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Document Management System

The Document management module includes categorisation, user rights for document security, integration into other intranet modules and easy navigation.

Store your company documents safely and easily accessible for users with rights.

Features

  • Creating and uploading new company documentation
  • Storing personal documentation
  • Searching for existing documentation
  • Tracking electronic documentation
  • Storing documents
  • Retrieving the electronic documents from the storage
  • Storing and accessing company policies
  • Create workflows
  • Draw up reports regarding the documentation
  • Accesses templates for documentation

Benefits of the document management software

  • Can be used as a standalone module or as part of the larger intranet
  • An online system and accessible worldwide as long as there is internet
  • Documents ar stored and accessed on a rights basis. 
  • Categories can be created that are company specific
  • The "Search" feature enables you to find the document you are looking for 
  • Not limited to amount of document space
  • Documents can be stored in various formats including Word, open office, excel, PDF and PPT
  • Folders and files are owner based, the owner being the person who creates the folder
  • Folders and files can be shared between different groupd eg departments, branches. 
  • Information is added and dated according to upload

Security

Security is very important regarding document management. Access rights are according to job description and will be managed by the DMS system administrator. These determine accessibility to the links and documents. The rights are as follows: 

The person writing the document is also automatically the owner and can decide who may have access to the documentation by selecting the rights. Documents can also be shared between people giving only those people access to them. Security rights also determine which files can be accessed and which are confidential.
Documents can also be made visible for public view and linked into websites. 
 
Related Modules:
CRM / Contacts integrated -  link to company documents
Human Resources - Keep track of staff documents
Contacts - Keep track of documents pertinent to your suppliers, leads and contacts