OfficeObjects®Document Manager - software enabling complex document and work processes management.
Transition from paper documents to electronic forms is inevitable in the development of modern organizations. Modern enterprises and public institutions, in a time of continuous technological development, are moving away from traditional methods of document storage and circulation. The danger of losing paper documents, coupled with the costs related to copying, traditional methods of circulation and consequent need to store paper, are the primary reasons behind such modernization. Such costs are a noticeable and constant component of company budgets.
OfficeObjects®Document Manager is software enabling the complex automation of document circulation within an organization. The solution offers the gathering, categorization, search options and storage of documents in optional structures in the electronic repository/archive. It enables the efficient distribution of documents and registration of their circulation. Access to information is defined on the basis of authorization, with the ability of many individuals to work on the same document. This solution allows for the definition, execution and monitoring of optional work processes, according to official organizational procedures.
OfficeObjects®Document Manager is perfectly suitable for use in medium and large enterprises, as well as in state and government institutions.
Forceful control of documents flow
OfficeObjects®Document Manager, with properly defined circulation processes for documents, managed by OfficeObjects®WorkFlow, makes it possible to define and oversee the execution of tasks related to individual documents. The solution enables users to design optional processes, using graphical modelling tools. Depending on the specific activity of the organization, this could relate to sales, buying, financial reports, office correspondence, attendance processes or other processes connected with procedures in force in the specific environment. Graphical monitoring tools allow the prevention of delays and guarantee forceful control of task execution. The ability to receive progress reports initiated by incoming documents allows for the more efficient management of organizational resourcess.
Documents and data central repository
OfficeObjects®Document Manager assures the forceful management of electronic documents, and supports the processes of gathering and archiving documents. It enables a correspondence journal to be kept, providing a substitute to traditional, time-consuming methods of registering correspondence, in a convenient, simple-to maintain tool. Besides registering documents, and executing operations on documents, the solution enables reporting on the repository’s status, as well as management of employee and partner contact through the allocation of documents, control of their flow and verification of their status e.g. sent (received) documents and tasks.
Access to the resources of OfficeObjects®Document Manager is determined by the access authorization rules of each user. The solution assures control of its resources’ use. Access authorizations mirror obligatory principles in the company’s organizational structure. OfficeObjects®Document Manager is accessed by internet browser and, consequently, access to the repository is possible external locations apart from headquarters.
Flexible classification and categorization of electronic documents
Documents registered in electronic form are classified by the document’s content. OfficeObjects®Document Manager solution analyzes the content of document, describes its category, e.g. thematic. This category, which can additionally be approved by an authorized user, is used to determine the manner of attendance for a given document, e.g. it can control the document’s distribution (flow to specific organisational departments or to specific individuals/users). Automatic classification procedures are based on so-called learning packages for individual categories, to expand on model documents.
OfficeObjects®Document Manager enables optional categorization, depending on the document’s attributes. Such categorization makes searching in browsing mode (navigation) by the contents of the document repository/archive easier. The method of searching is based on distribution of whole area being searched by categories. The following categorization is based on tree structures (categorization trees). Examining the structure of tree, users can see possible ways for further searches (restricting the range being searched), providing a fast and in simple way to find needed information. Creation of categorization tree structures follows the automatic attribution of values to individual documents and data. Attribution of information to knots of organizational structure automatically follows. Information can automatically be placed within the structure of categorization trees (in answer on incidents occurring in repository), on demand or in periodic manner.
Graduating of solution
OfficeObjects®Document Manager allows flexible modification to meet an organization’s needs: user definition (participants to the corresponding process), address database, hierarchy, distribution of documents as well as an e-mail client - providing a distribution centre for incoming/outgoing communications - internal documentation and authorization allocation. Changes can be made dynamically, in response to organizational changes with the company.
OfficeObjects®Document Manager is a tool that supports the process of document circulation. It can comply with internal procedures and ISO norms. The document flow process can be modelled and implemented with use of the OfficeObjects®WorkFlow software tool. Circulating documents can be monitored at all times, providing details on their current status, task realization time or possible delays. Such results can be displayed using a graphic process model of be in text form.
Benefits from implementation of OfficeObjects®Document Manager:
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The ordered and fast circulation of documents within an organization
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Security for stored information
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Both remote and immediate access to documents
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The option of defining optional work processes
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The forceful control of executed tasks
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The option to create different type of reports and analyses
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Fast access to historic documents
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It meets with ISO 9000 quality standards
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Improvements in the quality of client interactions and service
