Electronic Document Management System
An Electronic Document Management System (EDMS) is a software designed to cenralize an organization's relevant documents and engineering drawing, hereby replacing outdated, desperate or "paper-full" manual systems. The goal is to provide a single, consistent source of truth that can streamline collaboration, facilitate compliance, simplify document version control and ultimately lead to major efficiency and ROI.
Keeping your paperless office documents only on your computer or local server poses the risks of hard drive failure, fire, flood or burglary. And worse, you cannot access one of those important files away from the office. Our cloud based document management system is the ultimate online document management system for any organization, the most user-friendly DMS in the world! Amazingly easy to use, highly secure and affordable EDMS.
Mobile Friendly DMS
Your documents in the online document management system are accessible to you from every PC, Mac, tablet or smartphone with an internet connection. All over the world.
Safe & Secure
All your data is triple backed up and bank-level encrypted in the cloud document management system where it's safely stored and is transferred via secure SSL layer. You can also customize password policy for your team members, so they can only choose extra long passwords and need to change their password as often as you wish
Local Backup
Your documents are stored in a secure cloud and are perfectly safe, yet if you wish, you can easily download the whole account or individual files/folders to your hard-drive as often as you like for your local backup.
Access Control & Office 365 Integration
Share documents, folders, sections or even the whole account with different permissions (Previewer, Viewer, Editor, Upload-only) to anyone you like. Create groups of collaborators to share to many people at once! Work collaboratively in Office 365 apps and send documents to e-signing workflows.
Approval Workflow & Automated Retention
Does an invoice, vacation application or another document need to be approved by one or several people before the next step? Not a problem! Invite people to approve and add their comments. In fixed order or all at once. It's never been easier to get and track approvals! You can also set an optional retention period for any of the folders and files -- in days, weeks, months or years!
Powerful Search With Multilingual OCR
A powerful live-search function is built into our cloud document management software so you can search documents not only by the file name and metadata, like keywords but also the content of the files thanks to Optical Character Recognition (OCR) technology. PDFs, Docx files or even screenshots and scans of documents are now thoroughly searchable!
Subsidiaries Supported
Although you can create unlimited hierarchy under your primary account role, you can add separate spaces for your branch companies! So, you can have one for each of your company or its divisions. The teams and data are kept separately, unless you want to give someone access to several of your companies.
File Versions
You can upload a new version of a document and preserve the existing metadata and all earlier versions of the file -- which are always easily recoverable with just one click! A document check-in/check-out feature allows you to lock a document for others while you are editing it on your computer. And each version of a document can be independently approved.
Document Numbering, Notifications & Audit Trails
Utilize automatic document numbering based on the schemes you define. Set and get automatic notifications for changes in documents or folders as often as you choose. While audit trial logs severy action of every user for accountability..
Custom Metadata & File Linking
Add tags, notes, date and due date to help organise your documents. You can easily add your own metadata fields of different types like lists, checkboxes and much more! You can also link files to create relations between documents in different folder structures. Metadata templates can be defined on folder-level too.
Inbox
A dedicated e-mail address. Just send/forward an e-mail to that address and the attached file will end up in your Folderit Inbox with sender, subject and content info intact. It couldn't be any simpler, and it's perfect to store documents on the go or for sending them into your DMS from a scanner.
Reminders
Whenever you need a notification at a certain date and time, just set up a reminder! You can add as many reminders as you like and choose a different e-mail address for notification on each of them
Document Scanning, Capture & Digitization
In the present world, a switch from paper-intensive processes to a digital environment is an essential step for every business to survive. Some physical documents need to be stored for several years in order to maintain compliance with the government regulations. However, the majority of active business documents and legacy records can be scanned or converted from paper to digital. With our enterprise scanning services and document management system you can instantly access the information you need.
We know how important it is to keep your documents and files safe. That’s why we offer the best in document imaging, digitization, and storage services. Our team of experts will scan all of your documents into a digital format so they are easily accessible when you need them most. You can even use our online portal to access any file from anywhere at any time!
Embracing this approach to turn paper files into electronic files can help your company remain competitive and better meet the needs of your customers in today’s increasingly “immediate” economy.
How it Works:
- Study – Our team of experts will visit your current archives and will conduct a complete study and analysis of the volumes, types, needs and technical details of the project.
- Document Scanning and Capture is conducted onsite or at client facilities. Pathan scans all type of documents, using state –of –the art equipments providing the finest end results.
- Financial Estimate – Once we develop the scope of work, we will provide a detailed and economical financial estimate.
- Our project team will implement and share with you the Workflow Management Systems, train and lead the project to successful implementation.
- The team will then manage and deliver all electronic records to our supplied cloud Document Management System or integrate with your existing one. We will deliver as per the client’s requirements: Secure FTP, External Hard, Disk, CD or DVD
How Document Scanning and Imaging Services Can Help You:
- Free up valuable real estate for more strategic use
- Preserve documents that may be deteriorating
- Consolidate information across geographic locations and departments
- Reduce redundancies and improve document search/retrieval processes
- Enable secure file sharing wherever and whenever necessary via an online account
- Meet complex regulatory obligations through classification, digital retrieval, and compliance monitoring
- Reduce risk through adherence to retention schedules