Document Manager (DMS)

A DMS (Document Management System) platform, allows structured document management and allows both contextual creation, administration and the possibility of parallel editions, as well as advanced and efficient search of active documents at all levels of the organization. 

Documents contain information that constitutes a valuable resource and a key asset in an organization. A document management system (DMS) is a source of information about the organization's activities, supporting subsequent activities and the decision-making process.

Goals

  • DMS aims at the adoption of a systematic approach to records management, which is essential for organizations to protect, preserve and access records effectively throughout their life cycle.

  • The life cycle of a file begins with its creation and the option to be jointly edited by a certain working group, followed by its permanent storage in an unalterable format in accordance with technical and traceability guarantees and, culminating in its deletion, once the period of time designated for its storage has expired.

Features and benefits

  • Integrate documents into the organization's systems and processes.
  • Allow access to the organization's information in a decentralized manner.
  • Generate policies and standards reflected in procedures and guidelines.
  • Assign responsibilities and powers for each user.
  • Minimize information search and retrieval times.
  • Avoid the existence of duplicate data through version management.
  • Increase controls through the traceability of documents.
  • Monitor the different steps and modifications of the document

Documents allow Organizations

  • Reflect policies, guidelines and support all types of organizational activities.

  • Provide coherence, continuity and productivity to your management.

  • Carry out their activities in an orderly, efficient and responsible manner.

  • Facilitate the effective execution of established activities and processes.

  • Protect the interests of the organization and the rights of present and future employees, customers and interested parties.

  • Support and document research activities along with their results, as well as the historical background.

  • Comply with legislative and regulatory requirements, including archiving, auditing, and monitoring activities.

  • Maintain historical corporate, personal and collective information.

  • Guarantee continuity in cases of catastrophe.

  • Provide protection and support in litigation, including risk management in relation to the existence or absence of evidence of the activities carried out by organizations.

Functionalities

  • File plan.
  • Version control and auditing.
  • Universal multi-device access.
  • Capture and management of metadata.
  • Notes and annotations in documents.
  • Collaborative editing.
  • Indexing of all contents.
  • Design of online forms.
  • Manual data entry.
  • Mass data entry by importing Excel templates.
  • Smart filters and searches.
  • Export data to PDF / Excel.
  • Format conversion modules.
  • Reports and statistics.
  • User management module.
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