What is Document Management?
Document management, also referred to as content management, encompasses the processes and procedures your organization uses as it pertains to capturing, storing, securing and retrieving documents on a daily basis. For many organizations, these processes and procedures can be greatly improved with the use of document management software.
Eliminate the endless search for the documents you need to do your job. Eliminate the endless email strings of attachment after attachment. Eliminate the hand delivery of business critical information which is prone to being lost or stuck under a pile of papers. The functionality of the iDatix Document Management solution, iSynergy, is designed to make the 5 primary components of document management -Capture, Storage, Security, Integration & Accessibility – simple and effective.
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Capture
Convert your documents, images, emails, PDF’s, etc. into an electronic format so that it be easily searched for and accessed from anywhere, at any time.
Automate the capture of all of your unstructured content into the document management system: emails, paper documents, images, electronic forms, spreadsheets, videos, and more.
iForms provide the ability to capture information and submit it directly into the system using electronic forms. iForms uses your internet browser and no programming is required to develop and deploy powerful, easy to use electronic forms. You can even capture items remotely and submit them directly into the system with our app mCapture, available on Android and Apple devices.
Our easy-to-use ScanDox solution simplifies the process for getting all of your electronic information into iSynergy. With a simple, drag-and-drop interface, all of your documents, PDF’s, images and videos can be immediately entered and organized into the document management repository.
Our scanning solutions automate the sorting and indexing of your content and simplify the process for getting paper into the system. With advanced optical character recognition, or OCR, barcode and extraction solutions, you can streamline the capture of your critical business information, no matter where it is located or what format it is in.
These components all work together to capture, index and deposit all of your unstructured content into the document management repository.
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Store
A centralized repository for all of your critical business content to be viewed, accessed, shared, and modified.
All of your unstructured content is stored in a centralized document management repository to be viewed, shared, accessed and revised. The document management system appears as a thin and intuitive browser-based interface, allowing you to easily search for, manage and modify documents from anywhere in the world and with virtually any device.
Key features of document management include version control, audit trails, annotations and the ability to check in and check out documents. Version control ensures the most current edition is available, eliminating multiple copies of the same document, image or file.
The integrity of all previous document versions is maintained, providing a complete audit trail of all activity surrounding every file within the system. The repository also serves as your disaster recovery, backup and business continuity plan.
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Secure
Have confidence your content is safe by controlling who sees, accesses and shares all of your information.
Granular security and controls ensure that content is not accessible to unauthorized parties. Data can be hidden down to a specific index value. For example, you may allow your HR staff to view Social Security numbers, but prevent anyone else in the organization from having access to this information.
You can set limits down to group, department and specific user’s, as well as restrict the viewing of particular documents or index values based on a user’s point of access. Redactions hide sensitive information without harming the integrity of the original. Advanced security capabilities are an important consideration for any organization with compliance and/or legal concerns.
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Integrate
Get more work done by tying all of your business systems into a single, cohesive unit.
The technology is integrated with your core business systems — your ERP, Accounting software, HR application, CRM, etc.– to connect your unstructured content in the document management repository with the structured data that resides in your existing systems. You can now access all of your critical business data and your unstructured content from a single interface.
Simple and seamless options means that integration can occur effortlessly, without any coding requirements, so you can manage your operations without the need for programming support.
Access the information stored in the document management system directly from within the business system you are working. For example, you can highlight a check number in your accounting software and immediately pull up the actual check and the corresponding invoice stored in iSynergy.
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Access
From anywhere at any time, get quick and convenient access to the business information you depend on.
The content and data is now accessible to managers, clients and remote workers. Your contracts, customer information, corporate images and financial data are right at your fingertips, at all times.
No more hunting through filing cabinets, searching through your inbox or running desk to desk for vital information. From your mobile devices to your desktop, you can access the data and documents you need to run your business.
Dynamic Linking automatically “links” related documents, images, PDF’s, checks, all of your stored content together. Clicking the invoice number for a recent payment immediately pulls up the associated check, contract, and all other pertinent information related to that invoice number. From within the Human Resources application, you can click on an employee name to bring up all documents associated with that employee. All related information is connected and tied together for one-click access.
Now that all of your content and data is in the document management system, you can now use this information to actually drive the work through the organization. With workflow automation, your content becomes a dynamic part of your business.
