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Electronic Document Control System

Every organization deals with loads of information in written format. This information is presented in the form of files and documents which are constantly created, modified, updated, archived, or deleted. Organizations are faced with the following challenges for managing and controlling the files and documents spread across different computer systems in various functions and locations:

CREATING NEW DOCUMENT

Documents may be created or uploaded by any employee and if this is not recorded properly then the company may lose track of who created it, for what purpose, how to access it and who all will or should be able to access it.

EDITING DOCUMENT BY MULTIPLE USERS

Multiple users may use the document and make changes to it at their own systems making it difficult to consolidate the edits made to the data.

CREATION OF MULTIPLE VERSIONS OF THE SAME DOCUMENT

Users may update the document as and when required creating multiple versions, and if not properly maintained, the previous versions and historical data may get lost in the process.

UNCONTROLLED ACCESS TO DOCUMENTS

Unauthorized persons may access documents and misuse confidential information and intellectual property or worse - delete them intentionally or accidentally.

LOCATING RELEVANT CONTENT FROM WITHIN A LARGE DATABASE

With documents spread across locations it is a herculean task to locate relevant files which may contain the data or information you need at any given time.

Organizations need a well-designed document control management system to overcome the challenges mentioned above and be able to utilize the enormous data and information to its advantage.

DMS

WHAT IS A DOCUMENT CONTROL SYSTEM?

A document control system allows an organization to bring all documents and files in a single repository, granting access to specific people and teams, without risking the security of your documents.

“With a DCS, you can maintain, update, and monitor your documents with ease.”

Doccept Document Management Solution

Kensium Solutions has created this comprehensive system to provide organizations with complete control over the creation, utilization, management, and storage of their documents.

Doccept’s unique features help in the following ways:

Dashboard

DASHBOARD

Displays real time updates about each document that is uploaded, checked-in, checked-out, or modified

Sends notifications and alerts for assigned tasks through email or SMS

Workflow

WORKFLOW MANAGEMENT

Automates the flow of documents within the organization Controls various versions for a document with option to revert to any previous version

Audit Trial

STORE, INDEX, AND SEARCH

Stores unlimited documents and folders in defined workflows for different user groups Facilitates specific search for files across folders or content within documents Indexes documents automatically and supports more than 100 document types

Access Permissions

ACCESS AND CONTROL

Maintains an audit trail of all documents Provides access to users across geographies through any device Assigns user quotas and tracks their actions on every document

Doccept electronic file management system can be deployed as an on-site solution by installing the software in the organization’s IT framework or be hosted on Kensium Solution’s network. Both methods ensure safe and secure access to the documents from any location across the globe and at all times.

DOCCEPT USER INTERFACE

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