The Most Comprehensive Document Management System Available

Documents are the records of the processing, the progress, the commitments and the obligations of every business. They record the processes, the standards and the policies of how each business functions.

The system provides the tools that support the management of all the different types of documents, combined with an integrated workflow capability so that the processes of the organisation that are driven and supported by documents are managed for efficiency and effectiveness.

For many the scanning of paper based documents into an electronic document management system is the sole scope of a document management system. Indeed the DigiData system provides a comprehensive Image Management capability. The documents that fall into this category of documents includes contracts, correspondence, delivery notes and many other documents that are received from sources external to the organisation and which in many cases bear signature. Many documents have to be reduced to paper in order to validate a business transaction. These documents also require filing, for a certain period, in expensive intelligent filing systems. Filing, retrieval and re-filing are expensive and time-consuming activities. Many risks are associated with these documents, not only from risk of inadvertent or deliberate destruction, but also from potential tampering. These paper documents can also only be accessed by one user at a time. When a document is retrieved by one user, it is effectively lost to other users until it is returned to its storage position. The Image Management Module of DigiData manages the scanning of paper documents into images and then stores the images with applicable reference data electronically, for immediate access by any authorised user from their desk or laptops. Request to retrieval is a matter of seconds rather than minutes or hours, and multiple users have access to the same document at the same time.

ELECTRONIC DOCUMENTS (Electronic File Management)
The second type of document managed by the Document Management System are all the documents and other electronic files that can be created on the various desktop and laptop computers by personnel of the organisation. These could include plans, CAD drawings, photographs and presentations. These documents and files typically represent the knowledge base of the organisation. The challenge with managing these documents and files outside the central repository of a document management system is to know where these documents reside (i.e. on whose PC/Laptop/Server) in which folder, and with what filename they are stored. In addition, to then have immediate access to the latest version of any of these documents on demand by authorised users. The Electronic Document Management Module of DigiData stores these electronic documents in a single corporate repository where authorised users have access to the documents for viewing, copying, printing and emailing. The system knows which is the latest version as the system incorporates complete version control. The system also manages the historical life cycle of each document through all its historical versions and provides a comprehensive audit trail that records when and by whom the document has been accessed and for what purpose. A comprehensive change management cycle ensures that new versions that are created have a full audit trail of each version change. Prior versions are maintained to ensure continuity. Powerful notification and publication capabilities ensure that when a document is changed, relevant personnel can be informed that a new version exists.

FORMS (Electronic Forms)
The third type of document managed by the Document Management System are Forms. Forms typically include Leave Applications, Capital Expenditure Proposals, Purchase Requests and various other types of documents. There are a number of forms that are completed by personnel in order to record requests or to issue instructions. The user, at point of initiation inputs the required data. These documents once completed electronically at source can then be manually routed through the organisation until such time as the request is approved and actioned. The Electronic Forms Module of the DigiData System allows these forms to be configured so that any user, that is authorised to use the forms, can electronically access and complete the forms. This initiates approval and processing with a comprehensive historical trail in a managed and efficient process.

Documents commence, conclude and are involved at various stages in every business process. It is a logical conclusion that if the documents of an organisation are controlled within DigiData, that the Document Management System should also provide the mechanism to workflow the documents through each stage in the business process in order to ensure efficient and effective processing. The Business Process Management Module of the DigiData System provides the capability to define process flows, to associate user and group responsibilities for each process stage and to electronically track the flow of each document through the processes. The system tracks each action based on user responsible, time and date so that performance measurement can be achieved.