ELECTRONIC REGISTRY AND DOCUMENT MANAGEMENT SYSTEM
The application includes data entry, information transmission, processing and archiving functionalities,
and standardizes operations on information within the institution keeping the history of operations at the database level.
Electronic management of the registry functions: registration of all external and internal documents, in a unique Registry.
The administrator can configure the app with the graphic interface to fit the structure of your business, no matter how big it gets.
The application allows you to configure the approval workflow for each type / subtype of document in use, adapting even to the most diversified needs.
Administration can manage resources by delegating tasks to other employees, following how the workload is spread among departments/users, how fast a document is processed and approved.
The program is structured on two levels, decision-making and executive, and follows the close collaboration between them.
Using the electronic system for recurring everyday tasks will drastically reduce work time and improve collaboration between departments, giving them the possibility to ask for a consultation, approval or work simultaneously on the same project, having instant access to the full documentation related to it.
The director can review and approve documents, he can decide the route of each document, assign work to a specific person
Decisions (resolutions, approvals) can be given electronically and viewed instantly by the one who solicited them. The app even allows multiple instances for approvals, if the document was rejected, it can be reuploaded and sent again for reviewing.
Each user can create personal folders for organizing documents and jobs from the agenda. A job can be stored in several directories simultaneously, allowing the organization on multiple criteria: project/document type
Completed jobs can be archived by the code of nomenclature and shelf life. Also other registries/jobs exported from other applications in .xls format can be imported to create an archive of previous works and to facilitate the transition from the existing system to the computer application
Dedicated module for loading scanned documents and running Optical Character Recognition on them, indexing and recording them for future electronic distribution to the assigned departement or employee.
Any document or job that is uploaded and registered can be searched by all given attributes: number, date, department, user assigned, company name, address, and text contained within.
The complex search panel with the export functionality, allow you to create countless custom reports, and export them in doc/xls format without having to leave the page.
The app also has a built in statistics module that allows you to see at a glance how many completed/pending jobs a user or a department has.
The application allows configuring permissions for each user through correlation with the company’s structure and his attributions: Director, Executive Director, Head of Service, Responsible, standard user
Dedicated module for general interest announcements to all users.
Users are alerted by email when a job is designated to them.
Save time - Upload, view, send, review and approve documents without having to leave the office
Transparency - Allows the tracking of the document from the time it’s uploaded, decision phase, execution and answers sent, through a graphical display of the route the document had in the company and through a detailed history of all actions executed on that document.
Adaptable - configurable for each organization structure. The system is based on the concept of service-oriented architecture, system architecture is configurable based on workflow activities and the client. In this way we ensure the system compatibility with the activities of the institution.
Scalability - An important feature of the systems is scalability. To enable the development of an institution the system can scale up to 500 simultaneous users without other improvements. In terms of number of documents, the application is limited only by the storage capacity of the system where is installed.
Quick implementation – implementation period includes system installation, configuration and user training, and usually lasts about 45 days from the signing of the contract, depending on the number of users. During this period we will provide consulting services and training to implement the information system in the best conditions.
Security – managing users and permissions(granting them different rights) is possible with the management module, where only the administrator has access. The application has a very good security system configured so that one person has the right to add, modify, view only data for which they were granted appropriate access by the application’s administrator.