Presented with different scenarios of how to control the flow and management of documents in an organization, this is specifically designed to give an insight and example in regards to how, when, what, and where you can make use of our IPoserDMS to give support at specific instance.
All invoices will be scanned in, uploaded by detaching it from an email and have them filed into the IPoserDMS. The payment will only be settled when the person-in-charges, say the department head, have verified these invoices and confirmed to proceed for next step after approval. Finally, the payment will then be arranged after going through a series of approval by each respective department.
To allow easy cross reference to the invoices with their corresponding purchase orders, another application (filing cabinet) is created to keep track of those purchase orders, where the link to their respective invoices for settling the purchases are established;
In order to keep a standard governance to the company profile, policies, updates, rules & regulations, standard operating procedures (SOP) etc...., IPoserDMS can be in place to provide a centralized and consistent repository where all information are presented with their latest versions;
All staffs can easily look for the latest version whenever the details are updated so that no confusion or misleading information will be circulated in the company. By means of the electronic bulletin board as adopted in this solution, the information can be scheduled to be removed from publishing once they are expired.
Furthermore, customization can also be made to a certain document which an email notification can be prepared in case these documents are coming to expire or require for an update.
The permissions control and access rights features in IPoserDMS provides a more secure system for protecting confidential information, such as personal data, resume, educational/professional certificates, taxation info. of all staff in a company.
In particular to a recruitment process as an example, the system can provide a clear work flow in which the applications can be handled in a predefined flow for approval before an interveiw is granted. In other words, HR team will filter the applicants before they are escalated to the departmental staff for assessment and followed by an interview. Of course, not to mention, it also gives a more systematic approach of how different kinds of documents for a staff to be filed and organized;
To build a more efficient way to process your invoices, your company can consider IPoserDMS to leverage the workflow capability. When invoices arrive to the accounting department, they are electronically routed to the correct persons for review and approval. Once approved, the invoice can be automatically re-routed back to accounting for final signoff and payment.
When handling everything electronically, in contrast to a paper-based system, insures nothing is lost. Moreover, there is no delay in communication that could possibly result in late fees or interruptions in service. More importantly, to implement an automated workflow can make staff more accountable to their tasks and keeps processes moving forward.
Adopting IPoserDMS not only serves the internal staff in a company, it can also be extended a step further by granting access to external customers so that they can view and download their own invoices, bills of lading and proofs of delivery for their own records, which would significantly reduce the workload to your customer service and accounting departments.
For a company who needs to manage a massive amount of paper records and document of different types, there is no denying that it was becoming an issue that everyone should be paying attention to. In addition, an inability to quickly locate the most current versions of documents was negatively affecting the company’s ability to quickly respond to their customers at the same time.
In many cases, customers often call to find out where their shipment is and the status of their materials. Customer service representatives were spending lots of times a day looking for paper records in box files, in the accounting department and on co-workers desks. Of course it could take much longer than that if the paperwork was misfiled or otherwise lost.
IPoserDMS enables cross department access to important documents and plays as the glue that holds their disparate systems together. Users can now access important documents without leaving their desks.
With the version control in IPoserDMS, this feature insures only the correct and most up-to-date document is accessed and referenced. Besides, it also plays a key role in keeping a company's in-house database of any reference materials current and up to date.
Within the Sales & Marketing department, there are different kinds of document relating to a case which are then eventually required to be filed in a central repository, like the information about the sales lead, quotation, sales order, contract and so on. At a glance, such required information with its cross linked document must be retrieved instantaneously.
To stay competitive in the market, updated information must be made available to the sales teams whenever necessary. For example, for any promotion or sales campaign, details must be present clearly and the message must remain valid within a predefined period of time without later-on user intervention to set it expired. Besides, to maintain an effective and efficient communications with clients, all documents belonging to a case must be kept in a central repository so that access with permission granted to these documents can be achieved with ease and the details can be quoted and answered instantaneously for a higher customer service level.
To be consistent with all processes and procedures in an organization, no matter which department it is, they must possess their own business flows in which they will be facing with different levels of complexity ranging from a simple few steps process to a very complicated one. Hence, every jobs or works should have a well-defined task which requires every pieces of breakdowns to be carried out by different staff/stakeholder.
Subject to modifications of these standard document to describe the changes in the process, accountability plays as a key part in which it is more important to keep a sound track of record of what, why and who make the modifications. By deploying a comprehensive document management system like IPoserDMS, the required works can be greatly alleviated in a more systematic way.
The “Hard” lock in IPoserDMS also facilitates collaboration by efficiently managing the challenges associated with creating and editing document in a team environment, where it is common for different users who need to make changes to the same document. An user can now “hard” lock the document and make edits without risking another team member inadvertently overwriting their changes, or making additional edits using information that is in the process of being updated.
Others on the team or in the company at large can also clearly determine, or even be explicitly notified, when changes have been made – with all content residing in one centralized master repository, instead of vital information being scattered across the network or on personal systems.
The importance of historic records and documentation management plays a crucial role in the growth of a business. Take one as an example, in view of the service sector, the management of product and delivery history is important. With over decades of years of service, some of the first products the suppliers ever delivered are still in use today. Information such as technical drawings must be available for such products and they have to know exactly what has been delivered. To facilitate document management, IPoserDMS is a suitable system that comes into play.
ERP integration in particular boosts the efficiency of document management. In fact, the majority of the metadata attached to documents is composed of tags used by the ERP system, which means they can be automatically downloaded from the system. If you can categorize in a systematic way for your documents, the better the document management works. For manual work in categorizing these document may incur some extra works, however, there are always some methods that make the process significantly easier when the ERP system can be integrated with a document management system.
The main idea behind combining document management and ERP is to develop and clarify information management. Data is not stored in multiple locations. Instead, all the header information required – such as projects, activities, work, purchase orders, sales orders, items and companies – is created in the ERP system. From the ERP system it can be added to the document management system automatically.
