Are you ready for an Enterprise Content Management System?
- Do your business systems involve moving paper from one office to the next for reviews and approvals? Must documents be approved using manual signatures?
- When dealing with say a client, can you find all the documents and electronic information related to them within seconds, or do you have to refer to your inbox, then your ERP, then your filing cabinet, etc just to put together all the information you need to attend to the client?
- Can your organization’s document management system, if it has one, communicate with your software systems such as your ERP, your HRM system, your CRM among others?
- Can you track assignments and their deadlines? Can you tell who is working on which tasks?
- Is your organization having trouble keeping track of different versions of documents? Do you sometimes find yourself with multiple versions of the same document?
- Can you control who can access sensitive documents at your organization?
- Are you looking to streamline your business processes and increase efficiency?
- Are you looking to be ISO-compliant with regards to records and document management?
Regardless of the size of your business, industry or transaction volumes, if you experience any of these challenges, now is the right time to implement an Enterprise Content Management (ECM) System. These are just a few of the challenges our solutions can address, besides presenting you with many more possibilities you most probably haven’t even thought about!
How it works
Say you are purchasing chairs for your office from Acme Company. You draft a letter in MS Word asking the sales representative at Acme for a quotation. You attach it to an email and send it to the sales rep. She replies to your email with the quotation in PDF format. You then create the transaction in your accounting system and generate a purchase order. You print it out, sign off on it and send it off via a courier to Acme. Acme delivers the chairs, along with the hardcopy delivery note which you sign off on. They follow it with an invoice. You write them a cheque. They bank it and then send you a receipt.
In this very typical transaction, you have seven sources of information, residing in PDF form, in MS Word format, in emails, in hardcopy documents, and as electronic data in your accounting system’s database. Say there is an audit and you need to trace all the information related to this transaction. You would need to check your email inbox and outbox, go to your filing room for the hardcopies, check your folders for the Word document, check your accounting system for the purchase order you created, and so forth. All this just so that you can locate all these pieces of information, and you haven’t even started doing the actual work. This is how the typical office worker wastes 40% of her productive time, and is why she needs an ECM.
A well-designed Enterprise Content Management system functions by collecting all the documents, data and other information related to that purchase as they are generated. It then relates them to each other through their common attributes (in this case, this particular purchase of chairs). This way, you only need to trace either the transaction itself or any one of the documents related to it and automatically you find every other information that is relevant, because they are all linked together. This means order, efficiency and accountability.
Our ECM solutions take it further by automatically taking the whole purchase process through an automated workflow, making it is easy to track at which stage each purchase or sale has reached, and who is working on it. It even keeps track of the changes you make to documents, creating new versions on the go. This is critical for compliance purposes. These same principals can work for your staff recruitment processes, fee note processing, insurance claims processing, policy renewals, batch manufacturing process, to name a few.
Our Enterprise Content Management system has sdditional functionality allowing you to easily generate content on mobile or on a desktop, whether or not you are at your office. From within the ECM, you should be able to create an email message, an MS Office document, convert Office documents to PDF, log a new client and information relating to them, place an electronic signature for approval, and much more. The ECM automatically stores content into a repository and/or a database for you, then links the said content with every other piece of content that is relevant to it.
With all relevant content at your fingertips, responding to clients and other stakeholders becomes more efficient, as the time lag it usually takes to trace content before replying to requests is eliminated. It also makes collaboration among staff members easier by reducing the amount of correspondence and time needed to get things done.The electronic content management system is flexible enough to enable you to tightly or loosely control a document’s life cycle depending on your company’s culture and goals.
If you’re looking for the best Electronic Content Management (ECM) or Electronic Document Management system (EDMS) in Kenya or anywhere around Eastern Africa, we are the perfect technology partner to implement, customize and advice you on whether to host the solution on-premise, on cloud, or some hybrid approach.
Enterprise Content Management Features List
Seamless Content Integration
Ensure your hard copies are not only scanned, but are indexed and seamlessly integrated with other relevant soft copy documents such as emails, Word and Excel documents, and even electronic data in your core business software systems.
Security of sensitive and important documents is guaranteed through comprehensive rights and permissions (scaled security). The System log keeps track of all activity and Audit of any function/area is readily available.
Comments and Mark-up on documents within the ECMS makes collaboration more effective. Gone will be the days of printing out documents to manually crossing out mistakes and make comments on them.
Powerful Search Tools
Any of your documents can be retrieved within seconds whenever they are needed using powerful search tools. Those dreaded visits to the archive room to look for physical documents, or those endless minutes looking for one out of a million emails will be a thing of the past.
Our ECMS solution feature highly dynamic associations. By looking at a sales agreement for example, you can immediately also access full information about the client, the unit on sale, and all its related documents such as its purchase order, all without leaving the current page.
Work with templates
You don’t have to create a new document every time you need to draft a fairly standard letter, claim form or such other document. Leverage standard templates to reduce or eliminate the time it takes to create new documents.
We customize workflows to make it easy to collaborate on processes such as invoice processing, staff recruitment, apprasisals, batch manufacturing runs, the sales pipeline, and really any other structured process you can think of. This empowers your team to keep track of the progress of any tasks at hand, from both a user and managerial perspective. Email notifications come standard, to notify each user whenever a task requires her attention. There will be no room to forget/overlook.
Assignments, with the option of including deadlines, keep staff aware of what is pending, especially those less organised. Efficiency and accountability is about to go up!
Do you at times find yourself working in remote locations away from the office intranet? No problem; just leverage the offline functionality to have your documents with you wherever you go (assuming you have the relevant rights and permissions of course :-). When you return to the office, the system reconciles all the changes you made while away. Its as if you were never away.
Are you looking for an Enterprise Content Management Management System immediately, in a few months or just weighing your options?
Who can an Enterprise Content Management Solution work for?
Banks, Micro Finance Institutions and Insurance Companies can store and retrieve all relevant documents, transaction-related data for long-term archiving. Implementing a document management solution is safe for both finance institutions and their customers.
Implementing document workflows boost productivity, as electronic document management offers more control and flexibility. Automated electronic workflow approvals for internal quality control, avoid written signatures entirely resulting in a streamlined quality control process.
Stay compliant and ease project and funds reporting by Digitize and store contracts, reports to donors, and other important documents. A centralized location allows staff to access documents from virtually anywhere.
Quick retrieval of patient information and enhanced productivity, accountability, security & workflows. A Document Management System increases revenue and improves the quality patient service and satisfaction.
Document Management Blog
TechEdge Business System Solutions
We have deployed systems for various Companies in Kenya spanning different industries such as Finance and Micro-Finance, Insurance, NGOs and Services.
Electronic Document Management Systems (EDMS)
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Enterprise Content Management Systems
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