Outsource Document Management Solutions 2018-05-21T08:42:33+00:00

Outsource Document Management Solutions

Document management system is a software package that provides storage, accounting, convenient search, security and prompt access to corporate securities.

Contracts, correspondence, multimedia content, knowledge bases, archive … Information volumes of any company are estimated in tens and hundreds of thousands of files. Any company sooner or later faces the task of organizing and automating workflow. This may be due to the growth of the company, changes in the structure, the need to update management practices and methods of work that impede the increase of competitiveness. The document management system, in other words, the electronic document management system, which is timely implemented in the company, will not only help to overcome such problems, but will also become a tool for analyzing the state of many business processes, which will allow them to “expand bottlenecks”, adjust strategies and practices management to improve the efficiency of the enterprise.

Main Features:

The organization of management of electronic documents provides growth of productivity of activity due to:

-prompt input of information into the system;

-simple data retrieval;

-automated matching of paper and digital media;

-secure storage of confidential information;

-support the relevance of data;

-prevention of loss and damage of documents;

-simplify the exchange of electronic correspondence with branches, partners.

Electronic document management systems, so-called EDS (electronic document management systems), perform many tasks, they can be easily adapted to the specific features of a particular business. The main opportunities can be divided into five large blocks:

Submission of metadata. When structuring information, you can add user IDs, date and other “notes” to the management systems of electronic documents, which will help in automatic information retrieval, sampling.

Integration. The ERMS can be either a self-contained system or part of a common software platform used by a company for storing and processing paper documents, teamwork with them, making weighted management decisions, and so on.

Translation of papers into electronic form. The document management system allows you to transfer paper carriers to digital, recognize text for further automatic processing, secure storage.

Indexing. The competent organization of management of electronic documents will allow to classify them on the basis of metadata and indexes, which will simplify and speed up the search for information, work with it.

Storage. In an understandable and functional software package, it is much more convenient and safer to store documents than in an office cabinet. You can configure access rights, backup, move data.

A well-organized document management system quickly pays off. Already more than 1000 clients of Weprosys Ltd., including the Ministry of Economic Development of the Russian Federation, Sberbank, Rosneft, were convinced of this.

Organization of document circulation

Consider the issue of organizing document management – a key element of the company’s management, with the help of Weprosys Ltd..

Using the system first of all will shorten the time for processing documents due to the availability of document templates and configured routes for their passage. Scenarios of work can vary very widely. But, despite the complex logic of processes, the document management system is always understandable and convenient to use for the end user, because he sees only his tasks and his documents.

Processes of workflow, which automates Weprosys Ltd.:

-Registration of incoming and outgoing correspondence;

-Scanning documents and entering them into the system;

-Create documents in the system using templates;

-Reconciliation, signing and registration of documents;

-Creation of resolutions on documents;

-Bringing resolutions to performers and automatically controlling their execution;

-Distribution of electronic documents;

-Storage of electronic documents.

Remote access to documents

Remote access to documents and control of business processes is a requirement that is necessary today for almost all users of SED. Of course, it’s impossible to fit all the functionality of a powerful system into an application for a mobile device. But in fact, there is no special need for this. Edit documents from the phone screen – it is impossible, this work should be performed behind a stationary computer. But having a mobile application that tells you what tasks and documents you got to work allows you to view the documents that have come up, you can “stay in the game” – start the tasks, assign the responsible task executors or coordinate the document, delegate the task, read an agreement that needs to be urgently agreed upon.

The company “Weprosys Ltd.” carries out the development, implementation and maintenance of EDS. Each customer can count on an individualized approach, consideration of all wishes, professional recommendations and performance of work within the agreed time. In addition, the service department of Weprosys Ltd. provides information support, technical services and trains specialists.