storage period of an invoice; management of decisions made after the expiration of the storage period;  implementation of actions required by legislation;  by internal regulations and special decisions of the company; tracking of decision status both electronic (Document Management) and physical (Archive Management).
• Automating communication. In the Document Management platform one can create basic workflows that allow automatic notification by e-mail, validation and visualization tasks, activities and system alerts assignment.
• Fast invoice processing. Quick access to the scan of the document will enable fast and efficient flow of documents, error detection and correction and will save lot of search time spent viewing the physical invoice.
• Integration at process level. A set of metadata extracted from documents will be created at the Document Management& Archive platform level, with which you can get reports and statistics even after the disappearance of the previously processed document in the archiving process cycle.

Functionalities

What are the functionalities of the Document Management Solution?

• Multi-User Management
• Storing documents in a shared web space
• Access to scanned documents
• Access to physical documents
• Organization in a Fileplan
• Tags, Categories and Metadata
• Fast advanced searches
• Data Traceability - Data Circuit
• Reports on document route
• Basic workflows
• Interfaces creation and administration for data extraction
• Notifications and Tasks
• Data security under ISO 27001

Benefits

• Reduces the document processing time
• Overview of the information route, documents and data - to prioritize management actions and reports based on specific parameters
• Quick searches and custom filtering depending on the type of documents and data
• Organized after a clearly and easily adaptable to change structure.
• Reduces the cost of archiving
• Operate complex data - creation, comparison, version control, approval, rejection, modification, archiving
• Facilitates documents transfer and communication between users - automatic notifications, sharing at storage space level, attaching identification tags and filters
• Avoids most of the situations when physical document is necessary - scanned document is used instead
• Automates the comparison process – Physical Invoice with Electronic Invoice
• Has a high usability interface - elements of time & task management, visualization of the documents from the internal interface
• Creates reports on overall information flow (logs, spatial coordinates, time, user)
• Organizes and manages all types of content files (.DOC, .XLS, .PDF files, .XML, .HTML, etc) - view, edit, attach of workflows
• Effectively integrates with other solutions
• Security standard ISO 27001 adoption (through the adoption of a technical architecture that includes all the functionality of documents life cycle)

Case Study

One big retail company implemented SmartDoc&Archive™ and solved all issues stated above, achieving the following metrics:

• 1.6 million Documents, representing bills, were automatically imported in SmartDoc & Archive System;
• 50.000 documents were manually introduced by users;
• The daily flow of about 20 000 documents was automatically imported, including user activities;
• Physical Archiving Solution integration – location, lending and retention.
• Physical Archiving use barcodes generated by the Physical Archiving Management Solution;
• Internal Processes integration;
• Comparing physical bills with the scanned ones;
• Advanced workflows of documents – approval and validation – recording 600 General Expenses contracts introduced in the Document Management System.
• 20 types of customized reports;
• Statistics tracing documents
• 100 Users and 20 User Groups Management.

*during a period of 8 months

Success Stories

We invite you to download the description of the project "Smart Doc & Archive™ - solutie implementata cu succes la Carrefour Romania"

We are here for further information regarding SmartDoc & Archive™ solution. You can directly contact us by sending an e-mail us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it This e-mail address is being protected from spambots. You need JavaScript enabled to view it This e-mail address is being protected from spambots. You need JavaScript enabled to view it.