Document Management Solution (eDMS)

Flexible Retrieval/Indexing & Faster

Verified & Validated Product

Verified & Validated
Product

Recommended for SMEs & Enterprises

Recommended for
SMEs & Enterprises

Help to expand your business

Help to expand your
business

Perpetual license & SaaS based models

Available in Perpetual license & SaaS based models

Introduction

Electronic Document Management System or Paper-based?

Imagine yourself surrounded by a heap of documents, files. Probably most of us have seen this scene in Government offices such as Municipal Corporation. You can take that situation to most of the corporate houses too and it doesn't look very different.

What you need is a document management system that helps you manage vast amounts of paperwork so that you meet your business goals smoothly. You have two options here: a paper-based system and an electronic document management system.

eDMS

Paper-based system

Businesses have been following a paper-based document management model, for ages. The documents may not have been as detailed decades ago, and the document management systems not as elaborate as now; but they still were 'systems'.

Disadvantages of having a paper-based system

A paper-based document management system has several shortcomings, which paved way for electronic document management that probably might not have seen the light of day otherwise.

  • Storage space
  • Recurring cost of supplies
  • Limited mobility
  • Editing messy
  • Collaboration difficult
  • Vulnerable to damage

eDMS

Features

While a business may not be in a position to introduce advanced electronic document management early on in its existence, it definitely helps to switch to one in a phased manner sooner than later.

An eDMS overcomes all the limitations of paper-based systems discussed above and also offers several other advantages. RSolutions has developed one such document management system for business houses that helps cut costs, save on storage space, make documents shareable and manage them with ease and efficiency.

The basic features of our eDMS are:

  • Reviewing and approving documents prior to release
  • Reviews and approvals
  • Ensuring changes and revisions are clearly identified
  • Ensuring that relevant versions of applicable documents are available at their "points of use"
  • Ensuring that documents remain legible and identifiable
  • Ensuring that external documents like customer supplied documents or supplier manuals are identified and controlled
  • Preventing "unintended" use of obsolete documents
  • The primary concept behind our eDMS is that it can act as a standalone system, performing all the tasks necessary to manage the electronic documents of an enterprise.

eDMS

Overview

Today, electronic document management systems (eDMS) support the life cycle management of document based information (including data and any combination of text, images, Graphics, voice, and video). These systems consist of a variety of technologies. These include digital imaging, document management, workflow, CD and optical storage, computer output to laser disc (COLD), document input, groupware, electronic publishing and intranets, records management, and search and retrieval. Our eDMS functions include data capture, storage, classification, indexing, versioning, maintenance, use, security, and retention of documents.

Various combinations of the technologies can be integrated to create systems for information management. Combining multiple applications and providing a common interface to them through the desktop is an excellent solution for record-keeping problems.

eDMS

One distinction between a document and a record is that a record has been set aside as evidence and is protected from alteration or change. The critical factor is how "set aside" is defined. In paper, being set aside means entering a document into a filing system from which it can be retrieved. With our eDMS, the same action is achieved by transferring an electronic document from an operational environment into a record-keeping system. By using a combination of technology, policy, and procedure, an office can control the "setting aside" process that results in a record.

As stated above, the various technologies are included in our eDMS, which can be used alone or in combination.

While our eDMS provides the capabilities of effectively and efficiently managing both work and records, we are currently developing archival preservation functionality to ensure the reliability and authenticity of permanent records over time.

Tangible benefits of our eDMS:

Reduced Storage

The cost of commercial property and the need to store documentation for e.g. retrieval, regulatory compliance means that paper based document storage competes with people for space within an organization. Scanning documents and integrating them into a document management system can greatly reduce the amount of prime storage space required by paper. It also allows any documents that still have to be stored as paper to be stored in less expensive locations.

Flexible Retrieval

Our eDMS creates electronic images of documents and stores them centrally. Less time is spent locating the documents as they can be retrieved without leaving a desk. eDMS users can also access other systems available from the desktop at the same time as retrieving documents. With paper-based solutions documents are often removed from storage and taken back to the desk to access other systems (which can lead to loss, prevents others finding the same file, can be viewed by others).

Flexible Indexing

Indexing paper in more than one way can be done, but it is awkward, costly and time-consuming. Images of documents stored within the eDMS can be indexed in several different ways simultaneously.

eDMS

Improved, faster and more flexible search

Our eDMS can retrieve files by any word or phrase in the document - known as full text search - a capability that is impossible with paper. Our eDMS can also apply single or multiple categorizations to a document of folder that allow documents to be classified and stored in more than one way from a single instance something which is not possible with paper.

Controlled and Improved Document distribution

Imaging made easy in our eDMS to share documents electronically with colleagues and clients over a network, by email or via the Web in a controlled manner. Paper documents usually require photocopying to be shared. This provides a cost saving by reducing the overheads associated with paper based document distribution, such as printing and postage and removes the typical delay associated with providing hard copy information.

Improved Security

Our eDMS can provide better, more flexible control over sensitive documents. Access to documents can be controlled at the folder and/or document level for different groups and individuals. Paper documents stored in a traditional filing cabinet or filing room have the same level of security i.e. if you have access to the cabinet you have access to all items in it. It also provides an audit trail of who viewed an item, when or who modified an item and when, which is difficult to maintain with paper based systems. It also removes the possibility of having confidential material or trade secrets lying around unattended in an office.

Disaster Recovery

Our eDMS provides an easy way to back-up documents for offsite storage and disaster recovery providing failsafe archives and an effective disaster recovery strategy. Paper is a bulky and expensive way to back-up records and is vulnerable to fire, flood, vandalism, theft and other 'Acts of God'

eDMS

No Lost Files

Lost documents can be expensive and time-consuming to replace. However in our eDMS, imaged documents remain centrally stored when being viewed, so none are lost or misplaced. New documents are less likely to be incorrectly filed and even if incorrectly stored can be quickly and easily found and moved via the full-text searching mechanisms.

Digital Archiving

Keeping archival versions of documents helps protect paper documents, which still have to be retained, from over-handling and keeps electronic documents in a non-proprietary and native format, such as Microsoft Word or Excel.

Improved Cash Flow

The increased productivity of processing document-based processes such as invoices, debt collection and other "cash critical" business documents, ensures that the flow of cash can be controlled centrally and all documentation required making cash flow decisions can be accessed immediately.

Other less 'tangible' benefits:

eDMS

Improved Internal Operations

The reduced time to complete processes, improves the day to day operations of all functions within an organization, leading to an improved flow of information, an increased perception of staff in their ability to solve questions and tasks and a general 'feel good' factor.

eDMS

Competitive Edge

The same information that was previously stored as paper, can now is distributed to customers and target audiences electronically. The 'reduced time-to-market' effect can be for products, services, support - all of which improves the impression the external recipient has of the organization and provides a competitive edge over competitors.

eDMS

Improved customer service and satisfaction

Reduced response times, a more professional response, a more accurate response with more controlled processes reduces the time spent on 'manually' ensuring customer satisfaction and allows staff to allocate resource to other core business activities.

eDMS

Preserve Intellectual Capital - Organizational Knowledge

New or changed documentation can be 'pushed' to employees and no longer relies on 'hallway conversations' or 'round robin' emails. The locality of information is not locked away in the 'heads' of specific individuals and can be easily shared across departments and physical locations increasing the value of that information to the organization.

Scalable | Multi-location | Multi-company | Customizable | Mobile friendly | Ready to use & more.

For license starts from Rs.100/- per user per month
(With a selected range of products)

Get a Low Cost for the minimum time
(with basic setup charge)