The growing volume of data entering the organization through multiple channels can easily lead to data chaos. Harnessing the data chaos may be tricky, rather inefficient and risky, especially if part of these documents is in paper form.
Improve your document management and simplify collaboration through the use of InDoc EDGE. InDoc EDGE document management solution offers much more than just viewing – you can share documents with your colleagues, edit and add comments, receive change notifications, search documents by content or descriptive data (metadata), access them from any location and track their use, while ensuring document integrity and authenticity and confidently preventing loss throughout the document lifecycle.
DOCUMENT LIFECYCLE MANAGEMENT
DOCUMENT MANAGEMENT IS THE PRECONDITION FOR
Effective information management is the only answer to the present-day data chaos created by the sheer volume of infomration. Improve your responsiveness and the satisfaction of your colleagues, partners and customers, minimize exposure to risks and ensure compliant and secure operations.
Digitized documents are captured directly from source information systems or as they enter the company (e.g. by e-mail). Alternatively, they can be created during the execution of a business process or manually transferred by users to InDoc EDGE.
Digital data capture enables you to collect all these documents in one place, regardless of the form in which they were created or received.
When a document is captured, it is assigned a type (and, consequently, the set of metadata), identification and classification codes, which determine the retention schedules. The document is automatically or manually placed in the appropriate structure of folders and subjects within InDoc EDGE, and access is automatically restricted according to the specified level of confidentiality and user rights.
In InDoc EDGE, users can track and search for documents by content or descriptive data, edit document versions and comments, use real-time notification service, benefit from secure and traceable sharing of data with colleagues and third parties, and more. Documents are available anytime and anywhere, their integrity and authenticity is retained, and their use is fully tracked. Document access is restricted on the basis of user rights, level of confidentiality and presence of personal data.
Although the need to store a document only arises in the final stage of its life cycle, it is a fact that efficient, compliant and secure long-term preservation of digital data is a key component of digital business and a vital part of the company's digital reality. The certified InDoc EDGE digital data storage system guarantees that data is only available to authorized personnel, easily accessible and ready to use throughout the storage period. It does, however, retain its authenticity and integrity, whilst access is fully traceable.
BENEFITS OF InDoc EDGE DOCUMENT SYSTEM
We improve your efficiency
by managing your documents
throughout their lifecycle.
We provide the legal validity
of your business documentation
and regulatory compliance.
We continually invest in
maintaining a high level of security and
in preventing confidential data leakage.
SUCCESS STORIES FOR DIGITAL FUTURE
We have chosen Mikrocop to provide our bank with a comprehensive suite of business solutions and a document management system because of their extensive experience, know-how and corporate culture that puts security, compliance and quality first. We've built a partnership that enables us to achieve our set digital transformation goals, improve efficiency, and minimize operational risks.
– Aleksandra Brdar Turk, Director of Operations, Nova KBM
A document is the basic unit of documentary material. It is a record of any form and type, which contains important information for business or administrative work. Examples of documents are received invoices, insurance policies, loan applications, contracts, annexes, etc.
An annex is a supplement or attachment to a document, which gives additional information and together with document forms a body but does not in itself carry the basic information about a task, transaction or event. Examples of annexes include lists of services rendered, forms, general terms and conditions, etc.
A subject means all documents and annexes which relate to the same substantive issue, task, or transaction. Examples of subjects are credit files, received invoices (if they also contains other documents such as purchase order, delivery note, etc.), medical treatment records, insurance claims, etc.
A dossieris a set of different subjects relating to the same person. It is usually a set of documents or subjects. In the digital world, we usually create dossiers by searching for key metadata, such as patient, client, or business partner number, etc.
An identification scheme forms the basis for assigning documents to users or allowing users to get familiar with the content and gain access to the document. The scheme is based on the organization's structure and job classification system, or its work and project groups.
The identification scheme consists of an identification code (numerical) and the name of the organizational unit or job position. Employees may belong to one or several identification codes.
A classification scheme is a list that allows structuring, arranging, and classifying material by content, authority, activity, and corporate or professional function. It is normally given in an annex to the organization's internal document management act.
The list comprises classification classes, which contain:
- the classification code (number or code denoting the classification class),
- title or description of the classification,
- retention period in years.
Classification classes are normally not deleted or modified, and any new class must be properly dated.