Document Management
Introduction to the Solution
We have developed and delivered tailored Document management system catering to different business needs. while delivering we have to consider different needs of the customer starting from approval with business logic before a document goes into the specific repository. Some customers just wanted the DMS open to everybody within the organization, with varied needs on searching for different document formats. The wide scope of searching was handled by integrating 3rd party solutions into our system.
A well-implemented Document Management System can significantly enhance an organization’s efficiency, collaboration, and compliance by providing a centralized and secure platform for managing its documents.
Contact us to know more about how COMM IT can help bring in business transformation.
Benefits of the solution
Document Capture
Scanning and Importing: Capture paper documents by scanning or import digital files from various sources by using 3rd party tools.
Document Storage
Store documents in a centralized and secure digital repository, Manage different versions, Attach metadata for efficient categorization and search.
Document Retrieval
Capable to quickly locate documents based on keywords, metadata, or content. Filter documents based on attributes such as date, author, or document type.
Enhanced Search Capabilities
Using OCR tool enables the conversion of scanned images into text, making documents searchable by their content. Search specific information within documents, boosting efficiency and saving time, Extract text for editing and Improved data accuracy
Collaboration and Workflow
Collaboration Tools: Enable real-time collaboration on documents, including commenting and annotation features. Workflow Automation: Streamline business processes with automated workflows for document review, approval, and distribution.
Document Lifecycle Management
Retention Policies: Define and enforce document retention and disposal policies to comply with regulatory requirements. Archiving: Archive feature allows documents that are no longer actively used but need to be retained for compliance or historical purposes
Integration
Third-Party Integrations: Integrate with other business applications like ERP, CRM, or email for seamless data exchange. APIs and SDKs: Provide APIs and software development kits for custom
Mobile Accessibility
Mobile Apps: Access documents on the go through mobile applications, ensuring flexibility for remote or field workers.
Scalability
Scalable Architecture: Design the system to handle an increasing volume of documents and users as the organization grows.
Full-text Search
Content Search Capability: Conduct comprehensive searches within document content for swift and efficient information retrieval.
Document Security
Encryption: Implement encryption measures to secure documents both in transit and at rest. Restrict access to confidential or sensitive documents based on user roles
User-Friendly Interface
Deliver a straightforward and user-friendly design enabling easy navigation, efficient document uploads, and effective document management.
Audit Trail and Reporting
Audit Logging: Track and log all user activities for auditing and compliance purposes. Reporting: Generate customizable reports on document usage, access patterns, and system performance.
Compliance & Records Management
Implement features to comply with industry regulations and standards. Records Management: Facilitate proper records management, including document classification and lifecycle management.
User Training and Support
Provide training materials, tutorials, and documentation for users to maximize the system’s potential. Customer Support: Offer responsive customer support to address queries and issues promptly.
Case Studies
OCR enabled DMS
A leading Real Estate Development Company with active strategic developments in different real estate sectors in the Kingdom of Saudi Arabia. Their core competencies cover the full cycle of residential, hospitality, and commercial property development as well as facility management.
File Management System
Company is a pioneering District Cooling Service Provider (DCSP) that develops sustainable District Cooling Schemes for some of the most important urban mega development projects in the Kingdom of Saudi Arabia and across the Gulf region.
DMS – Approval Process Enabled
COMM-IT helped a leading Bank in the KSA to improve it efficiency and cut cost by implementing DMS on SharePoint. The customer is the no 1 Global Insurance Brand as ranked by Interbrand. Its 4th largest Insurance Company in Saudi Arabia.