Every organization deals with loads of information in written format. This information is presented in the form of ﬁles and documents which are constantly created, modiﬁed, updated, archived, or deleted. Organizations are faced with the following challenges for managing and controlling the ﬁles and documents spread across different computer systems in various functions and locations:
Documents may be created or uploaded by any employee and if this is not recorded properly then the company may lose track of who created it, for what purpose, how to access it and who all will or should be able to access it.
Multiple users may use the document and make changes to it at their own systems making it difﬁcult to consolidate the edits made to the data.
Users may update the document as and when required creating multiple versions, and if not properly maintained, the previous versions and historical data may get lost in the process.
Unauthorized persons may access documents and misuse conﬁdential information and intellectual property or worse - delete them intentionally or accidentally.
With documents spread across locations it is a herculean task to locate relevant ﬁles which may contain the data or information you need at any given time.
Organizations need a well-designed document control management system to overcome the challenges mentioned above and be able to utilize the enormous data and information to its advantage.
Kensium Solutions has created this comprehensive system to provide organizations with complete control over the creation, utilization, management, and storage of their documents.
Doccept’s unique features help in the following ways:
Displays real time updates about each document that is uploaded, checked-in, checked-out, or modiﬁed
Sends notiﬁcations and alerts for assigned tasks through email or SMS
Automates the ﬂow of documents within the organization Controls various versions for a document with option to revert to any previous version
Stores unlimited documents and folders in deﬁned workﬂows for different user groups Facilitates speciﬁc search for ﬁles across folders or content within documents Indexes documents automatically and supports more than 100 document types
Maintains an audit trail of all documents Provides access to users across geographies through any device Assigns user quotas and tracks their actions on every document
Doccept electronic ﬁle management system can be deployed as an on-site solution by installing the software in the organization’s IT framework or be hosted on Kensium Solution’s network. Both methods ensure safe and secure access to the documents from any location across the globe and at all times.