Document Management
Many companies' approach to document management is over complicated. It needn't be.
Ultimately any good document management system must offer the following four core elements:
- A Central Depository: Documents originating from all your business's core applications must be able to be stored in one place.
- Version Control: to ensure that the most recent document is being accessed at all times. This process should be enforceable if required.
- Edit & Publish: (Or 'check out' and 'check in' as this process is sometimes known.) so that only one user can make amendments to a given document at any one time.
- Metadata entry of metadata tags must be enforced to enable effective relevant document retrieval.
In addition, you need to be able to deploy following facilities without having to purchase a third party workflow product:-
- Review reminders and review audit to make sure that all compliance documents are reviewed at a defined interval.
- Document approval workflow easily defined so that only approved documents are published to the intranet.
- Scanning of documents ideally without limitation to the number of documents you can scan.
Smart Media Intelligent Intranet offers these document management tools as standard - but with a few added extras for more efficient usability:
- Documents are fully searchable, and it is possible to save searches.
- Metadata can be configurable by document type for greater relevance.
- Access controls are defined by metadata rather than users reducing administrative maintenance.
- Corporate template and form use can be enforced by eliminating the ability to use new blank files.
- Implementation is straightforward and will not require consultancy hours to configure for your business.
No further software or licences are required, not even client software or workflow tools - it is all built in and ready to use.