DOCUMENT MANAGEMENT

The Document Management module is designed to provide organisations with a centralised, secure, and efficient way to store, manage, and access all platform related documents. This module ensures that critical documents such as policies, procedures, incident reports, and compliance records are easily accessible to authorised personnel while maintaining strict control over document versioning, access, and distribution.

Benefits

Centralised Storage: Organise and access all safety-related documents from a single, centralised repository, ensuring that critical information is always available.

Enhanced Security and Compliance: Control document access and track version history, maintaining strict security standards and ensuring compliance with industry regulations.

Efficient Management: Streamline document management processes, reducing administrative workload and boosting overall operational efficiency.

Solution features

Capturing:

Document versioning to keep track all of your changes
Rich metadata models and properties to support integration with existing enterprise applications
Support for all common file formats (100+)
Automation of repetitive manual tasks
Batch capturing of documents (scanned documents, photos, etc.)

Processing:

Built-in workflows simplify documents review and approval
Support for custom workflows
Batch processing
Collaboration tools and workspaces

Security:

Authentication and access control
Multiple layers of access permissions (folders, files)
Data encryption
Secure transactions
Document versioning with full roll-back capability to protect file integrity
Complete audit trail

Integration:

Embedded DMS in your enterprise applications
Connect to your existing applications (CRM, BI, accounting, inventory management, etc.)
Move documents automatically through a business process
Workflow support for seamless integration with existing business processes
Automated actions based on business rules
Inline editing (open your documents within the browser)

Reporting, search and discovery:

Instant search suggestions
Simple search filtering
Scales easily to any number of documents
Fuzzy matching
Multilingual capabilities

Centralized Document Repository

Store all safety-related documents in a single, organized repository. The system supports various file types, including PDFs, Word documents, Excel spreadsheets, and images.

Version Control

Track document versions to ensure that users always have access to the most current information. Previous versions are archived, allowing for easy retrieval if needed.

Access Control

Manage document access with granular control, ensuring that only authorized personnel can view, edit, or distribute specific documents. Permissions can be set based on roles, departments, or individual users.

Document Tagging and Categorization

Tag and categorize documents to facilitate quick and easy search and retrieval. Users can filter documents by category, date, or other custom tags.

Audit Trail

Maintain a complete audit trail of all document-related activities, including uploads, edits, access, and distribution. This feature supports compliance with regulatory requirements by providing a transparent record of document management.

Automated Notifications

Set up automated notifications to alert users when documents are updated, require review, or reach expiration. This ensures that all documents remain up-to-date and relevant.

Reporting and Analytics

Document Access Reports: Generate reports detailing who has accessed, edited, or shared documents. These reports help monitor document usage and ensure compliance with access policies.

Version History Reports: Track the version history of key documents, including who made changes and when, providing a clear audit trail for compliance purposes.

Document Usage Analytics: Analyze document usage patterns to identify frequently accessed documents, potential bottlenecks in document management, or areas where additional training may be needed.

Security and Compliance

Data Security: Protect all documents with robust role-based access controls, ensuring that sensitive information is only accessible to authorised users.

Regulatory Compliance: The module supports compliance with various regulations, including GDPR, ISO standards, and industry-specific requirements, by maintaining a secure and transparent document management process.

Integration and Extensibility

API Integration: Seamlessly integrate the Document Management module with other enterprise systems to enhance document workflows, automate data exchange, and ensure consistency across platforms.

Customizable Categories and Tags: Administrators can customise document categories and tags to align with organisational needs, making it easier to organise and retrieve documents.

Scalable Storage: The module is designed to scale with your organisation, accommodating increasing volumes of documents and supporting large, complex document repositories.