The Challenge
Every day companies receive and generate incredible amounts of information – proposals, HR documents, financial reports, contracts, quality documents, engineering drawings, forms, announcements, e-mails, and others. Over 90% of this information is stored on paper and electronic documents. The management, delivery, and control of documents are critical to any business. Organizations can't create and deliver business value without proactively managing the documents that support their business. What's more, documents must not only be intelligently moved throughout an organization to support day-to-day business activities, but they must also be secured and controlled, end-to-end, to protect corporate assets and avoid litigation later.
Here are some findings about business documents:
- 16% of the working hours are used for searching of information.
- 60% of office staff's working time is spent on document handling.
- 85% of documents are never used.
- 60% are obsolete.
- 50% are copies.
- 6 hours a month are spent recreating lost documents.
Countless time and resources are wasted on ineffective document management. Most organizations cannot effectively track their corporate documents or understand the vast number of documents they create without Document Management Software.
Document Management Software provides a foundation for computerized management of both electronic and paper-based documents. Because the ideal of a paperless office may never be achieved, the goal now is to create a system that can handle paper and electronic documents together. Document management activities may include the capture, collaboration, creation, editing, control and distribution of scanned and electronic documents.
The major pillars that support document management software strategy include: ![Enterprise Content Management [ECM]](imgs/gestoes/fr_documentos.gif)
Document Capture - Documents are added to the system in two ways – paper based documents are scanned and imported, while users working with electronic files are added directly.
Document Repository - The storage system provides long-term, secure and reliable storage for documents. Ideally, it should accommodate changing documents, growing volumes, and advancing technology.
Document Lifecycle Management - With document review schedules, review workflows, change notification and revision history capabilities, Document Lifecycle Management ensures that the most accurate, up-to-date information is available on demand.
Document Indexing - The index system creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective.
Document Search - The retrieval system uses information about the documents, including index and text, to find images stored in the system. It should make finding the right documents fast and easy.
Document Access Control - Document viewing should be readily available to those who need it, with the flexibility to control access to system. High-quality access systems will make documents viewable to authorized personnel, whether in the office, off-site, or over the Internet.
Document Management Workflow - This typically includes a workflow model for certifying and electronically signing documents. Document workflows are usually created on an ad-hoc or with a template driven process.
ISOSYSTEM Document Management does all this an more. It enables you to effectively and efficiently create, capture, secure, view, share, distribute, archive, and manage digital and paper-based documents. Any authorized person — employees, customers, vendors or partners — can manage and work on your documents safely and securely anytime, from anywhere.
ISOSYSTEM Document Management develops a proactive compliance with Good Manufacturing Practices, OHSAS 18000, ISO 9000 quality guidelines, Sarbanes-Oxley and 21CFR Part 11 electronic record keeping. It ensures compliance across a variety of industries including pharmaceutical and medical devices, government, financial services and manufacturing.
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