Document Management System

Document Management, Storage & Retrieval


Could a document management system be useful to you? Are your documents stored on shelves or in lever arch files? Are you wasting valuable storage space? Is your company vulnerable to data loss and compliance violations? Are you saying yes to all these questions?

By electronically storing documents in a compliant manner, a document management system will free up office space while also providing data security. Manual and paper-based procedures will be automated, resulting in faster, more consistent business processes with improved visibility and traceability.

Efficient document management solutions that accelerate your business process save time that can be spent on other tasks. Know that your document management software is safe, secure, fast, and flexible.

document management control system

Scanner Integration


Scanning documents can be a time-consuming multi-step process that involves both the scanner and the computer. How and where should the data be saved? This functionality can be set as the default by seamlessly integrating with a Canon office printer or scanner, making digitising paper documents a quick and easy process.

Swift, Easy Document Retrieval – How long can it take to find a document if you can’t remember where you saved it?

Managing your files


Do you ever wonder where you should save a document? Do you ever just toss it into a massive general folder? Invest in a feature-rich document management system like Therefore On-line to file documents logically so that they can be easily managed and quickly retrieved.

In the Clouds?


Is your current document system hosted on an out-of-date site server that is costly and time consuming to maintain? Therefore On-Line is a SAAS (software as a service)-based document management system fully managed by SmartOffice via Canon and hosted on the Microsoft Azure platform.

Controlled Access


Are you concerned that sensitive information could be accessed by personnel who do not have the necessary authority? Therefore Document Management Software only grants authorized users access to the documents that are relevant to them. By integrating with single sign-on for Windows Active Directory, Windows Local Security, and LDAP/SAMBA, access control is made easier to manage.

Policies for Retention and Destruction


Are you certain that your company is retaining financial, legal, and human resources documents for the time frame required by law? Has information that you do not have the right to keep been deleted? Within your Therefore On-line document management software, you can set retention and destruction policies based on the specific regulations for each type of document.

Version Control


Do you know what version of a shared document you’re looking at, or if and when it was edited by a colleague? Document version control is critical, especially when information is shared among multiple people or teams. Our document management system saves and tracks all previous versions, ensuring that if a document is accidentally or maliciously altered, the original is always available.

Audit Trail & Anti-Tampering Protection


Have you got visibility and control over who has accessed, saved, shared, printed, or deleted any or all your documents? Therefore On-Line includes a full audit trail of your document system. In addition, it provides a detailed report on all actions taken with each document. Each time a document is retrieved, the system verifies its authenticity using a saved digital signature.

GDPR Compliance


Are you concerned that your company isn’t fully complying with GDPR in terms of protecting sensitive and personally identifiable information? Therefore On-line document management software has been expertly and independently audited to attest that it enables clients to comply with the EU General Data Protection Regulation’s data protection requirements.

Depending on your responses to these questions, you may benefit from a robust Document Management System, which we can design and implement for you based on your specific requirements.

Retrieval & Archiving


  • Documents are saved and indexed automatically using Optical Character Recognition (OCR) to determine which folder they belong in.
  • Depending on the volume, hard copy documents are scanned using a heavy-duty document scanner or a multifunctional printer.
  • Documents received electronically can be saved and indexed.
  • Information is stored in the cloud, allowing for easy access via desktops or remotely via mobile apps.

Cloud Services


  • Therefore Online document management software provides a secure, hosted solution on Microsoft Azure with geo-redundant datacenters on four continents.
  • The highest level of security and availability is provided.
  • There is no up-front capital investment required, and the monthly payments are reasonable.
  • A scalable solution with flexible user licensing.
  • Fast deployment, simple configuration, and simple operation.

Effective Integration

We can integrate with third-party ERP, CRM, and accounting systems using the Therefore API.


The Therefore connectors for SAP NetWeaver and Microsoft Dynamics NAV 2013 facilitate data exchange, ensuring that both your document management and ERP systems perform optimally.


By incorporating version control, audit trails, and other measures, integration with your SharePoint database reduces its load factor and increases its performance.


Because of the direct integration with Microsoft Exchange and all MS Office applications, including Word, Excel, and PowerPoint, you can save emails and digital documents to your Therefore document management system quickly.

Electronic Signatures and Digital Transaction Management


By integrating with Docusign, the world’s leading digital transaction management provider, the document management system enables you to manage the process of signing documents online from any device, at any time.

The following are some of the advantages of providing an end-to-end workflow process for document signature management:

Document integrity is ensured such that no unauthorized changes are made before or after signing.

Documents that require legally binding signatures are collected and stored in a secure cloud-based location, and sales processes are streamlined by providing an easy and efficient way to collect all electronic signatures required.

By reducing the environmental impact of printing copies of contracts, certificates, and other signed documents, you choose a more sustainable option.

Increased Flexibility and Mobility


The workplace is no longer regarded as a fixed location, and the ability to access documents and information while travelling, working from home, or on a customer’s site is critical.

