Document Management System

Institutions that harvest a lot of data face big data management challenges. Thanks to technology, we have a powerful electronic document management system in Kenya that captures, organizes, stores and retrieves information at the touch of a button. The EDMS system Kenya has an efficient inbuilt file indexing system. Hence, keyword search and retrieval of information is done within seconds.

Apart from the digitization of paper documents, the EDMS software also enhances document security. To ensure information integrity, the documents are marked, time-stamped, and versioned to reflect updates and other authorized changes. Furthermore, user rights and access levels serve to limit access to sensitive information within the system. Should be there be the need for distribution, the files are shared in a no editable format to preserve information integrity. Additionally, copies of the originally captured information are still available.

Even more, academic institutions, financial institutions, the insurance sector, and health providers are the key beneficiaries of the electronic document management system in Kenya.

Benefits of the Document Management System

Improved data and information security: Information captured at the point of registration can be authenticated by the use of biometric access control systems. Use of fingerprint readers to identify clients has reduced forgery incidences, especially in the insurance and banking sector. This has curbed fraudulent claims through member impersonation. Annually, banking and insurance sector players report huge losses in terms of billions of shillings through forgeries and impersonation. Fortunately, we have just the right solution. Contact us now for free demo EDMS software.

Time-saving: Enrolling new students to colleges and universities does not have to be a tedious process. Likewise, capturing the details of the new clients does not have to be time-consuming. Unfortunately, registration of the new clients usually takes a lot of time especially to manually fill in personal details in the registration form. These impacts negatively on customer experience.  With an electronic document management solution, all the information is captured within a twinkle of an eye. Why is this so, because the Integrated Population Registration System in Kenya integrates with our EDMS software. The IPRS system already is populated with data about every citizen in Kenya.

Cost saving: With electronic content management solution, there is no need to print expensive paper forms. That expense can be saved and reallocated to other operational functions. Additionally, there will be no need to acquire a huge record center to keep physical files. The only space required is one that can accommodate a single computer. With cloud storage, there is no need for a server room. Cloud storage is secure and very affordable.

Collaboration and efficiency at work: The software allows for multi-access for different authorized users. The view only access to multiple users enhances teamwork and collaboration in at an office environment.

The Integrated Document Management Software

Research shows that organizations only use a document once in its lifetime. This is because after initial use it somehow disappears necessitating the need to create another version of the same. Improve user experience by making the documents available whenever they are required. Get full value from every file created. As it is, the value of information can only be realized when it is applied to solve a certain problem in the organization.

Records management and Back office processing

Back office processes are the victims of the manual and inefficient record management systems. The electronic document management system will efficiently organize company files. Consequently, employees can easily find, identify and manage documents in a distributed system. Electronic document processing is essentially about being conscious of the environment. This method saves on paper usage apart from significantly reducing carbon footprints per organization.

Document origination and processing

Whenever company documents are misplaced, employees are forced to recreate new copies. Eventually, there exist duplicate copies of the same document but with different creation dates. Then in the future, it becomes difficult to isolate an original copy from a stack of similar looking documents. Even more, duplicates will likely lead to forgeries as nobody can pinpoint with confidence to an original document.

Conventional file management systems focus so much on having a central depository for all sorts of documents and files. With the present workplace realities, users of information documents would like to access the information when needed and from any device.

This presents the challenge of cross-platform access and contextual availability. This is a new approach meant to enhance information availability for critical decision-making purposes. Streamlined business processes will increase efficiency leading to increased employee productivity.

Electronic Files Management Software

Organizations churn out a lot of documents in the course of doing business. Certainly, there are documents that require signatures to certify authority. Many times employees are forced to print a document and present it to authorities for signing before rescanning for distribution or storage. But there is a better and secure method for certifying electronic documents. The EDMS system has an inbuilt method for process sign off and certification.

Team productivity and employee efficiency

Employees spend so much time trying to locate misplaced or missing company documents. Document management systems will save employees countless hours which would otherwise be wasted searching emails and network drives. However, document digitization solutions have helped in reducing paper, simplified processes and organized workforce for increased productivity.

Team productivity is about collaboration. Collaboration brings about uniformity and increased the quality of the work output.  And this boils down to efficient management of business processes to ensure that there are guided consistency in operations. This will reduce the risks associated with irregularity and vagueness.

Automated Business process applications

Document management solutions streamline business process applications making it easy to audit every stage of the document handling. For instance, there are metadata information complete with timestamps. In a networked environment where every employee has input during document origination, that captures different aspects of the origination stages. So, when conducting IT systems audit, you will see the original creator, verifier and the approver.

By way of illustration, an employee creates a leave application form, which is verified by the immediate supervisor and approved by the head of the department. The inputs for all the employees involved will be captured and could be very critical in the event of a dispute.

Content management and document security

There are several inbuilt techniques for preserving document security. To begin with, each document has an embedded metadata e.g. date modified and the user involved. Secondly, validation processes to ascertain information authenticity is performed at the point of data capture i.e. correct name spellings, and the signature.

And when it comes to distribution, the format for distribution is usually pdf which cannot allow for editing. Also, the document management system has a powerful indexing algorithm that allows for a quick search and retrieval. Lastly, the documents will be updated electronically strictly by authorized personnel. At the time of update, other users with view only rights can be blocked from file access.

ORACO Kenya is a specialist electronic document management system company in Kenya. In fact, our software has open compatibility and will be integrated with other application software or the core system that an organization operates on. Contact us here for a free demo EDMS software.

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