You can easily accomplish this with Therefore Online without jeopardizing the integrity or security of your documents or systems. Whether working in the office or remotely, all data is still stored and retrieved from a single location.

The following are the advantages of using Therefore Online Mobility:


Ability to work from anywhere on any device (Laptop, Chromebook, Apple MAC, Android, or IOS devices). No need for costly dedicated VPN connections and their associated support costs to access systems or files.

Therefore Online allows employees who travel or are unable to stay connected to the internet to take files and documents offline. Users who have taken documents offline can continue to access, work on, edit, or add to them. When users reconnect to the internet, any changes or additions are automatically synced back to the cloud.

You don’t have to worry about documents being changed or modified with Therefore’s document version control because all versions of the document are always available and retrievable, along with a full audit log of any changes.

The Therefore GO Mobile app allows you to search for, edit, and add documents directly from your phone. It also allows you to view over 400 different file formats without the need for additional software or applications to be installed.

Increase productivity and collaboration within your organization by using Therefore Online, which is accessible from any device. You can use any browser to access the Therefore web client; no software is required.

These mobile features will aid in the improvement of any organization’s business processes and make mobile work life much easier for their users. With its powerful Digital workflow engine, your Therefore Online document management system can automate core business processes

Enhanced Workflows


Therefore Workflows enable:

A simple drag-and-drop graphical user interface that provides clarity over the flow of the process.
E-mail notifications and a workflow inbox alerts users to tasks that need to be completed, as well as providing processing instructions.


Several people can work on different aspects of a process at the same time. Conditions can be added to workflows such as task due date and deadlines.
Users and management will have better visibility of where a process is in the workflow at any given time. After the workflow task is completed, this history can be attached to the document for traceability and audit requirements.


Managers and supervisors can analyze efficiency through a statistics view, by creating workflow reports with Business Analytics, or by viewing real-time data in analytic dashboards with Power BI.
THerefore Workflow can easily integrate with third-party software and applications because it can use API REST calls and DLLs, allowing you to create very custom and bespoke tasks

Departmental Document Management Systems

How can a document management system improve your department’s efficiency?


SmartOffice can configure and customize Therefore to meet almost any departmental process or requirement, resulting in streamlined operations, increased customer satisfaction, and greater productivity in the following areas:

document management system companies

Human Resources


Create a more streamlined recruitment process by implementing effective onboarding and offboarding procedures. Maintain employee records that are secure, confidential, and easily accessible, while also managing leave requests in a timely manner.

Finance


Workflows and automatic linking can be used to automate the accounts payable process of invoice processing, while tracking payment histories and approvals. Payroll can be automated and integrated with your existing ERP system.

 

engineering document management system

Manufacturing & Engineering


Content certificates should be securely stored and extracted easily. SOPs, training records, and all health and safety data are easily accessible. Automate the Product Warranty Registration process.

Contract Management


An automated alert system will notify you when an expiry date is approaching. Version control ensures that the correct contract is signed, and e-signing services such as DocuSign are managed automatically through native integration.

Customer Service


Utilize the digital binder feature to efficiently group customer documents, ensuring that the most recent information is easily accessible. The integration of Microsoft Power BI creates real-time dashboards of customer data, allowing you to provide instant feedback on the status of orders or requests.

Logistics


Create digital workflows for credit note approval, invoice approval, and haulier payment. Maintain a thorough audit trail of all transport documentation and streamline your customer billing process.

 

Operations


Coordination is possible in dispersed and globalized organizations thanks to remote access, integration options, and multi-site architecture. Microsoft Power BI integration generates real-time analytic dashboards of customer data, allowing you to respond quickly to changes in operational metrics.

FAQs


Among the many features of a document management system, it must be easily scalable and capable of meeting current and future requirements. It must be intuitive and versatile while remaining simple and easy to use.

Our SmartOffice team can provide and implement an entry level document management system on a SAAS (software as a service) model for as little as €95.00 per month, depending on how many users are required and how much functionality you require.
The monthly cost for more complex requirements (larger organizations with many users) could be closer to €1,000. Furthermore, if there is a clear benefit to be gained from the more advanced automated workflows that we provide. Professional services costs for in-depth discovery and implementation would be incurred in these scenarios, and clients would be able to decide whether to pay this in advance or to include it in the monthly SAAS instalments.

A document management system connects your documents and files to key index data. Because the DM system can correlate all of the key index data, it is very simple and easy to manage, find, and retrieve specific document records quickly.

It will safeguard and secure your company’s critical and sensitive documents.
It will manage the levels of access to all information that you specify.
Personal identifiable information is safeguarded, and GDPR compliance is ensured.
Allows for quick access to information from the office or when working remotely.
When needed, simplifies access by allowing authorized users to quickly search, find, and retrieve documents.
Improves a company’s efficiency by saving time and money.

SmartOffice Technology

SmartOffice Technology caters for the growing requirements of document automation and workflow solutions within the modern office. Effective automation software has become critical to thriving in business. 

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